Radiogram Preparation

As a follow up to the net training in November, the process of preparing an ARRL radiogram is detailed below. I encourage each of you to become familiar with this message format as the training topic in December will discuss the process of transmitting the formal message over the radio.

First, open a copy of the form from this link: ARRL Radiogram. It should open in a new window and you can reference the form as you read on.

A Radiogram consists of 5 sections: Preamble, Address, Text, Signature and the Rec'd / Sent logging section.

There are 8 blocks in the Preamble. Note: the "Time Filed" and "Handling Instructions" (HX) blocks are optional, for most messages.

Block #1 – Message Number – Any number assigned by the originating station. Common practice is to start with the number “1” at the beginning of the emergency operation. Alphanumeric combinations are acceptable, but not recommended.

Block #2 – Precedence – The relative urgency of the message. There are four levels of precedence:

Routine – “R” – Most day-to-day message traffic

Welfare – “W” – Used for an injury as to the health and welfare of an individual in a disaster area, or a message from a disaster victim to friends and family.

Priority – “P” – Time limited messages. Only used with official traffic to, from or related to a disaster area.

EMERGENCY – “EMERGENCY” – No abbreviation. Used for life or death situations. Due to lack of privacy on radio, EMERGENCY messages should only be sent via Amateur Radio when regular communication facilities are not available.

Block #3 – Handling Instructions (optional) - The seven standard HX prosigns are:

HXA## – Collect telephone delivery authorized by addressee within X miles. If no number is included, unlimited distance is authorized.

HXB## – Cancel if not delivered in (X) hours of filing time.

HXC – Report to originating station the date and time of delivery.

HXD – Report to originating station the identity of the station you received the message from and the date and time received. Also report the identity of the relay station you sent the message to and date and time of delivery.

HXE – Get and send a reply from addressee.

HXF## – Hold delivery until (specify date).

HXG – Deliver by mail or telephone. If expense involved, cancel message.

HX combinations can be used, i.e. HXAC. 

Block # 4 – Station of Origin – First station to put message in NTS format.

Block #5 – The check – Number of words in the text section only. The originating station counts the number of text words and the receiving station confirms the number upon receipt. **If the word count is different in what you received compared to the word count the originating station entered in the Check field, make note of this on the written copy you create when receiving the message over the airwaves.

Block #6 – Place of Origin – The name of the community, building, or agency where the originator is located, whether a ham or not.

Block #7 – Time Filed – This is an optional field unless handling instruction “HXB” is used, or if the message is emergency, priority or welfare related. Use the 24 hour time format, ideally UTC. If not UTC then indicate the time zone, such as 16:00 MST.

Block #8 – Date – The date that the message was first placed into the traffic system. 

The "Address" section comes next, with the recipient information on the left side of the form.

In the "Address" block, enter the recipient name and street address. If the recipient is a licensed amateur, include the call sign. As many radiograms are final delivered with a local phone call, include the area code and phone number of the recipient.

You will notice there is a Receiving Station area to the right of the address field. This section is not commonly used to log receipt of the message, as there is a section below the Text and Signature area where the recipient logs the date and time of receipt of the message, and again when the message is passed to the next station - if applicable. 

One instance where you would enter your information in this area is if you are mailing the form to the intended recipient - instead of passing the message to another station via radio transmission. This area may also used if you are required to turn in your paperwork at the end of a shift during an emergency, as a convenience in case there are any questions about the content of the message.

Next come the Text, Signature and Rec'd / Sent sections of the form:

The Text section has a limit of 25 words. Punctuation is not used in the text section, but you can enter the letter "X" to signify a period at the end of a phrase or sentence - but remember it counts as one of the words. Do not use an "X" at the end of the entire message, even if there are unused spaces. If the text of the message includes a question, the word "Query" is used in place of the question mark punctuation symbol.

Below the word blocks in the Text area you will see one additional long block, directly above the REC'D and SENT logging area. This is the Signature section. The name and call sign (if licensed) of the original author of the message is entered here and continues on in the Signature line of the message as it is relayed.

Here is an example of a completed ARRL Radiogram form ready to transmit:

In the training topic of December's net we will discuss the procedure used to pass this message along. I hope you will be able to join us.

Message Handling

Both formal and informal messages have their place in emergency communications. In general, informal messages are best when the content is non-critical and simple, or when they require immediate action, those are delivered directly from the author to the recipient.

Formal messages are more appropriate when two or more people will handle them before they reach the recipient, or when the contents are critical or contain important details. 

Some emergency messages are best sent informally in the interest of saving precious seconds. If you need an ambulance for a severely bleeding victim, you do not have time to compose and send a formal message.

Other messages do not require a formal written message because they have little value beyond the moment. Letting the Net Control Station (NCS) know where you are or when you will arrive need not be formal. The message is going directly to its recipient, is simple and clear, and has little detail. Many of the messages handled on a tactical net fit this description. 

If someone gives you a short message to relay to someone else, you should repeat it as closely to the original as possible. Messages that will be relayed more than once should always be sent in a standard format to prevent multiple modifications that may affect the meaning.

A standard written message format is used so everyone knows what to expect. This increases the speed and accuracy with which you can handle messages. Two message formats, FEMA Incident Command System (ICS) form ICS 213 and ARRL’s message form, or “Radiogram,” are used for passing messages on various nets and are required for all messages sent through the National Traffic System.

ARRL Radiogram

FEMA ICS 213

FEMA ICS 214 - Message log form.

While these formats may not be perfect for all applications, they serve as a baseline that can be readily adapted for use by specific partners. Regular practice with creating and sending messages in any format is recommended.

Do not speculate on anything relating to an emergency! You do not want to be the source of any rumor. If your partner requests an estimate, you can provide that information as long as you make it very clear that it is only an estimate. For example, “The estimated number of homes damaged is 12,” would be an acceptable thing to say. 

Pass messages exactly as they have been written or spoken. Even more important than speed is accuracy; your job as a communicator is to deliver each message as accurately as possible. Therefore, you must not change any message as you handle it. If it is longer than you would like, you must send it anyway. Seemingly misspelled words or confusing text must be sent exactly as received. Only the original author may make changes. If you note an inaccurate word count in an NTS format message, you must maintain the original count and follow it with the actual count received at your station, i.e., “12/11.”

Log all incoming and outgoing messages. Record the name of the sender, addressee, the station that passed the message to you, the station to whom the message was sent, the message number, and the times in and out. Keep the written copy of each message in numerical order for future reference.

Also, log which operators are on duty for any given period and record any significant events at your station. These might include changes in conditions, power failures, meals, new arrivals and departures, equipment failures, and so on.

In addition to the log, copies of all messages should be kept and catalogued for easy retrieval if needed later for clarification or message tracking. Many operators make notes about when the message was received and sent, as well as to whom and from whom, directly on the message form itself. This helps speed up tracking later on. Never rely on your memory.

- source: ARRL Intro to Emergency Communications Section 3