M21-1 Manual  /  Part X, Subpart i, Chapter 5, Section B

Obtaining Merchant Marine Service Records

M21-1, Part X, Subpart i, Chapter 5, Section B

Overview

In This Section

This section contains the following topics:
TopicTopic Name
1 Merchant Marine Service Record Requests
2 Service Treatment Records (STRs) for Merchant Marine Service
3 Merchant Marine Logbook Records
4 Records Available for Combat-Related Injuries
5 Records Available From the Marine Index Bureau (MIB)
6 National Archives and Records Administration (NARA) Regional Archives
7 Exhibit 1: Example of a Merchant Marine STR Development Letter for the Public Health Service (PHS)
8 Exhibit 2: Example of an MIB Letter to a Claimant


1. Merchant Marine Service Record Requests

Introduction

This topic contains information on Merchant Marine service record requests, including
  • information required when requesting Merchant Marine service records, and
  • requesting records for U.S. Maritime Service.

Change Date

February 11, 2026

X.i.5.B.1.a. Information Required when Requesting Merchant Marine Service Records

When requesting medical records, pay grade data, or other records,
  • send a copy of the DD Form 214, Certificate of Discharge or Release from Active Duty, with the request, or
  • include the following information from Item 18, REMARKS, of the DD Form 214:
    • identification number of the vessel
    • name of the vessel
    • merchant mariner’s Social Security number (SSN) (not included in death cases)
    • Z number, if available, and
    • merchant mariner’s date of birth (DOB).
Notes:
  • Develop to the claimant for the DD Form 214 if one is not provided.
  • The names of vessels may not be sufficient for identification of service records, since the names of the vessels could have been changed. However, the identification numbers were always retained.
  • The Z number was a number assigned to merchant mariners that is comparable to a service number.

X.i.5.B.1.b. Requesting Records for U.S. Maritime Service

The National Personnel Records Center (NPRC) (address code 13) has records of merchant mariners trained by the U.S. Maritime Service.Request these records from NPRC, providing the following information in the request:
  • the name used by the merchant mariner during training, and
  • the merchant mariner’s
    • DOB, and
    • SSN.
Note: The Coast Guard does not use training time with the U.S. Maritime Service as evidence of active, ocean-going service during World War II (WWII) for issuing U.S. Merchant Marine discharge documents.Reference: For more information on requesting records from NPRC using Service Treatment Record (STR) Assist, see the Veterans Benefits Management System Core User Guide.

2. STRs for Merchant Marine Service

Introduction

This topic contains information on STRs for Merchant Marine service, including
  • availability of STRs for merchant mariners
  • requesting PHS) medical records from the Health Resources and Services Administration (HSRA)
  • how to request PHS records from HSRA
  • action to take if unable to provide required information to HSRA
  • locating records of military or overseas treatment for merchant mariners
  • information concerning treatment of merchant mariners onboard a ship, and
  • PHS records for Merchant Marine treatment more than 50 years ago.

Change Date

March 6, 2025

X.i.5.B.2.a. Availability of STRs for Merchant Mariners

It is not possible to request STRs for merchant mariners because these individuals do not have a medical file as such.However, merchant mariners were eligible to receive medical treatment at Public Health Service (PHS) hospitals. Microfilm copies of certain medical records are maintained by the Health Resources and Services Administration (HSRA) of the Department of Health and Human Services, at the National Hansen’s Disease Center in Baton Rouge, LA.

X.i.5.B.2.b. Requesting PHS Medical Records From HSRA

If the claimant alleges treatment at a U.S. PHS hospital and the claimant can furnish the minimum information as required below, send a request to the HSRA.For the HSRA to conduct a search, the request
  • must include
    • the Veteran's full name and any aliases
    • the Veteran’s DOB
    • the location (state, at a minimum) of the clinic(s)/hospital(s) where the Veteran was treated, and
    • the month and year of treatment (provide at least the decade), and
  • should include, if available,
    • the Veteran’s SSN and/or Z number, which is comparable to a service number, and
    • any other identifying information.

Important: Do not send a request to the HSRA if the Veteran

  • is unable to furnish the minimum required information, or
  • did not claim treatment at a PHS facility.

Note: Because HSRA searches reels of microfilm to find treatment records, the more specific the information furnished, the greater the likelihood of locating the records.

X.i.5.B.2.c. How to Request PHS Records From HSRA

Prepare a request using the example letter in M21-1, Part X, Subpart i, 5.B.7,Send the request to:Public Health Service Health Data Center
National Hansen’s Disease Program
1770 Physicians Park Drive
Baton Rouge, LA 70816Note: Telephone 1-800-642-2477 or 1-225-756-3773 if priority/expedited assistance is required.Important: All correspondence must include the name and telephone number of the requester.

X.i.5.B.2.d. Action to Take if Unable to Provide Required Information to HSRA

If the information required to submit a request for PHS records to HSRA is not available, review M21-1, Part X, Subpart i, 5.B.3 and 4 to determine if there is any possibility that records may be available from the National Archives and Records Administration (NARA) or the Maritime Administration Office of Sealift Support.If there is a possibility that records may be available, send an e-mail to VAVBAWAS/CO/HAIMS-DPRIS with the required information described in M21-1, Part X, Subpart i, 5.B.2.c and allow 30 days for a response. Once all possible sources for records have been queried and a response is received from the mailbox, route the claim to the rating activity for rating action.Notes:
  • The rating decision must outline the efforts made to obtain the records.
  • The decision notice must explain that a search cannot be conducted for medical records without the minimum required information outlined in M21-1, Part X, Subpart i, 5.B.2.b.

X.i.5.B.2.e. Locating Records of Military or Overseas Treatment for Merchant Mariners

The HSRA does not possess records for Veterans treated at military or overseas facilities.Use the table below to determine how to obtain medical records if the claimant alleges military or overseas treatment.
If a claimant alleges …Then …
any overseas treatment (military or private)
  • obtain as much identifying information about the treatment facility as possible from the claimant, such as the
    • complete name, address, location, and nation administering the facility
    • date(s) of treatment, and
    • conditions treated, and
  • write to the facility,
    • enclosing a VA Form 21-4142 that is signed by the claimant, and
    • explaining what is needed and why.
treatment at a U.S. military facilitysend a Personnel Information Exchange System (PIES) request to NPRC asking for clinical records, using request code C01-V.Reference: For information on preparing PIES requests for service records, see the PIES User Guide.

X.i.5.B.2.f. Information Concerning Treatment of Merchant Mariners Onboard a Ship

The HSRA does not possess records of medical treatment furnished onboard a ship.If the claimant alleges treatment for injury or illness onboard a ship, it may be appropriate to undertake the development described in M21-1, Part X, Subpart i, 5.B.3, for information from logbooks.

X.i.5.B.2.g. PHS Records for Merchant Marine Treatment More Than 50 Years Ago

HSRA is authorized to destroy PHS treatment records after 50 years from the date of treatment for merchant mariners serving under the jurisdiction of the Coast Guard. Most merchant mariners who served during WWII are affected by this policy. However, records administrators may choose not to destroy such records, so claims processors should not assume that such records do not exist.In addition, documentation of the date and treatment was recorded on index cards that are stored indefinitely. If a merchant mariner served under the jurisdiction of the Coast Guard and that service was more than 50 years ago, the index cards may be the only available records.After initiating the routine development described in M21-1, Part X, Subpart i, 5.B.2.c, if the claimed treatment was more than 50 years ago, send a copy of the request to the National Maritime Center. Ask for any treatment records or copies of treatment index cards if the treatment records were destroyed.Reference: For the address of the National Maritime Center, see the table in M21-1, Part X, Subpart i, 5.A.1.e.

3. Merchant Marine Logbook Records

Introduction

This topic contains information on Merchant Marine logbook records, including
  • purpose of logbook records
  • effects of privacy restrictions
  • obtaining information on shipboard injuries
  • information to include in requests to NARA
  • NARA information furnished to claimants, and
  • records available
    • for vessels with foreign registration, and
    • from the U.S. Army Transportation Corps or Naval Transportation Service.

Change Date

March 6, 2025

X.i.5.B.3.a. Purpose of Logbook Records

Captains of Merchant Marine vessels employed by the Coast Guard maintained daily logbooks. The logbooks are now in the possession of NARA regional archives.These logbooks are not the traditional ships’ logs often referred to as “deck logs,” in which masters recorded the daily entries that concerned the position and operation of the ship.The logbooks in the NARA regional archives were issued to masters of vessels in accordance with Federal laws and regulations passed to protect the health and welfare of merchant mariners. Entries were required to
  • record offenses and desertions punishable by forfeiture of wages, and
  • injuries or illnesses of crewmembers.

X.i.5.B.3.b. Effects of Privacy Restrictions

Since logbooks contain information relating to many individuals that may be of a personal nature, they are subject to privacy restrictions. Therefore, entries that relate to medical or disciplinary matters concerning individuals other than the subject of the inquiry may be deleted by NARA.

X.i.5.B.3.c. Obtaining Information on Shipboard Injuries

Logbooks may contain entries pertaining to injuries suffered by merchant mariners. If a claimant alleges an injury or illness occurred onboard a ship, send a letter to NARA that requests a logbook search for evidence of the illness or injury. No release of information authorization is required.Important: The disabilities claimed must have occurred during actual voyages, not just while attached to a vessel.

X.i.5.B.3.d. Information to Include in Requests to NARA

Letters to NARA requesting logbook searches for evidence should be accompanied by a photocopy of the Veteran's DD Form 214 and should include the following information:
  • the full name
    • under which the Veteran served, and
    • of the vessel on which the incident occurred
  • the name of the port where the voyage ended, and
  • the approximate dates of the voyage (month and year).
Note: If the voyage started at one port and ended at a different port, write to the NARA regional archives for the port where the voyage ended.Reference: For information about the addresses of the NARA regional archives, see M21-1, Part X, Subpart i, 5.B.6.

X.i.5.B.3.e. NARA Information Furnished to Claimants

NARA will furnish individual merchant mariners or their surviving dependents with one set of copies, free of charge, of the logbook entries needed to verify the mariner's service in the Merchant Marine between December 7, 1941, and August 15, 1945. Claimants should state in their requests that the information sought is needed to obtain financial benefits from VA.Note: NARA requires reimbursement for
  • extra copies of logbook pages, as well as copies of logbook materials not needed to verify service in the Merchant Marine during WWII, and
  • copies of entire logbooks.

X.i.5.B.3.f. Records Available for Vessels With Foreign Registration

Logbook records are not available for vessels registered in foreign countries, such as Panama.Notes:
  • These vessels were not required to maintain and turn in logbooks, even if the vessel was
    • owned by a U.S. company, and
    • operated under War Shipping Administration control.
  • Neither the Coast Guard nor NARA are able to provide crew lists for such vessels.

X.i.5.B.3.g. Records Available From U.S. Army Transportation Corps or Naval Transportation Service

Logbooks are not available for merchant mariners who were employed by the U.S. Army Transportation Corps or the Naval Transportation Service.



4. Records Available for Combat-Related Injuries

Introduction

This topic contains information on records available to confirm the incurrence of combat-related injuries, including
  • obtaining information on combat-related injuries
  • records maintained at the Maritime Administration Office of Sealift Support
  • information about the Mariners Medal
  • where to send requests for evidence of combat-related maritime injuries, and
  • information to include in requests to the Office of Sealift Support.

Change Date

December 27, 2013

X.i.5.B.4.a. Obtaining Information on Combat-Related Injuries

Logbooks in the NARA regional archives do not usually contain descriptions of wartime actions in which the vessel was involved.Note: If a claimant alleges a combat-related injury, write to the U.S. Department of Transportation, Maritime Administration Office of Sealift Support, before initiating development with NARA for information from logbooks.Reference: For more information on obtaining information from the Office of Sealift Support, see M21-1, Part X, Subpart i, 5.B.4.d and e.

X.i.5.B.4.b. Records Maintained at the Maritime Administration Office of Sealift Support

The U.S. Department of Transportation, Maritime Administration Office of Sealift Support, maintains records of citations and medals issued to WWII merchant mariners.

X.i.5.B.4.c. Information About the Mariners Medal

The Mariners Medal was authorized for combat-related injuries and is similar to the Purple Heart. Because the medal was only authorized for combat-related injuries, evidence of award of the medal may be used as supporting evidence of a claimed service-connected injury.If a Veteran did receive the medal, a copy of the citation should be of record and will contain details of the incident.

X.i.5.B.4.d. Where to Send Requests for Evidence of Combat-Related Maritime Injuries

If a claimant alleges a combat-related injury that cannot otherwise be documented, send a letter to the Maritime Administration Office of Sealift Support at the address shown below, requesting a review of its records for evidence the Veteran received the Mariners Medal. Address:Office of Sealift Support
Maritime Administration
Room W25-322
1200 New Jersey Avenue SE
Washington, DC 20590
ATTN: AwardsNotes:

X.i.5.B.4.e. Information to Include in Requests to the Office of Sealift Support

A photocopy of the Veteran’s DD Form 214 should accompany requests to the Office of Sealift Support. The following information should be provided if not shown on the DD Form 214:
  • name under which the Veteran served
  • Veteran's Z number, and
  • Veteran's home address while serving during WWII (city and state).

5. Records Available From MIB

Introduction

This topic contains information on the records available from MIB, including
  • types of records available at MIB
  • who may request MIB records
  • MIB fees
  • information required for an MIB request
  • address for MIB, and
  • notifying the claimant of MIB records.

Change Date

September 21, 2018

X.i.5.B.5.a. Types of Records Available at MIB

Some Merchant Marine records may be obtained from the Marine Index Bureau, Inc. (MIB), a private agency.

X.i.5.B.5.b. Who May Request MIB Records

The claimant must request the records directly from MIB. Regional offices (ROs) may not send requests directly to MIB.

X.i.5.B.5.c. MIB Fees

MIB charges a fee of $25.00 for making the records search, and the fee must be paid by the claimant.Important: MIB cannot guarantee that its records will be acceptable to the Department of Veterans Affairs (VA) as proof of eligibility for VA benefits, nor can MIB guarantee that any records pertaining to the Veteran's wartime service are actually on file.

X.i.5.B.5.d. Information Required for an MIB Request

The claimant should contact MIB directly and request the forms for documentation of sea service that may be on file at MIB.The claimant will need to provide the Veteran’s
  • complete name
  • DOB
  • place of birth
  • SSN
  • Z or Book (Bk) number
  • current mailing address, and
  • mailing addresses during the period 1941 to 1946, if known.

X.i.5.B.5.e. Address for MIB

Claimants must send requests for information from MIB to the following address:Marine Index Bureau, Inc.
67 Scotch Rd.
Ewing, NJ 08628.

X.i.5.B.5.f. Notifying the Claimant of MIB Records

If all other development actions have failed to produce records in support of the claim, deny entitlement and send a decision notice to the claimant that

6. NARA Regional Archives

Introduction

This topic contains information on NARA regional archives, including
  • logbooks contained at NARA regional archives, and
  • where to send requests for a logbook search.

Change Date

September 21, 2018

X.i.5.B.6.a. Logbooks Contained at NARA Regional Archives

NARA regional archives have logbooks only for individuals whose service was documented by the U.S. Coast Guard or the Department of Commerce.Important: The NARA regional archives do not have logbooks for individuals who served with the U.S. Army Transportation Corps or the Naval Transportation Service.

X.i.5.B.6.b. Where to Send Requests for a Logbook Search

The table below provides the addresses of the NARA regional archives to which to send requests for a logbook search.
If a vessel’s voyage ended in …Then send the request for a logbook search to …
  • Boston, MA, from 1942 through 1953
  • Portsmouth, NH, from 1942 through 1955
  • Portland, ME, from 1941 through 1955, or
  • Providence, RI, from 1941 through 1953
National ArchivesNew England Region380 Trapelo Rd.Waltham, MA 02154Phone: (781) 663-0144Fax: (781) 663-0154
New York, NY, from 1942 through 1960 Important: Before submitting a request for a logbook search, obtain the year and logbook number from the U.S. Coast Guard, Marine Inspection Office. This office maintains a card index arranged alphabetically by name of vessel. Its address is U.S. Coast GuardMarine Inspection OfficeInvestigation SectionRoom 312Battery Park BuildingNew York, NY 10004-1466National ArchivesNortheast RegionOne Bowling GreenNew York, NY 10004Phone: (212) 401-1620Fax: (212) 401-1638
  • Philadelphia, PA, from 1942 through 1956
  • Baltimore, MD, from 1942 through 1957, or
  • Norfolk, VA, from 1940 through 1955
National ArchivesMid-Atlantic Region14700 Townsend RoadPhiladelphia, PA 19154Phone: (215) 305-2044Fax: (215) 305-2038
  • Savannah, GA, from 1941 through 1953
  • Tampa, FL, from 1942 through 1951
  • Miami, FL, from 1943 through 1956
  • Charleston, SC, from 1919 through 1958, or
  • Jacksonville, FL, from 1943 through 1951
National ArchivesSoutheast Region5780 Jonesboro RoadMorrow, GA 30260Phone: (770) 968-2100Fax: (770) 968-2547
  • Houston, TX, from 1942 through 1973
  • New Orleans, LA, from 1942 through 1976
  • Corpus Christi, TX, from 1943 through 1972
  • Galveston, TX, from 1941 through 1974
  • Mobile, AL, from 1942 through 1956, or
  • Port Arthur, TX, from 1939 through 1970
National ArchivesSouthwest Region1400 John Burgess DriveFort Worth, TX 76140Phone: (817) 551-2051
  • Los Angeles, CA, from 1941 through 1956, or
  • Wilmington, Long Beach, San Pedro, Port San Luis, or Port Hueneme, CA, from 1942 through 1954
National ArchivesPacific Southwest Region23123 Cajalco RoadPerris, CA 92570Phone: (951) 956-2000Fax: (951) 956-2079
San Francisco, CA, from 1927 through 1957National ArchivesPacific Sierra Region1000 Commodore DriveSan Bruno, CA 94066Phone: (650) 238-3501
  • Seattle, WA, from 1940 through 1958, or
  • Portland, OR, from 1942 through 1958
National ArchivesPacific Northwest Region6125 Sand Point Way NESeattle, WA 98115Phone: (206) 336-5115

7. Exhibit 1: Example of a Merchant Marine STR Development Letter for PHS

Change Date

December 13, 2005

X.i.5.B.7.a. Example of a Merchant Marine STR Development Letter for PHS

A Merchant Marine STR development letter for PHS is shown below.

Public Health Service Health Data Center
National Hansen’s Disease Program
1770 Physician’s Park Drive
Baton Rouge, LA 70816

SUBJ: Merchant Marine medical treatment records

We are attempting to locate all medical records for the following Veteran:

NAME:(required)

SSN: (if known)

DATE OF BIRTH: (required)

WHERE THE VETERAN WAS TREATED BY THE USPHS: (at least the State)

MONTH AND YEAR OF TREATMENT: (at least the decade)

VETERAN’S Z NUMBER: (if available)

OTHER IDENTIFYING INFORMATION:

The Veteran has filed a claim for VA disability compensation based on World War II Merchant Marine service. To process this claim, we need all available medical treatment records for that service.

We have enclosed VA Form 21-4142, “Authorization and Consent to Release Information to the Department of Veterans Affairs,” and an additional copy of this letter for you to attach to your response so that we can quickly associate the reply with our records for this Veteran. If you have any questions about this claim, please contact _________________________ at telephone number _____________________.

Your assistance in resolving this claim is very much appreciated.

Sincerely yours,

Veterans Service Center Manager

Enclosures

8. Exhibit 2: Example of an MIB Letter to a Claimant

Change Date

December 13, 2005

X.i.5.B.8.a. Example of an MIB Letter to a Claimant

An example of an MIB letter to a claimant is shown below.

[date]

[claimant’s name] [claimant’s address]

[salutation]:

A private agency, MIB (Marine Index Bureau, Inc.), may have records on file pertaining to the Veteran’s sea service as a U.S. merchant marine during World War II. You should be aware that there is no guarantee records in the MIB folders will be acceptable to the Department of Veterans Affairs (VA) as proof of eligibility for VA benefits. There is also no guarantee that MIB has any records pertaining to your (the Veteran's) wartime service.

If you wish to request a search of the MIB file system, you should make such a request directly to this agency. There is a fee of $25 for this search, which must be paid by you. Submit a check or money order drawn to Marine Index Bureau, Inc., with your request. Send your request to: Marine Index Bureau, Inc., 67 Scotch Rd., Ewing, NJ 08628.

When submitting your request, you must provide: the Veteran's complete name, date of birth, place of birth, Social Security number, Z or Bk number, current mailing address, and any known mailing addresses during the period 1941 to 1946. You must also certify that you are requesting only the Veteran's records, and that they will be used to apply for Veterans benefits and for no other purpose.

Upon receipt of your request, along with any information needed to enable MIB to conduct its search, MIB will perform a search of its record system for any reports concerning service during the World War II period. A document containing the results of the search will then be sent to you.

Sincerely yours,

Veterans Service Center Manager

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part X, Subpart i, Chapter 5, Section B (U.S. government work, reproduced for reference). Browse all sections →