A standard written message format is best used so that everyone knows what to expect. This increases the speed and accuracy with which messages can be handled. The ARRL message form, or "Radiogram," is a standard format used for passing messages on various nets and, although not perfect, it serves well as a baseline format for ERC messages. Regular practice with creating and sending messages before an emergency is recommended. Pads of Radiogram forms are available from the ARRL. There is a link to view/print an ARRL Radiogram Form on the blog main page. The following discussion is from various ARRL resources with items adapted for ERC purposes.
Standard ARRL Radiogram Information
The standard ARRL Radiogram has four main parts: (1) Preamble, (2) Address, (3) Text, and (4) Signature. Each of these parts is discussed below.
1. Preamble - the preamble consists of eight sections or blocks described below. A brief pause is made between each block to help the receiving station separate the information. Note that the title of each block is not spoken, with the exception of the word “number” at the beginning, which tells the receiving station that you are beginning the actual message.
Block #1 - Message Number - This is any number assigned by the station that first puts the message into circulation (station of origin). A common practice is to use a numeric sequence starting with the number "1" at the beginning of an emergency situation. Stations who are involved in day-to-day message handling may start numbering at the beginning of each year, each month, etc.
Block #2 - Precedence - The precedence tells everyone the relative urgency of a message. There are four levels of precedence:
1. EMERGENCY - Any message having life and death urgency to any person or group of persons, which is transmitted by Amateur Radio in the absence of regular commercial facilities. This includes official messages of welfare agencies during emergencies requesting supplies, materials or instructions vital to relief to stricken populace in emergency areas. When in doubt, do not use this designation.
2. PRIORITY - This classification is for important messages having a specific time limit and official messages not appropriate for the emergency category. In other words, this is emergency traffic not of the utmost urgency.
3. WELFARE - This precedence refers to either an inquiry as to the health and welfare of an individual in a disaster area or an advisory from the disaster area that indicates all is well. Welfare traffic is handled only after all emergency and priority traffic.
4. ROUTINE - Most traffic in normal times will bear this precedence. In disaster situations, traffic labeled Routine should be handled last, or not at all when circuits are busy with higher-precedence traffic.
Block #3 - Handling Instructions - This is an optional field used at the discretion of the originating station.
HXA Followed by a number - Collect phone deliver authorized by addressee within ... miles. (If no number is given, authorization is unlimited.)
HXB Followed by a number - Cancel message if not delivered within ... hours of filing time; report to originating station.
HXC Report date and time of delivery, i.e., TOD to originating station.
HXD Report to originating station identity of station to which relayed, plus date and time, or if delivered report date, time, and method of delivery.
HXE Delivering station to get reply from addressee and originate a message back.
HXF Followed by a number - Hold delivery until ... (date).
HXG Delivery by mail or landline - toll call not required. If toll call or other expense involved, cancel message and service originating station. Most "Routine" messages are HXG.
Block #4 - Station of Origin - This is the call sign of the first station. It is not the message's original author.
Block #5 - The Check - The “check” is the number of words in the text section only. Include any “periods” (written as “X,” spoken as “X-Ray”). The preamble, address and signature are not included. After receiving a message, traffic handlers count the words in the message and compare the word count to the “check” number in the preamble. If the two numbers do not agree, the message should be re-read by the sending station to verify that all words were copied correctly. If the message was copied correctly and an error in the check number exists, do not replace the old count with the new count. Instead, update the count by adding a “slash” followed by the new count. For example, if the old count was five, and the correct count was six, change the check to “5/6.”
Block #6 - Place of Origin - This is the name of the building, home, city, etc., where the originator of the message is located, whether an amateur radio operator or not. This is not the location of the station that first handled the message, which is listed in Block 4, "Station of Origin." For instance, you are the radio operator located at the stake center. A bishop down the street sends a runner with a message to be passed to the Bishop's Storehouse and you format and send the message. You are the “Station of Origin,” and stake center is the “Place of Origin."
Block #7 - Time Filed - This is an optional field, unless handling instruction “Bravo” (HXB) is used. HXB means “cancel if not delivered within X hours of filing time.” Unless the message is time sensitive, this field may be left blank for routine messages, but completing the time field is generally recommended for Welfare, Priority, and Emergency messages. Many hams use Universal Coordinated Time (UTC) for messages and logging. During emergencies, however, it is better to use local time and indicators such as PST or EDT to eliminate confusion.
Block #8 - Date - This is the date the message was first placed into circulation. Be sure to use the same date as the time zone indicated in Block 7.
Header Example:
This is how a header might look for a digital message using only required blocks:
NR 21 ROUTINE KF7ZZ 10 LOGAN UTAH JAN 20
This is how the same header would be spoken. The "--" indicate pauses.
“Number two one -- Routine -- Kilo Fox Seven Zulu Zulu -- Logan Utah -- January two zero.”
2. Address - This part includes an appropriate address that typically includes the name, street address or post office box, city, state, and zip code of the intended recipient. The address should also include the telephone number with area code since many long distance Radiograms handled during non-emergencies are ultimately delivered with a local phone call.
3. Text - The "Text" part of the message should be brief and to the point and, if possible, limited to 25 words or less. The text should be written lines of five words to make it easier and faster to count them for the "check." Care should be taken to avoid word contractions to avoid confusion. Where needed, the "period" is spoken as "X-RAY." The "X" may be used to separate phrases or sentences but never at the end of the text. Question marks are spelled out in text and spoken as spoken as "question mark." Both the X and question mark should be used only when the meaning of the message would not be clear without them.
4. Signature - This part can be a single name, a name and call sign, a full name and a title. The signature may even contain a return address and phone number or whatever is needed to ensure that the recipient can identify the sender and that a reply message can be sent if necessary.