Where to write for official documents
and Headquarters, U.S. Marine Corps
with information from the National Personnel Records Center
the Selective Service System and many other sourcesEdited, amended and updated, Jan. 2002, by Roch Thornton
| Drawings | USMC Books & Publications | DD-214s (Discharge papers) |
| Service Records | USMC photos & Motion pictures | Radio logs |
| Legal & court martial records | Casualty reports | Selective Service records |
| Medals & awards | Unit lineage & honors | Boot camp photos |
| Morning Reports | Contacting a vet through the VA |
USMC Command Chronologies are monthly reports written at the battalion/squadron or CAG echelon (and above). They include a listing of the unit’s subunits, departments, officers, supply status, attachments, locations and casualty figures. Also included are a Narrative Summary of the unit’s activities for the month and a day-to-day operations summary of “significant events” providing more details including map coordinates, but no names. Finally there is an Intelligence Summary that makes interesting reading. Mail your request to:
Archives Section
Marine Corps Historical Center
1254 Charles Morris Street, SE
Washington Navy Yard, D.C. 20374-5040
For example, here is the April, 1970, 2nd CAG Command Chronology
Sample letter requesting a Command Chronology
The Archives Section will provide you with 100 pages of documents in any 12-month period without charge. However, budget and staff limitations mean you will be charged if you want additional materials reproduced. The Section charges 15 cents per page and $25 per hour for labor, billed in $5 increments. Orders should include the name of the unit, the month(s) you want, and a statement of agreement to pay the fees. Upon completion of copying you will be sent a bill for the amount due. When payment is received, the documents are mailed. This is a slow process.
The Archives Section did not charge me for the first four Command Chronologies I requested — roughly 100 pages. With the fourth CC, they sent a letter saying they would charge me for any additional documents requested in the following 12 months. I assume I will again be eligible for 100 pages of free documents when I have waited 12 months.
UNIT DIARIES
Monthly Unit Diaries were submitted by most Marine Corps units at the company level of command during the Vietnam War. But CAP Unit Diaries were submitted at the Group level of command, at least during 1969-71. Today these records are maintained on microfilm at the Records Service Section of Marine Corps Headquarters in Quantico, Virginia.Unit Diaries are not operational reports, but a day-by-day listing of personnel “transactions.” They list corpsmen and Marines joining or leaving the unit due to illness, transfers, wounds, deaths, etc. Entries usually include the number of the Special Order authorizing the transaction. The Unit Diaries are a good place to document wounds for a Purple Heart application if your medical records are incomplete. Unit Diaries often describe a wounded man’s injuries (e.g. “SW left arm”) and, in many instances, the cause of death for KIAs. The Unit Diaries are filled with codes that are explained by Charlie Grebenstein and Rick “Doc” Doggett. To request a Unit Diary, write to the address below:
Commandant of the Marine Corps
Records Service Section
Code MMSB-10, “Unit Diaries”
Headquarters, U.S. Marine Corps
Quantico, Virginia 22134-5002
Sample letter requesting a Unit Diary
I have had mixed results requesting Unit Diaries from this address. I mailed my first request before I knew that 2nd CAG Unit Diaries were not kept at the Company level. I requested CACO 2-7 Unit Diaries for April and September, 1970. After several weeks, they sent me partial 2nd CAG Unit Diaries for those months. I mailed a subsequent request for the entire Unit Diaries for those months, but never received an answer. Finally I sent a another request and received the following denial letter.
HQ USMC letter denying my request for Unit Diaries
However, both the USMC Archives Section and the National Personnel Records Center responded to my Unit Diary requests by referring me to the Records Service Section at USMC Headquarters in Quantico. So on May 3, 2000, I wrote back to the Records Service Section, telling them that and resubmitting my request for Unit Diaries. Then they mailed me Personnel Rosters for the months requested and a letter explaining that the microfilmed Unit Diaries for those months were unreadable.
My letter resubmitting my request for Unit Diaries
PERSONNEL ROSTERS
Monthly Personnel Rosters (MPR) were submitted by most Marine Corps units at the company level of command during the Vietnam War. But CAP rosters were submitted at the Group level of command, at least during 1969-71. Today these records are maintained on microfilm at the Records Service Section of Marine Corps Headquarters in Quantico, Virginia. Some time in 1971, rosters changed format and the name was changed to Consolidated Marine Corps Transaction Registers.Some of the information in Unit Diaries can be obtained by requesting a Personnel Roster instead. Steve Markley requested several documents from USMC HQ and got a form letter in response. The letter says that USMC HQ will provide two rosters per year to individual requesters. Rosters are simple lists of the officers, corpsmen and Marines belonging to a unit on the date of the roster. They are a good way to look for the correct spelling of a Marine’s name, his rotation date and service number. Some names on the Personnel Rosters have notes referring to Unit Diary entries. Consolidated Transaction Registers contain much of the information included in Unit Diaries. To request a Personnel Roster or Consolidated Transaction Register, write to the address below:
Commandant of the Marine Corps
Records Service Section
Code MMSB-10, “Personnel Rosters”
Headquarters, U.S. Marine Corps
Quantico, Virginia 22134-5002
MAPS, AERIAL PHOTOS, DRAWINGS
The 7th Marines website has a comprehensive and well-designed “Maps” section that is the best I’ve seen on the web. The 7th Marines operated in many of the same parts of Vietnam covered by 1st and 2nd CAGs. The site also tells how to order Vietnam War maps from the U.S. Geological Survey for $7 each! I haven’t tried this approach, but it sounds promising. “Doc” O’Brien says the USGS provided him with a map of his TAOR. He says the price of the map was $7, and shipping and handling cost $5. Doc says he got a very nice map measuring 23″ by 29″ at the 1:50,000 scale.The USGS has a website at http://earthexplorer.usgs.gov/ that allows you to search for maps, aerial photos and satellite images. Unfortunately the site does not now (05/10/01) allow access to those using Macintosh computers. Mac access should be added later. The USGS also has a toll-free phone number for ordering maps — 1-888-ASK-USGS.
Maps, aerial photos and drawings are theoretically available from the National Archives. In practice, getting anything from the Archives can be complicated and expensive. In my experience, the Archives will not provide materials to individuals. I wrote to them asking for a map of my Vietnam TAOR south of Da Nang, giving a six-digit grid coordinate from a Command Chronology. Here is their mailing address:
National Archives
Cartographic and Architectural Branch
8601 Adelphi Road
College Park, MD 20740-6001
Instead of a map they sent me a form called the “NNSC REPLY TO INQUIRY.” On that form was the Archives’ description of the map (which turned out to be wrong one). The Archives mailing also contained a list of companies that maintain work stations at the National Archives in College Park. In theory I was supposed to send the “NNSC REPLY TO INQUIRY” to one of those vendors. Then I guess they would get back to me with a quote. You can contact these companies directly via phone or fax. Some have email and/or websites.
I contacted Pike Military Research through their website, provided the correct six-digit grid coordinate and requested the map. They said they had it and I sent them $59.95, including shipping and handling. They sent back a flimsy black and white photocopy of the map. I consider that a ripoff since their website said I was buying one of “… the combat maps you carried.” However, the photocopy provided me with some good information including the map title (Dai Loc), series (L-7014) and sheet number (6640-IV).
My letter to the National Archives requesting a map
The National Archives reply to my map request
Responses from National Archives “vendors” to my map request
According to a handout provided by USMC HQ, the Geographical and Map Division of the Library of Congress holds a limited number of the L-7014 topographical map series of Vietnam. For information concerning reproduction services and costs, please contact the following office by mail, email or fax:
Geographical and Map Division
Library of Congress
101 Independence Ave. S.E.
Washington, D.C. 20540-4650
Email
maps@loc.gov
(please include name and full mailing address)
Fax
(202) 707-8531
(please include name and full mailing address)
I mailed a letter to the Library of Congress in August, 2000, and have never received a response.
My guess is the U.S. Geographical Service is the best source for maps, but you’ll have to wade through the National Archives process if you need aerial photos and drawings.
USMC BOOKS AND PUBLICATIONS
You may write to the following office to request a specific publication on Marine Corps operations during the Vietnam War. I wrote and requested a list of their publications about the Vietnam War. A month later I received a package containing three USMC History Series books describing Marine operations in Vietnam during 1965, 1966 and 1967 respectively. About two months later I received an identical package from the Historical Center, but the package had broken open in the mail and it was empty. I have no idea what they were sending, but assume it was more books — possibly the USMC History Series volumes for 1968, 1969, 1970 and 1971. The U.S. Postal Service was unable to find the contents of the package. To request these books, write to:Admin Section (Code HDS)
Marine Corps Historical Center
1254 Charles Morris Street, SE
Washington Navy Yard, D.C. 20374-5040
PHOTOGRAPHS AND MOTION PICTURES
You may write to the following office in order to obtain information on the availability of specific Marine Corps still photographs from the Vietnam War and other actions prior to 1982. I have not written to these folks, since we have dozens of our own Vietnam photos.Still Pictures Branch (NNSP)
National Archives and Records Administration (NARA)
8601 Adelphi Road
College Park, Maryland 20740-6001
Marine Corps motion pictures taken prior to 1984 are held at the following location:
Motion Picture, Sound & Video Branch (NNSM)
National Archives and Records Administration (NARA)
8601 Adelphi Road
College Park, MD 20740-6001
DD-214s (Discharge papers)
Marines or family members wanting a copy of their DD-214 (discharge papers) should write to the following address, and include the Marine’s military service number and Social Security number in all correspondence. Be prepared to wait 4-6 weeks for a response.National Personnel Records Center (MPR)
http://www.nara.gov/regional/mpr.html
9700 Page Avenue
St. Louis, Missouri 63132
You may get faster action if you go first to the NPRC website and download Standard Form 180, “Request Pertaining to Military Records.” Print and fill out the form and send that to the NPRC with your letter and things should go faster (no promises). You can also call (314) 538-4141 and leave your name and address. The NPRC will mail you a Standard Form 180.
Note: There are different phone numbers for requesting Army and
Air Force forms.
SERVICE RECORDS
If you’re looking for details about your time in the Marines (such as a list of the units you served in, or the date you arrived in Vietnam), you should request a copy of your Service Record. Write to the following address and include your full name, service number, date of birth and Social Security number in all correspondence. Again, be prepared to wait 4-6 weeks for a response.
National Personnel Records Center (MPR)
http://www.nara.gov/regional/mpr.html
9700 Page Avenue
St. Louis, Missouri 63132
You may get faster action by following the steps above for using Standard Form 180 or request National Archives Form 13075, “Questionnaire About Military Service” (see below).
If you are looking for information about a guy you served with — or any veteran — you can request a summary of his military service record using the Freedom of Information Act. Again, this process will go faster if you send a completed Standard Form 180 with your initial letter. If the NPRC needs more information to find the records, they will mail you National Archives Form 13075, “Questionnaire About Military Service” asking for more details. If you have a lot of blank spaces on the Standard Form 180, you might want to request and fill out NA Form 13075 and mail it with your initial request.
Sample FOIA letter requesting a veteran’s military records
Information the NPRC can send in response to a FOIA request
If you have a veteran’s consent, you can request his military records. First, though, he has to sign and date a letter authorizing the NPRC to release his records to you. Here is a sample authorization letter.
RADIO LOGS
“Radio logs are not deemed to be records of permanent historical value and are routinely destroyed,” according to Fred Graboske of the Archives Section. However, Jim Elbrecht of the 2nd Battalion, 1st Marines says he saw 2/1 radio logs when he visited the USMC Historical Center in 1992. He read entries he remembered writing while standing radio watches in Vietnam. My guess is that some commands incorporated radio logs into their record-keeping system, though they may have called them something else. A letter or personal visit to the Archives Section might clear this up.
LEGAL DOCUMENTS AND COURT MARTIAL RECORDS
By Professor Gary D. Solis
Department of Law, United States Military Academy
All records of USMC courts martial in Vietnam are kept by name of the convicted individual, not by unit. If the individual wasn’t convicted at a special or general court martial, there will be no record – not even if the charge is referred to in the Command Chronology. No historical records of summary courts were made. If it was an NJP (non-judicial punishment), or an Article 32 (preliminary) investigation preparatory to a general court martial, there will be no record – unless there was an associated court martial conviction. The only legal records made and retained are of convictions at court martial.
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CASUALTY REPORTS
Jim Elbrecht of 2/1 says he also saw items called “Casualty Reports,” “Spot Reports” and “Frag reports” when he was looking through his battalion’s records at the Historical Section. I don’t know if these items exist for the Combined Action Groups, but the 2nd CAG Command Chronologies mention “Casualty Reports,” “Spot Reports,” “Intelligence Reports” and “Serious Incident Reports” transmitted from the 2nd CAG Combat Operation Center.
SELECTIVE SERVICE SYSTEM RECORDS
I have had good luck requesting draft records from the Selective Service System using the Freedom of Information Act. I sent my first request giving a Marine’s first and last name, year of birth and hometown. They sent me a photocopy of his draft record giving his full date of birth, the date he entered the Marines and the date he was discharged from active duty. It also contained his Selective Service number and draft classifications. I used that information to request his military records from the National Personnel Records Center.A second FOIA request mailed on April 10, 2000, resulted in a phone call from Sharon Toon at SSS on May 3, 2000. She wanted to warn me that all they can release are a man’s dates of induction and discharge, and his draft classifications. What I finally got in response to my second request was SSS Form 708 including the “registrant’s” full name, Selective Service number, date of birth, draft classifications, the dates he entered and left the military, branch of service, and several numbered codes from the “Remarks Column.” I wrote to the SSS asking how to interpret those numbers and got the following information.
Sample FOIA letter requesting a Selective Service record
Getting your own Selective Service record is easier. I’m not sure why you would need the information, but maybe you’re curious. I have not tried it, but the SSS website says, “To get your local board number, classification status, location of registration. For men born prior to 1960, this information can be obtained by calling the Selective Service’s Records Division at (703) 605-4047 (Hours: 8:30 a.m. to 3:30 p.m., Eastern). None of this information is available to men born during or after 1960 because the draft ended before these men reached draft age. Men born between March 29, 1957, and Dec. 31, 1959, were not required to register.” Use the links below to access more detailed Selective Service information:
Selective Service Draft Classifications, 1948-1976
Understanding Selective Service numbers
Interpreting codes in the SSS “Remarks Column”
AWARDS
According to a handout provided by USMC HQ, to obtain copies of unit award citations, and to resolve apparent discrepancies in the listing of an individual’s awards entitlement, or questions concerning and individual’s entitlement to a specific decoration or award, please contact:Military Awards Branch (Code MMMA)
Headquarters, U.S. Marine Corps
3280 Russell Road
Quantico, VA 22134-5103
UNIT LINEAGE AND HONORS
According to a handout provided by USMC HQ, information on unit lineage and honors from the Vietnam War may be obtained from:Reference Section
Marine Corps Historical Center
1254 Charles Morris Street, SE
Washington Navy Yard, D.C. 20374-5040
BOOT CAMP PHOTOS & PLATOON BOOKS
From a letter sent by USMC HQ: “To request a recruit platoon graduation book or platoon photographs, write to:”Recruit Photos
Marine Corps Recruit Depot
Parris Island, SC 29905
Recruit Photos
Marine Corps Recruit Depot
San Diego, CA 92131
MORNING REPORTS
Dick Porter requested a number of documents from USMC Headquarters in Quantico, Va. Part of the reply read as follows:“As a matter of additional information, morning reports are retained for a period of three months and disposed of in accordance with the Manual for Disposal of Navy and Marine Corps Records, Secretary of the Navy Instruction P5212.6B, Part II, Chapter I
CONTACTING A VET THROUGH THE VA
The VA cannot release personal information about a veteran without that person’s permission. They can, however, forward a message from you to the veteran, providing the veteran has filed a claim with VA and they have his address on record.Write your message to the veteran and place it in an unsealed, stamped envelope. Also include a note to the VA explaining who you are trying to reach and add as much identifying information as you have (full name, service number, hometown, branch of service, etc.). Place all of this in another envelope addressed to the nearest U.S. Department of Veterans Affairs Regional Office. You can find the regional office addresses in the VA Facilities Directory or in the “blue” pages of your telephone book.
If the veteran is in VA records, your message to the veteran will be sealed and the envelope sent to the address on file for the veteran. However, the veteran may have moved without informing the VA of his new address. Furthermore, if your letter reaches him, the veteran is free to contact you or ignore you. If you have questions, you can reach the regional office via phone at 1-800-827-1000. This process is designed to protect the veterans’ privacy as required by the Privacy Act of 1974.