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.