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.
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