Nature of Source
Introduction
Researching naval records, particularly for ratings (non-officer crew members), can be challenging due to the complexity of records and the inconsistences and changes in record keeping by the naval authorities. However, with perseverance, the records provide fascinating insights into the lives, service history and career of a naval sailor from 1853 up to 1923 and possibly 1928. The Royal Navy maintained various records for ratings, including muster rolls, pay books, and service records.
Service Records Before 1853
In the 18th and much of the 19th century, Royal Navy ratings were only signed up on a commission basis for a particular ship and were only employed for the duration of the commission. As a result, individual service records for sailors were not routinely kept and records from this period are rarely indexed by name with no individual service records kept. To research a naval rating during this time, it is crucial to know the name of the ship on which they served. However, the introduction of Continuous Service in 1853 brought significant changes. Centralised records were created for individual ratings which established a structured and professional framework for the Navy.
The following sources provide service records for a Navy rating.
Continuous Service Engagement Books (1853-1872)
The Books were introduced in 1853 and relate to ratings who entered the navy for a fixed period of an initial ten year period. For each engagement served, a Continuous Service Number was issued, also known as ‘CS numbers’ which help in tracking a rating’s service history across different records. It was possible for a rating to be issued multiple CS numbers over the course of their service. Ratings who joined before 1873 but continued in service beyond this date might also appear in the Registers of Seamen’s Services.
Registers of Seamen’s Services (1873-1923)
These records were created under a new numbering system introduced on January 1, 1873 and cover ratings who entered the Navy for a fixed period covering the years from 1873 to 1923. Under the new system, each Navy rating was assigned an ‘Official Number’ starting at 40,001. Sailors who joined before 1873 but served beyond this date might also appear in the Continuous Service Engagement Books which commence from 1853. The records may include additional information for individuals who served beyond 1923, with updates entered until 1928.
Certificates of Service (1802-1894)
Certificates of Service were used to document a sailor’s or officer’s service record. For ratings, they were used to support claims to a pension. These certificates are valuable as they are the only official evidence of a rating’s career before the introduction of continuous service registers in 1853. The certificates were compiled by the Navy Pay Office from Ship’s Musters and Pay Books and served as proof of a seaman’s service on ships, including dates and periods in pay. After completion, the Office issued the sailor with a Certificate of Service. Until 1859, ratings had no automatic right to a pension based solely on length of service. Before this date, a rating could apply for a pension only if wounded while on duty. After 1859, continuous service for 20 years conferred the right to a pension. It’s important to note that many of these records relate to Warrant Officers, who often rose through the ranks beginning their career as a rating
For officers, these certificates were used for a commission application with service details extracted from Full and Half Pay Lists.
Other Service Related Records
An additional resource which should be consulted are Description Books from about 1800 which can be found alongside the ship’s musters. These include details like the sailor’s date of entry and discharge, marital status and occupation.
An important resource for researching tracing seamen prior to 1853 are the Royal Navy Allotment Registers. Under this system, seamen were allowed to allocate a portion of their pay to their mothers, wives and families, ensuring their wives and relatives received financial support while the men were away at sea. The registers record details of these payments which are held un series ADM 27 at The National Archives. The original completed allotment declaration forms part of the series. The records are arranged under ships from 1795 to 1812 and declaration lists of allotments from 1830 to 1852. They are fully indexed and searchable via the National Archives Discovery catalogue and at Findmypast.
Importance of Ship Names
To identify the ship a sailor served on, the following sources may prove useful:
- Seamen’s Wills (ADM 48): This series of records include wills proved at the Prerogative Court of Canterbury, which served as the probate court for sailors who died at sea or abroad. The records often detail ship served on and service information.
- Certificates of Service: These records provide information on a sailor’s service and typically provide ship names and dates.
- Trafalgar Ancestors Project: This project documents all individuals who served in the Battle of Trafalgar, including the names of the ships they served on.
- Pension Records (ADM 73/1-35): Greenwich Hospital Pensioners’ Admission Papers. These are indexed by surname and may include information about the sailor’s service including vessels served on.
- Muster and Pay Books (ADM 36, 37 and 38): These ledgers and lists record every officer and rating by ship and date, often with dates of service.
- The Mercantile Navy List and Appropriation Books: These records help identify merchant vessels by official number and trace name changes or re-registrations, especially from 1855 onward.
For best results, search The National Archives Discovery catalogue using the vessel’s name (without the ‘HMS’ prefix) and relevant series reference to locate musters, pay books and related documents. Ship names frequently changed, so cross-reference with official numbers and contemporary lists when possible.
Records of Mental Illness
The Admiralty also recorded cases of ‘lunatics’ or ‘insane’ Royal Navy seamen and officers suffering mental illness. Relevant files are held within ADM 102, including:
- ADM 102/415: Patients at Hoxton House Asylum, London (1755-1818).
- ADM 102/356: Records from the Royal Naval Hospital Haslar, Gosport, where a section was set aside for mentally ill officers and seamen from 1818 onwards.
Records of King’s Freemen
These records relate to discharged military and naval servicemen granted special privileges to trade in towns and cities across Britain. Discharged servicemen were often in need of support and this measure was seen a way to assist servicemen to establish a trade or business. Those given the right to trade were not officially Freemen but merely granted the right by the Crown which also extended to their wives and children. The records contain the discharge papers of servicemen, marriage certificates and baptism certificates for wives and children. The records span from around 1749 to 1816. The London Archives holds approximately 4,000 sets of discharge papers for servicemen permitted to trade in the City of London which are indexed by name. For more information, see the London Archives Research Guide: Freedom of the City of London.
Post-1920 Service Records
Service records for all ranks who served after 1920 remain with the Ministry of Defence with each military service maintaining its own record office. To access these records consult the MOD Guide ‘How to apply for access to personal data held by the Ministry of Defence’. Please note, The Ministry of Defence (MOD) is currently in the process of transferring ten million personnel service records to The National Archives for permanent preservation.
Additional Resources
The following GenGuide sources could assist in researching Royal Navy Service Records:
Where Found
- Series ADM 188, Royal Navy Registers of Seamen’s Services, 1853-1924. Registers, arranged numerically giving date of birth, ship or shore establishment and an account of service. The covering dates relate to the dates of opening the registers. Entries in them continue for many years according to the length of service of each seaman.
- Series ADM 139, Royal Navy Continuous Service Engagement Books, 1853-1872. These continuous service engagement books give the date and place of birth, physical characteristics on entry, and a summary of the service of each rating.
Digital copies of Series ADM 188 and ADM 139 can be searched and downloaded online at The National Archives website. Indexes to ADM 139 are available to view and download for free as digital microfilm records.
- Series ADM 362, Royal Navy Registers of Seaman’s Services, 1925-1929. This series contains Royal Navy Registers of Seaman’s Services, arranged numerically giving date of birth, ship or shore establishment and an account of service. The records in this series are a continuation of the RN Registers of Seamen’s Services in ADM 188.
- Series ADM 363, Admiralty: Royal Navy Seamen’s Services Continuous Record (CR) Cards, 1925-1939).
- Series ADM 29, Royal Navy, Royal Marines, Coastguard and related services: Officers’ and Ratings’ Service Records (Series II), 1802-1919. The name index to ADM 29 is available online at the TNA Discovery catalogue. First click on ‘Advanced search’ and then type in the name being searched. Then under ‘Search for or within references’ type ‘ADM 29’.
National Museum of the Royal Navy
The museum holds a vast collection of records and resources related to the history and heritage of the Royal Navy including artifacts, documents and historic materials as well as collections from the Admiralty Library formerly housed in London. The museum holds some service records for individuals who served in the Royal Navy, particularly those from the 20th century. The library offers with a number of research guides into researching naval ancestors. The Online Catalogue provides access to the Manuscript, Oral History, Photographic and WRNS collections.
Fleet Air Arm Museum
The museum hold material relating to the Royal Naval Air Service and the Fleet Air Arm from official and private sources including service records, squadron line books, aircraft accident records, air stations, operations, ships and equipment.
Period Covered
1873 – 1923
Genealogical Value
Continuous Service Engagement Books (1853-1872)
- Name of the rating
- Date and place of birth
- Physical characteristics upon entry
- Summary of service, including ships served on and dates of service
- Reasons for discharge
Registers of Seamen’s Services (1873-1923)
- Full name
- Date of birth
- Place of birth (town and country)
- Physical description, with notes about ‘character’ and ‘ability’ and wounds received.
- Occupation before joining the navy
- Official Number (ON) assigned from 1873 onwards
- Names of ships served on, with dates of joining and discharge
- Details of any service in the merchant navy
Certificates of Service (1802-1894)
- Sailor’s name
- Rank
- Ship assignments
- Duration of service
Further References
- Addis, C.P. The Men Who Fought with Nelson in HMS Victory at Trafalgar: Nelson Society, 1988
- Adkins, Roy & Lesley. Jack Tar: The Extraordinary Lives of Ordinary Seamen in Nelson’s Navy: Abacus, 2009
- Bevan, Amanda. Tracing Your Ancestors in the National Archives: The National Archives, 2006
- Blank, Dr. Stuart. Researching British Military History on the Internet: Alwyn Enterprises, 2007
- Burt, R.A. British Battleships of World War One: Seaforth, 2012
- Clarke, John D. Men of HMS Victory at Trafalgar Including the Muster Roll, Casualties, Rewards and Medals: Naval & Military Press 2002
- Cock, Randolph & Rodgers N.A.M. A Guide to the Naval Records in The National Archives of the UK: Institute of Historical Research, 2006
- Coleman, E.C. Rank and Rate: Insignia of Royal Naval Ratings, WRNS, Royal Marines, QARNNS and Auxiliaries: Crowood Press, 2012
- Fenton, Roy & Briody, Nuala & Macdonald, Mike. Maritime Information : A Guide to Libraries and Sources of Information in the United Kingdom: Maritime Information Association, 2004
- Fowler, Simon. A Guide to Military History on the Internet: Pen & Sword, 2007
- Fowler, Simon. Tracing Your Naval Ancestors: A Guide for Family Historians: Pen & Sword Books, 2011
- Gregson, Keith. Nelson’s Navy 1793-1815: Federation of Family History Societies, 2006
- Hadaway, Stuart. Tracing Your Great War Ancestors: The Egypt and Palestine Campaigns: A Guide for Family Historians: Pen and Sword Books, 2017
- Hurst, Norman (comp). Naval Chronicle, 1799-1818: Index to Births, Marriages and Deaths: N. Hurst, 1989
- Ingham, Mary. Tracing Your Service Women Ancestors: A Guide for Family Historians: Pen and Sword Books 2012
- Lavery, Brian. Life in Nelson’s Navy: The History Press, 2011
- Lavery, Brian. Empire of the Seas: The Remarkable Story of How the Navy Forged the Modern World: Conway, 2012
- Lavery, Brian. Nelson’s Navy: The Ships, Men and Organisation, 1793-1815: Conway, 2013
- Mackenzie, Robert Holden. The Trafalgar Roll: The Ships and the Officers: Chatham, 2004
- Morris, Stuart. Dorset, The Royal Navy: Dovecote Press, 2011
- Pappalardo, Bruno. Tracing Your Naval Ancestors: PRO, 2003
- Pappalardo, Bruno. Royal Navy Lieutenants’ Passing Certificates 1691-1902: List & Index Society, 2001 (Available in The National Archives reading rooms)
- Pope, Dudley.Life In Nelson’s Navy: Chatham Publishing, 1997
- Prysor, Glyn. Citizen Sailors: The Royal Navy In the Second World War: Penguin Books, 2012
- Rodger, N.A.M. Naval Records for Genealogists: PRO, 1998
- Royal Marines Historical Society. A Register of Royal Marine Deaths, 1914-19: 1991
- Spencer, William. Family History in the Wars: The National Archives, 2007
- Storey, Neil. Military Photographs and How to Date Them: Countryside Books, 2009
- Tracing Your Family History. Royal Navy: Imperial War Museum, 2006
- Tracy, Nicholas. The Naval Chronicle: The Contemporary Record of the Royal Navy at War, vols 1-5: various publishers
- Usher, George. Dictionary of British Military History: A&C Black Publishers, 2006
- Waller, Ian. My Ancestor was in the Royal Navy: Society of Genealogists, 2014
- Watts, Christopher T. and Watts, Michael J. Tracing Births, Deaths and Marriages at Sea: Society of Genealogists, 2004
- Willis, Sam. In the Hour of Victory: The Royal Navy At War in the Age Nelson: Atlantic Books, 2014
- Wills, Simon. Tracing Your Seafaring Ancestors: A Guide to Maritime Photographs for Family Historians: Pen and Sword Books, 2016
- Wilson, Alastair. A Biographical Dictionary of The Twentieth Century Royal Navy: Volume 1 Admirals of the Fleet and Admirals: Seaforth, 2013
Websites
The National Archives Research Guide
How to look for records of Royal Navy ratings’ service records 1853-1928. Available here are over 700,000 Royal Navy service records for ratings who entered the service between 1853 and 1928. Some of the records cover periods of service up to at least 1950.
The National Archives Research Guide
How to look for records of Royal Navy ratings’ pensions 17th-20th centuries. This guide provides advice on how to find pension records of Royal Navy ratings and of some merchant seamen who served in Royal Navy employment.
The National Archives Research Guide
How to look for records of Royal Navy ratings up to 1913. This is a guide to finding records of Royal Navy ratings who enlisted before the First World War, covering enlistments all the way back to 1667.
The National Archives Research Guide
How to look for records of Royal Navy ratings of the First World War.
The National Archives Research Guide
How to look for records of Royal Navy ratings enlisted after 1918. This is a short guide to records of Royal Navy ratings that enlisted and served after the First World War.
Imperial War Museum Guide
Tracing your Royal Navy Family History.
Imperial War Museum Guide
Where to find Royal Navy Service Records.
National Museum of the Royal Navy
Researching Naval Personnel. This guide sheet provides information on how to research naval personnel including find an individual’s service records.
National Museum of the Royal Navy
Identifying Naval Uniforms. Want to identify an old naval uniform or learn about its significance?
Findmypast
How to find British Royal Navy records. The guide explains the main types of British Royal Navy records and how to search them effectively.
Caird Library and Archive
Family history research. Find out about your family history at sea using resources available in the National Maritime Museum’s Library and Archive.
Forces War Records
7 essential military records for discovering navy ancestors.
UKMFH
Military Family History Online. This site provides links to web sites that offer online information in a wide range of categories to help you with your Military Family History research.
GENUKI
UK and Ireland: Military Records.
GENUKI
British Military Records by Jay Hall
National Maritime Museum
Caird Library: Research Guides. National Maritime Museum Caird Library: Research Guides. The guides will help you research maritime records so you can discover more about your ancestors, family history or famous people. A number of guides deal with tracing and researching Royal Navy ancestors as well as ship records, administrative records and naval gunnery.
Roll of Honour
World War 1 British Warship Losses. The list covers the warships lost between 4th August 1914 to 11th November 1918, issued as a House of Commons paper, as published in 1919 by His Majesty’s Stationery Office.
Naval-History.Net
The website is dedicated to naval history research and includes a wide range of naval history resources. The site offers information on naval operations during both World Wars, including detailed accounts of battles, ship movements and compilation of naval casualty lists. The site also has detailed histories of various naval vessels.
Navy Records Society
The Society publishes in print and online rare and original documents on naval history. Since 1893 it has produced over 160 printed volumes covering a wide array of topics, including major figures in British naval history, naval strategy and politics and shipbuilding, The Society also hosts an online magazine which features articles, updates and discoveries on naval history.
Price Genealogy
Royal Navy Part 2, Ordinary Sailor (Ratings).
Forces War Records
What are the Royal Navy Ranks and Royal Naval Trades?
Who Do You Think You Are? magazine
How to find Royal Navy service records. Simon Wills reveals how family historians can find their ancestors’ Royal Navy service records, from the Napoleonic Wars to the First and Second World Wars.
Naval Dockyards Society
The Society’s primary aim is to stimulate the production and exchange of information and research into naval dockyards and associated organisations including victualling, medicine, ordnance, shipbuilding, shipbreaking, coastguard stations, provisions and supplies.
The National Archives Blog
A lot to be excited about: Admiralty Allotment Registers. What are these allotment registers? To what do we owe their existence, and why are they such a potentially valuable source? by Bruno Pappalardo.
Genealogy Jude
Tracing a British Seaman in the Royal Navy before 1853.
Online Databases
Findmypast
Did your ancestor serve in the British Royal Navy or Royal Marines? These records span over 200 years from 1704 up to WWII, providing important dates and the name (s) of your ancestor’s next of kin. The datasets draw primarily from original records held at The National Archives and include service histories, pensions, musters, pay, allotments and reserve service.
- British Royal Navy Seamen, 1899-1924. Digitised service records (images and transcripts) covering the Boer War and the First World War. These typically include ships served on, dates of service, physical descriptions and pre-service occupations for ratings. (ADM 188).
- Registers of Seamen’s Services, 1925–1929. Centralised registers giving summary service details for Royal Navy seamen in the inter-war period, (ADM 362).
- Seamen’s Services Continuous Record Cards, 1929–1950. Individual continuous service record cards, (ADM 363).
- Service Records, 1802-1919. Service records for officers and ratings of the Royal Navy, Royal Marines, Coastguard and associated services (Series II). (ADM 29/1-32, 34-131).
- British Royal Naval Reserve 1899-1930. The dataset consists of over 81,000 service cards of officers and ratings who served with the RNR. (ADM 337 and ADM 240).
- Greenwich Hospital Registers, 1737-1752 & 1859. Registers of candidates for admission to Greenwich Hospital and registers of applications to Greenwich Hospital for admission, out-pensions or other relief. (ADM 6/223-320).
- Greenwich Hospital Out-Pension Pay Books, 1814-1846. Pay books of naval out-pensions at Greenwich Hospital, (ADM 22/254-443).
- Royal Greenwich Hospital Registers, 1704-1869. Registers covering out pensions pay books, general registers of pensioners and their families, school admission papers and miscellaneous registers, (ADM 73/1–69; ADM 95–131).
- Greenwich Hospital Pension Records, 1846–1854. War Office pension records relating to naval pensioners supported by Greenwich Hospital, (WO 4/887–891).
- Mercantile Marine Records, 1852-1853. Miscellaneous returns for England, Scotland, Wales and Jersey, (WO 22/208).
- Greenwich Hospital Pension Registers, (1868–1870). Register of Greenwich Hospital pensions, (WO 23/24)
- British Royal Navy, Ships’ Musters, 1739-1861. This collection of muster rolls is a resource for to find seafaring ancestors in the Royal Navy before service records began in 1853. (ADM 36, ADM 37 and ADM 38).
- British Royal Navy Allotment Declarations, 1795-1852. Search records which allowed petty officers, seamen, non-commissioned officers, and marines to remit part of their wages for the maintenance of their mothers, wives, or families. (ADM 27).
- Naval Casualties 1914-1919. Search the records of more than 43,000 sailors who died between 1914-1920 and find out their place of birth, the ship they served on and the name and whereabouts of their next of kin.
- Wills Of Royal Navy & Royal Marines Personnel, 1786-1882. Search transcripts of 20,000 original wills of men in the Royal Navy and Royal Marines and find details such as date of the will, their rank and the boat they worked on.
- WW1 Ships Lost At Sea, 1914-1919. Details of British Royal Navy ships that were destroyed during WWI including details of officers killed or wounded on each ship.
On Findmypast, use “Browse Record Set” within Regimental & Service Records to filter by dataset or place.
Findmypast
Waves of history. From Trafalgar heroes to women among the waves, discover ancestors who served on the seas in British Royal Navy records. Brought online in partnership with the National Museum of the Royal Navy.
- Battle of Trafalgar Prize Book, 1807-1809
- WRNS Officer Attestation Papers, 1917-1919
- Submarine Movement Cards
- Casualty Logs & Allied Warship Losses, 1939-1945
- Royal Naval Division, 1914-1920
- British & Allied Warships Lost in Second World War, 1939-1945
Findmypast
British Armed Forces and Overseas Deaths and Burials. Search a collection of death and burial records from The National Archives and the General Register Office. Among the records, you will find members of the British armed forces who died while serving their country overseas, British civilians who died while travelling or working overseas, and individuals, including seamen, who died at sea. Included in the dataset are:
- Registrations of British armed forces (including serving members who were not British nationals) posted overseas.
- Registers and indexes of births, deaths, and marriages at sea from 1891 to 1972 maintained by the Registrar General of Shipping and Seamen. The registers include both British and foreign subjects, passengers and seamen.
The National Archives
Search over 700,000 Royal Navy service records for ratings who entered the service between 1853 and 1928. Some of the records cover periods of service up to at least 1950. The original records are in four series at The National Archives:
- continuous service engagement books from 1853 to 1872, in series ADM 139
- registers of seamen’s services from 1873 to 1924, in series ADM 188
- registers of seamen’s services from 1925-1928, in series ADM 362
- continuous record (CR) cards from 1929-1950, in series ADM 363
- UK, Royal Navy Registers of Seamen’s Services, 1848-1939. These registers record the service of seamen in the Royal Navy. Records include birthdate, birthplace, vessels served on, and dates of service. The registers include seamen who began their service as early as 1848, with dates of service up through 1928. The original data can be found in TNA series ADM 188, ADM 362 and ADM 363.
- UK, Naval Officer and Rating Service Records, 1802-1919. British officers and ratings (non-commissioned seamen) in the Royal Navy were awarded pensions after 20 years’ service. This collection includes records that documented that service, including musters and pay registers, which were compiled by the Navy Pay Office.
- UK, Royal Naval Volunteer Reserve Service Records, 1903-1922. This collection includes service records for British Royal Naval volunteer reserves who served between 1903 and 1922.
- UK, Royal Navy Officer Patrol Service Cards, 1904-1970. This collection contains records for those who served in the Royal Navy Patrol Service and includes Royal Navy Continuous Record cards which were updated throughout the serviceman’s naval career.
- Web: UK, Royal Naval Reserve Service Records Index, 1860-1955. Ancestry search linked to The National Archives website extracted from series BT 164 and BT 377.
- Web: UK, Wills of Royal Naval Seamen Index, 1786-1882. Ancestry search linked to The National Archives website extracted from series ADM 48.
To view all data collections, click on ‘View all in Card Catalogue, on the Military Records home page or search for a dataset in the Card Catalogue.
Royal Navy First World War
Lives At Sea. This unique free resource derived mainly from transcriptions of service records lets you search for information about Royal Navy officers and ratings who served during the First World War. You can also find out more about the crews on different ships and at different battles during the war. Much of the information is being extracted from the Royal Navy Officers’ and ratings’ service records held by the TNA in the series ADM 196 and ADM 188.
Forces War Records
UK, Royal Navy Register of Ratings, 1914-1918. This collection is taken from the National Archive’s logs of the seamen who enlisted into the Royal Navy before and during the First World War. Original documents held in seroes ADM 188 at The National Archives.
Naval History.Net
Casualty Lists of the Royal and Dominion Navies 1889-2009. Researched and compiled by Don Kindell.
The 1805 Club
Trafalgar Ancestors. A comprehensive list and details of the men who were in the British fleet at the Battle of Trafalgar. Compiled by Bruno Pappalardo. The Ayshford Trafalgar Roll. Compiled by Pamela and Derek Ayshford.
Arctonauts
Allotment Lists. Transcribed lists of ships that were part of polar expeditions extracted from series ADM 27 held at The National Archives. The ships include HMS Erebus (1845) and HMS Terror (1845).
British Newspaper Archive
Naval & Military Record and Royal Docklands Gazette, 1886-1896, 1898-1912, 1915, 1917, 1920, 1922-1936. Reporting on military and naval news from across the globe, the publication claimed to be ‘the only weekly service newspaper with correspondents in all the Royal Dockyards, Naval and Military Centres, and on all the Foreign Stations.’
CD Roms
GenFair
Products and resources include Royal Navy at Sea & Ports Abroad in the 1861, 1871, 1901 censuses. The census entries give details on crew name, rank, condition married or single, age and place of birth both at sea and in domestic and foreign ports. Other products include numerous Navy Lists.
Surrey History Trust
Surrey Recruitment Register, 1908-1933. Details of about 85,000 men who signed up for service in Surrey between 1908 and 1933, including volunteers and conscripts in World War I.
Manchester and Lancashire FHS
Oldham Chronicle Index of Service Personnel 1914-1919: Details of service personnel mentioned in the Saturday editions of the Oldham Chronicle 1914 to the end of December 1919.
