How to Change an Old Discharge Book and Get a New Duplicate Discharge Book?
The Discharge Book (DB) is one of the most important documents held by an Ex-Serviceman. It contains essential details relating to military service, discharge, pension and other service particulars and is frequently required while applying for various post-retirement benefits.
Over time, however, an old Discharge Book may become damaged, faded, torn, difficult to read or incomplete, particularly where important entries are no longer clearly visible.
In such cases, an Ex-Serviceman may approach the concerned Zila Sainik Board (ZSB) and Record Office for replacement/issue of a new Duplicate Discharge Book, subject to the applicable procedure.
The procedure described in this article is based on the replacement procedure communicated by ZSB Barasat and published by ESM Info Club. It should not be assumed that exactly the same document checklist or procedure applies to every ZSB or every Army Record Office. Veterans should confirm the latest requirements with their concerned ZSB/Record Office before sending documents.
The Department of Ex-Servicemen Welfare (DESW) also recognises the Discharge Book as an important service document in several Ex-Servicemen welfare and resettlement processes.
When Should an Ex-Serviceman Apply for a New Discharge Book?
A replacement may be considered when the existing Discharge Book is:
- Very old and badly damaged
- Torn or mutilated
- Faded and difficult to read
- Missing important entries
- No longer suitable for producing before authorities
- Containing service details that need to be properly reproduced in a new document
The procedure discussed here specifically concerns replacement of an old original Discharge Book that is available and being surrendered.
This is different from a case where the Discharge Book has been lost or stolen. In a loss/theft case, additional requirements such as reporting the loss to police/FIR and obtaining appropriate documentation may apply. Historical defence pension guidance also indicates that loss of a Discharge Book requires reporting to the police and approaching the concerned Record Office for a duplicate.
Why Is the Discharge Book Important?
The Discharge Book is not merely an identity document. It can be used as supporting evidence of military service for various purposes.
Government welfare schemes frequently require a copy of the Discharge Book/Retirement Order, along with PPO and Ex-Servicemen Identity Card, depending on the scheme. For example, DESW’s published DGR procedures list the Discharge Book/Retirement Order among documents required for certain Ex-Servicemen benefits.
It can therefore be important for:
- Pension-related matters
- Ex-Servicemen welfare schemes
- Resettlement and employment
- Verification of military service
- ESM identity and registration
- Government concessions and benefits
- Various applications requiring proof of service
A damaged or incomplete document can consequently create difficulties when a veteran needs to establish service particulars.
Documents Required for Replacement of an Old Discharge Book
According to the ZSB Barasat procedure provided for this article, the following documents are required.
1. Personal Application – 3 Original Copies
The Ex-Serviceman has to prepare the personal application in three original copies addressed to the concerned Record Officer.
The application should be completed according to the prescribed format.
Important
The information supplied by ZSB Barasat states that the blank application form should be downloaded and printed because the form was not available at ZSB Barasat.
Veterans should confirm the latest application format with their own ZSB before preparing the application, as formats and local arrangements may change.
2. Original Discharge Book
The original Discharge Book issued at retirement has to be surrendered to the Record Office for replacement.
This is particularly important in a damaged/old-book replacement case.
Keep an Attested Photocopy
Before surrendering the original DB, veterans are advised to keep a photocopy of the Discharge Book, preferably attested by the Secretary of the concerned ZSB.
This copy can be retained for reference and for use during the period before the new Duplicate Discharge Book is received.
This is a very useful precaution because the original document will no longer remain with the veteran while the replacement is being processed.
3. PPO or Pension Book Copy
A copy of the veteran’s:
- Pension Payment Order (PPO), or
- Pension Book
should be attached as prescribed.
The PPO is an important pension document and should be carefully checked for accuracy.
4. Aadhaar Card Copy
A self-attested copy of Aadhaar Card is included in the document checklist provided by ZSB Barasat.
The veteran should sign the photocopy as self-attestation where required.
5. PAN Card Copy
A self-attested copy of the PAN Card is also included in the stated checklist.
6. Passport-Size Photographs of the Ex-Serviceman
The procedure requires:
Two recent passport-size photographs of the Ex-Serviceman.
The photographs should be current.
According to the information supplied by ZSB Barasat, photographs should be not older than three months.
7. Joint Photographs of Ex-Serviceman and Spouse
The stated procedure also requires:
Two recent passport-size joint photographs of the Ex-Serviceman with his spouse.
This is an important requirement and should not be overlooked when preparing the application.
According to the procedure provided, all photographs should be attested on the reverse by the Officer-in-Charge of the ZSB, with the veteran’s:
- Rank
- Service Number
- Name
written on the back.
The photographs should then be placed in a small envelope.
Complete Document Checklist
| Sl. No. | Document | Requirement |
| 1 | Personal Application | 3 original copies |
| 2 | Original Discharge Book | To be surrendered for replacement |
| 3 | Attested photocopy of old DB | Keep for personal use until new DB is received |
| 4 | PPO/Pension Book | Copy |
| 5 | Aadhaar Card | Self-attested copy |
| 6 | PAN Card | Self-attested copy |
| 7 | ESM Passport Photos | 2 recent photographs |
| 8 | Joint ESM + Spouse Photos | 2 recent photographs |
| 9 | Photo authentication | As prescribed by concerned ZSB |
| 10 | Small envelope | For photographs |
Note: This table reflects the ZSB Barasat procedure supplied for this article. Requirements may differ for another ZSB, Record Office, service or type of replacement.
Step-by-Step Process to Replace the Old Discharge Book
Step 1 – Prepare the Application
Prepare three original copies of the prescribed personal application addressed to the Record Officer.
Make sure all details are correctly filled in.
Step 2 – Arrange All Supporting Documents
Keep the following together:
- Original Discharge Book
- PPO/Pension Book copy
- Aadhaar copy
- PAN copy
- Two ESM photographs
- Two joint photographs with spouse
Also keep photocopies of all submitted documents for your records.
Step 3 – Visit the Zila Sainik Board
Take the complete set of documents to your concerned Zila Sainik Board (ZSB).
Under the ZSB Barasat procedure, applicants are directed to show the documents at the designated counter.
Step 4 – ZSB Verification and Attestation
The concerned ZSB official verifies the application and photographs.
Under the stated Barasat procedure, the ZSB Officer signs the bottom of all three applications and attests the photographs.
Step 5 – Submission at ZSB
According to the Barasat procedure:
- One application copy remains with ZSB.
- One copy is returned to the veteran as a receipt copy.
- The veteran sends the required original documents/application set to the concerned Record Office.
The receipt copy should be preserved carefully.
Step 6 – Send the Application to the Record Office
The required application and documents are sent to the concerned Army Record Office, as prescribed.
The ZSB Barasat procedure specifically advises sending the documents by Speed Post.
Keep the Postal Receipt
It is advisable to keep:
- Speed Post receipt
- Tracking number
- Photocopy of the complete application
- Copy of the ZSB receipt
These records can be extremely useful if follow-up becomes necessary.
Step 7 – Record Office Processes the Replacement
The concerned Record Office examines the application and available service records.
After processing, the replacement/duplicate Discharge Book is sent back to the ZSB under the procedure described by ZSB Barasat.
Step 8 – Collect the New Discharge Book from ZSB
One important feature of the stated procedure is that the new Discharge Book is not sent directly to the veteran’s residential address.
Instead, it is sent to the concerned ZSB.
The veteran is then informed when the Discharge Book is available for collection.
Step 9 – Visit ZSB for Collection
After receiving information from ZSB, the veteran should visit the office with the required identification documents.
Under the Barasat procedure, the veteran should carry:
- Copy of the old/DB-related documents as advised
- ZSB Identity Card
The new Discharge Book can then be collected from the designated counter.
Step 10 – Sign the Receipt
At the time of collection, the veteran has to sign the prescribed receipt.
According to the procedure supplied by ZSB Barasat, the receipt is subsequently sent back to the concerned Record Office.
This completes the replacement process.
Important Precaution: Keep a Copy of Your Old Discharge Book
This is perhaps the most important practical precaution for veterans applying for replacement.
Once the original Discharge Book is surrendered, the veteran will not have the original document in hand while the replacement is being processed.
Therefore:
Before surrendering the old DB:
Make a complete, clear photocopy of every page.
It is also advisable to keep a digital scan/PDF securely stored.
Where possible, maintain copies of:
- Discharge Book
- PPO/e-PPO
- Pension Book
- ESM Identity Card
- ECHS Card
- Aadhaar
- PAN
- Relevant service correspondence
A digital document folder can save considerable difficulty in the future.
What If the Discharge Book Is Lost?
The procedure for a lost Discharge Book is not necessarily the same as replacement of a damaged/old book.
If the original DB has been lost or stolen, veterans should immediately contact the concerned authorities and ask about the applicable procedure.
Historical defence pension guidance states that a lost Discharge Book should be reported to the nearest police station and the appropriate documentation submitted to the Record Office for issue of a duplicate.
A recent Armed Forces Tribunal case also demonstrates that Record Office procedures can require specific documentation, including joint photographs, in a case involving a lost Discharge Book.
Therefore, do not simply follow the damaged-book replacement checklist for a lost-book case. First confirm the current requirements with your ZSB/Record Office.
What If the Spouse Is Not Available for a Joint Photograph?
The requirement for a joint photograph can be important in certain Record Office procedures.
If the spouse is:
- Deceased
- Permanently separated
- Legally divorced
- Unavailable
- In a special family circumstance
the veteran should not assume that the joint photograph requirement can simply be ignored.
Instead, contact the ZSB and Record Office and explain the circumstances.
An Armed Forces Tribunal judgment involving a duplicate Discharge Book illustrates that joint photographs can become a specific issue in Record Office processing.
The appropriate authority should therefore be consulted before submitting an incomplete application.
Why Veterans Should Not Throw Away the Old Discharge Book
If a veteran is replacing a damaged DB, the original has to be surrendered as prescribed.
However, before submitting it, veterans should:
- Scan every page.
- Keep photocopies.
- Check that the name and service number are clearly recorded.
- Check important service entries.
- Check spouse/family details.
- Keep a copy of the PPO alongside the DB copy.
This creates a useful personal record for future reference.
Difference Between Old/Damaged DB Replacement and Lost DB
| Situation | General Approach |
| Old but available DB | Submit original for replacement as prescribed |
| Damaged DB | Submit original and supporting documents |
| Faded DB | Seek replacement if entries are no longer clearly readable |
| Missing important information | Approach ZSB/Record Office for correction/replacement |
| Lost DB | Police/loss reporting and additional documentation may be required |
| Stolen DB | Police report and Record Office procedure may apply |
| Spouse unavailable for joint photo | Contact ZSB/Record Office for case-specific instructions |
Important: The exact procedure is controlled by the concerned service/Record Office and may change.
Why a Correct Discharge Book Matters for Pensioners
A veteran’s Discharge Book may be required as supporting documentation for various schemes and services.
DESW’s published information demonstrates that the document is used in several Ex-Servicemen welfare and resettlement processes. For example, DGR-related applications can require a copy of the Discharge Book/Retirement Order along with PPO and ESM Identity Card.
A properly maintained Discharge Book can therefore help establish:
- Identity
- Military service
- Date of discharge
- Rank/service details
- Pension-related information
- Family particulars
- Eligibility for various benefits
Important Advice for Ex-Servicemen
Don’t wait until the DB becomes completely unreadable.
If important entries are already faded or damaged, approach your ZSB and ask about replacement.
Don’t surrender your original DB without keeping a copy.
Make a complete photocopy and preferably a digital scan first.
Don’t submit incomplete photographs.
Check the latest photograph specifications and attestation requirements with your ZSB.
Don’t assume every ZSB follows the same process.
Local administrative arrangements and Record Office requirements can differ.
Don’t send original documents without checking the prescribed procedure.
Confirm exactly which originals must be surrendered and how they should be forwarded.
Frequently Asked Questions
Can I replace my old and damaged Discharge Book?
Yes, a veteran whose original Discharge Book is available but has become badly damaged, faded or otherwise unsuitable may approach the concerned ZSB/Record Office for replacement, subject to the applicable procedure.
Do I have to surrender my original Discharge Book?
Under the ZSB Barasat procedure described in this article, the original old Discharge Book is returned to the Record Office for replacement.
How many applications are required?
The procedure supplied by ZSB Barasat requires three original copies of the personal application.
Are photographs required?
Yes. The stated procedure requires two passport-size photographs of the ESM and two joint passport-size photographs of the ESM with spouse.
How old can the photographs be?
The Barasat procedure states that the photographs should be current and not older than three months.
Where will the new Discharge Book be delivered?
Under the stated ZSB Barasat procedure, the Record Office sends the new Discharge Book to the ZSB, rather than directly to the veteran’s residential address.
Can I keep my old Discharge Book?
If the original is being replaced under this procedure, it is to be surrendered to the Record Office. However, veterans should keep a complete photocopy/scan before surrendering it.
What if I have lost my Discharge Book?
The lost-book procedure can be different. Contact the concerned ZSB/Record Office immediately. Police reporting and additional documents may be required.
Final Checklist Before Visiting ZSB
Before leaving home, check:
☐ Three original applications
☐ Original Discharge Book
☐ Photocopy of old DB for your records
☐ PPO/Pension Book copy
☐ Self-attested Aadhaar copy
☐ Self-attested PAN copy
☐ Two recent ESM photographs
☐ Two recent joint photographs with spouse
☐ Photographs properly attested as prescribed
☐ Small envelope for photographs
☐ ZSB Identity Card
☐ Photocopies/scans of all submitted documents
☐ Envelope/address for Record Office, if required
☐ Keep the ZSB receipt safely
Conclusion
The Discharge Book is a vital service document for Ex-Servicemen, and a badly damaged or incomplete DB should not be ignored. If the original is still available, an eligible veteran can approach the concerned Zila Sainik Board and Record Office for replacement according to the applicable procedure.
The procedure shared by ZSB Barasat provides a practical route: prepare three applications, submit the original Discharge Book and supporting documents, obtain ZSB verification, forward the required set to the Record Office, and subsequently collect the replacement Discharge Book from the ZSB.
Most importantly, keep a complete photocopy and digital scan of the old Discharge Book before surrendering the original.
Veterans should also remember that the checklist described here is specifically based on the Barasat ZSB procedure. Requirements can vary according to the concerned ZSB, Record Office, service and circumstances. For the latest requirements, veterans should verify the procedure with their own ZSB/Record Office before dispatching original documents.
Authoritative references
- Department of Ex-Servicemen Welfare (DESW), Ministry of Defence
- Kendriya Sainik Board
- ESM Info Club – Replacement of Old Discharge Book
Information credit: The detailed replacement procedure reproduced above is attributed to Gp Capt Sanjoy Bhattacharjee, Officer-in-Charge, ZSB Barasat, as published by ESM Info Club.