In amateur radio, formal messages (like ARRL radiograms) have strict formats, documented procedures, and specific handling for critical or multi-operator traffic, ensuring accuracy through nets with a Net Control Station (NCS) for reliability, while informal messages are quick, spontaneous, use relaxed language, and bypass formal routing - ideal for immediate, non-critical chats or emergency situations needing speed over documentation. The key difference is structure vs. speed: formal is structured for reliable, long-distance delivery, whereas informal prioritizes getting a simple message across fast.
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, 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. The ARRL Radiogram is one formal message format you should be familiar with, as well as the ICS General Message Form, ICS 213. For our members who are faith based operators, the Church uses their own forms for disaster reporting and resource requests.
Links to these message formats:
ICS General Message Church Disaster Report
Here are some guidelines for handling messages:
Do not speculate on anything relating to an emergency! You do not want to be the source of any rumor. If net control 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.
Additionally, it is important to keep a log of messages during an emergency. The ICS 214 form is a common form for logging. 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. The Newton EOC for example has an EOC activation log on the desk for this purpose.
In addition to the log, keep copies of all formal messages that passed through or were originated at your station. These 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.
QR Code for the Signal messaging app:
