Merchant Navy WW2 records: how to trace a merchant seaman

Merchant Navy WW2 records are mostly at The National Archives. There are three main sources: the Central Index Register for 1918 to 1941 (online at Findmypast), the Central Register of Seamen for 1941 to 1972 (BT 382, at Kew), and seamen’s pouches for 1940 to 1972 (BT 372 and BT 391). Crew lists show the ships. BT 395 shows his medals.

Merchant seamen were not in the armed forces, so their records sit apart from the Army, Navy and RAF.

Where are Merchant Navy WW2 records held?

The National Archives names three principal sources up to 1972:

Source	Years	Series	Where
Central Index Register (Fourth Register of Seamen)	1918-1941	BT 348, BT 349, BT 350, BT 364	Online, Findmypast (£). Originals at Southampton Archives
Central Register of Seamen (Fifth Register)	1941-1972	BT 382	Kew
Seamen’s pouches	1940-1972	BT 372, BT 391 (and BT 390)	Kew; search the catalogue by name
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From 1972, go to the Maritime and Coastguard Agency.

Two cautions from The National Archives. Access to full details of seamen born less than 100 years ago may be restricted. And men employed only temporarily, or apprentices, may never have had a discharge ‘A’ number or a British Seaman’s Identity Card. Then they are unlikely to be in the registers at all.

The Fourth Register: 1918 to 1941

Started in 1913, it ran until 1941. The 1913 to 1918 entries were destroyed, so it covers the last two months of 1918 onwards.

The registry cards are on Findmypast, searchable and downloadable (charges apply). If he went to sea before 1941, start here.

The Fifth Register: 1941 to 1972

The Central Register of Seamen is in BT 382. The records were called CRS 10 forms, often known as seamen’s docket books. The National Archives says they can include:

• date and place of birth
• a list of ships, with official numbers and the date and place of engagement
• F or H, for a foreign or home trade voyage
• date and place of discharge from each ship

The catalogue descriptions are arranged in alphabetical ranges of surnames. The register is filed in eight parts, by nationality or origin. For a seaman of European origin, check both Part 1 and Part 2.

These are not online. Visit Kew, pay for research, or order a copy once you have the reference.

Seamen’s pouches: 1940 to 1972

Men discharged between 1940 and 1972 had their papers filed in seamen’s pouches. Some cover service back to 1913. Search BT 372 and BT 391 by name in Discovery.

Not every pouch survives. The National Archives says many were destroyed before any were transferred. A third series, BT 390, holds references to pouches for Second World War service, arranged in alphabetical ranges.

How do I trace the ships he served on?

Sometimes the ship is the only way in. The National Archives suggests the Crew List Index Project (CLIP) to find a ship by name, port of registry or official number.

Then the crew lists. The National Archives holds these proportions of agreements and crew lists:

Years	Proportion held
1861-1938	10%
1939-1950	100%
1951-1994	10%
{: .records-table }

For the war years, every surviving list is there. Search BT 99, BT 380, BT 381 and BT 100 by the ship’s official number.

The National Archives also has a separate guide to Merchant Navy ship movement cards, 1939 to 1945. They tell you where a ship sailed.

Did merchant seamen get WW2 medals?

Yes, if they qualified. But they had to claim them. The National Archives is clear: the medals were not issued automatically.

Nine medals were available to British merchant seamen for the Second World War:

• 1939-1945 Star
• Atlantic Star
• Arctic Star (not awarded until 2012)
• Africa Star
• Pacific Star
• Burma Star
• Italy Star
• France and Germany Star
• War Medal

The War Medal generally needed 28 days at sea, or none if service ended in death, disability or capture. The 1939-1945 Star generally needed six months at sea with at least one voyage through a danger zone. Full rules are in GOV.UK’s qualifying details for merchant seamen. Our WW2 medal identification guide shows what each looks like.

What BT 395 shows

BT 395 lists medals claimed and issued from 1946 to 2002, except the Arctic Star. Search it on Discovery (charges apply to download). Records usually give the discharge book number, and may give date and place of birth.

The markings tell you what was sent:

• a cross through a code: the medal was issued
• a circle over a code: only the ribbon was issued
• a cross and a circle: both medal and ribbon were issued
• an ‘R’ over a code: an application may have been reviewed and refused

Note the discharge book number. It is his key to the other records, as our service number guide explains.

Can I still claim his medals?

Yes. GOV.UK runs a Merchant Navy medal application. For a man who has died, the official next of kin applies: spouse or civil partner first, then the eldest child, then a parent, then the eldest grandchild.

You upload a copy of his death certificate and the page of his seaman’s discharge book showing he was on the ship. No discharge book? GOV.UK accepts a record of the ship’s movements or national archive documents instead. The Registry of Shipping and Seamen helps with applications. See how to claim WW2 medals for the general process.

Gallantry awards to merchant seamen

Search T 335 in Discovery by person or ship. The National Archives says it gives the award, his rank at the time and his ship. Use quotation marks for full names, such as “John Williams” or “Sydney Star”. More in our gallantry awards guide.

Did he die at sea?

Search the Shipping and Seamen Rolls of Honour (BT 339) on Ancestry (charges apply). They list merchant seamen who died in service, or were declared missing, presumed dead. Entries usually give rank or rating, ship, and date of death or presumed death.

Search CWGC as well. See how to find a WW2 grave.

Royal Navy or Merchant Navy?

Families mix them up. If he served in a warship as a rating or officer, he was Royal Navy. See Royal Navy WW2 service records. If the family speaks of convoys, cargo and a discharge book, start here.

FAQ: Merchant Navy WW2 records

Where are Merchant Navy WW2 records held?

Mainly at The National Archives. The Fourth Register of Seamen (1918-1941) is online at Findmypast. The Fifth Register (BT 382) and seamen's pouches (BT 372 and BT 391) are at Kew. Records after 1972 are with the Maritime and Coastguard Agency.

Why can't I find my merchant seaman grandfather?

If he was employed only temporarily, or was an apprentice, he may not have been issued with a discharge 'A' number or a British Seaman's Identity Card. The National Archives says he is then unlikely to appear in the registers. Trace his ships instead.

Did merchant seamen get WW2 medals?

Yes, if they qualified, but they had to claim them. The National Archives says the medals were not issued automatically. Claims made from 1946 to 2002 are recorded in BT 395.

Can I still claim his Merchant Navy medals?

Yes. GOV.UK has a Merchant Navy medal application. The official next of kin applies, uploading a death certificate and evidence he was on the ship, such as a page from his discharge book.

Is there a roll of honour for merchant seamen?

Yes. The Shipping and Seamen Rolls of Honour (BT 339) list merchant seamen who died in service in the wars or were declared missing, presumed dead. Search them on Ancestry (charges apply).

Sources

Checked 31 October 2026.

1. The National Archives: Merchant Navy seamen in service since 1918
2. The National Archives: Merchant Navy campaign medal records 1939-1945
3. The National Archives: Merchant Navy medals and honours
4. GOV.UK: Apply for a UK merchant navy medal
5. GOV.UK: Qualifying details for campaign medals for merchant seamen
6. Crew List Index Project (CLIP)