The paper trail of a soldier's life

Every soldier left a trail of paper. From the moment he attested — or was conscripted — to the day he was discharged or died, the British Army recorded his name, his body, his behaviour, and his movements. For family historians, these documents are gold dust. They can tell you where your ancestor was born, what he did for a living, the colour of his eyes, and whether he was disciplined for drunkenness. But they can also be fragmentary, confusing, and sometimes missing entirely. The trick is knowing which records survive, where they are held, and what each one can realistically tell you.

Service records: the core of the story

Service records are the first place most researchers look, and rightly so. For soldiers who served before 1914, the main collection is held at The National Archives in series WO 97. These are often called Chelsea pensioners' records, because many men were discharged to pension. For the First World War, the key series are WO 363 (the so-called 'burnt documents') and WO 364 (pension records). Around 60 per cent of First World War service papers were destroyed by enemy bombing in 1940, so a surviving record is a genuine stroke of luck.

What will you find? Typically: attestation papers (with age, birthplace, occupation, next of kin), a physical description (height, chest size, complexion, distinguishing marks), a record of postings and promotions, and a discharge or casualty form. You may also see medical history sheets, which can list wounds, illnesses, and hospital stays. Look for service number, rank, and regiment — these are the keys to cross-referencing other records.

• Officers are not in WO 97 or WO 363. Their records are in series WO 374 and WO 339, and often include correspondence and commissions.
• Household Cavalry and some Guards regiments kept separate records, now at regimental museums.
• Militia and Volunteer records (pre-1908) are in WO 96 and WO 68, and can fill gaps before regular service.

Medal rolls and campaign medals

If service papers are missing, medal rolls can be a lifesaver. They record the award of campaign medals, and they usually give a soldier's name, rank, service number, and regiment. For the First World War, the Medal Index Cards (in WO 372) are the best starting point. They show which medals a man qualified for: the 1914 Star or 1914–15 Star, the British War Medal, and the Victory Medal. The combination tells you when he first entered a theatre of war. A man with only the British War Medal and Victory Medal, for example, did not serve overseas before 1916.

For earlier campaigns, medal rolls exist for the Crimean War, the Indian Mutiny, the Boer War, and many colonial conflicts. These are often arranged by regiment, so you will need to know where your ancestor served. Note: medal rolls rarely give a date of birth or next of kin, but they can confirm a regiment when other records are silent.

Discharge papers and pension records

Discharge documents are a particular treasure. They often include a discharge certificate (a small paper given to the soldier), a medical discharge form, and a statement of services. You will learn the reason for discharge: 'wounds received in action', 'sickness', 'end of engagement', or 'misconduct'. The character assessment is often brutally honest — 'very good', 'fair', or 'indifferent'. Pension records (WO 364) can include details of a soldier's post-war life, including his address, his dependants, and the amount of pension awarded. For men discharged before 1913, the Chelsea pensioner records (WO 97) often include a discharge document and a medical history.

Where to search beyond the service file

The National Archives at Kew is the main repository, but it is not the only one. Regimental museums hold enlistment books, war diaries, and photographs. County record offices have local militia and volunteer records. For soldiers who died, the Commonwealth War Graves Commission's records give cemetery and next-of-kin details. Soldiers' wills (for those who died in service) are held at the National Records of Scotland and The National Archives. Local newspapers can report a soldier's homecoming, a court martial, or a heroic death. And do not overlook the 1911 census, which sometimes records a man's occupation as 'army' or 'soldier'.

Start with what you know: a name, an approximate age, and a place. Then work backwards. If you have a service number, search it exactly. If not, try a name with a regiment. Be prepared for spelling variations — 'Smith' might be 'Smyth', 'MacDonald' might be 'M'Donald'.

Reading between the lines

Military records are full of abbreviations and shorthand. Learn the common ones: KIA (killed in action), DOW (died of wounds), SWB (Silver War Badge, awarded to men discharged due to wounds or sickness), POW (prisoner of war). Latin terms appear too: vide means 'see', et means 'and'. A soldier might have served in several regiments, with different service numbers, so keep a timeline. Record every detail, even if it seems trivial — a height, a tattoo, a home address. These fragments build a picture. And remember that not every soldier has a surviving record. If yours does not, that is not a failure; it is simply the luck of the archive. Keep searching, keep cross-referencing, and the story will emerge.