A formal message is more likely to be delivered with its meaning intact than verbal comments. Using a standard format for formal messages makes it easier and faster for both sending and receiving stations to handle. Not every situation requires a formal message, but where the accuracy of specific information is critical, the formal written message is the best method.

Officials of a served agency normally originate messages, but if you have appropriate training, you may be authorized to originate messages. Whenever possible, you should work with a message’s author to create a clear text using the minimum number of words.

The ARRL Radiogram is a format universally used by amateurs, and it forms a basis for adapting traffic handling to any other format our agency might use. All radiograms should have the following parts in the following order:

1. Preamble
   • Number
   • Precedence (R, W, P or EMERGENCY)
   • Handling Instructions (optional)
   • Station of Origin (first amateur handler)
   • Check (number of words/groups in text only)
   • Place of Origin (not necessarily the location of station)
     >li>Time Filed (optional except if an EMERGENCY)
   • Date (must agree with time filed)
2. Address
   • As complete as possible to allow delivery, include zip and telephone number.
3. Text
   • Limit to 25 words or less, if possible.
4. Signature
   • The author’s name and title.

Precedences

This immediately follows the message number. On phone, “Two Zero, routine.”

EMERGENCY — The message has life or property loss urgency and is being transmitted in the absence of other commercial communication facilities. This includes official messages of relief agencies during emergencies requesting supplies, materials or instructions vital to a stricken populace. The designation is always spelled out entirely.

PRIORITY — Important messages having a time limit or urgency. Official messages not qualifying as an EMERGENCY. Use the abbreviation P in digital modes.

WELFARE — Either a) an inquiry or b) an advisory or reply about the health and well being of an individual in a disaster area. Abbreviate W in digital modes. Handled after EMERGENCY and Priority messages.

ROUTINE — Most traffic will bear this precedence. Hande this kind of traffic last or not until all circuits are clear with other traffic.

Sending or Receiving

On phone, we properly send the printed message below as follows:

“Number three routine…HX Echo …KA3ABC … ten … Exton Pennsylvania… one eight three zero zulu… April one eight… Lor Kutchins I spell Kilo Uniform Tango Charlie Hotel India November Sierra… W3QA… figures seven eight five Tree Lane… West Chester Pennsylvania one nine three eight zero… Telephone six one zero three four one three three three two…Break…Next letters Alpha Romeo Echo Sierra training meeting should… cover the emergency operations plan… Break… Sam… end … no more… over.”

________________________________________
3 R HXE KA3ABC 10 EXTON PA 1830Z APR 18

LOR KUTCHINS
785 TREE LANE
WEST CHESTER PA 19380
610-341-3332

NEXT ARES TRAINING MEETING SHOULD
COVER THE EMERGENCY OPERATIONS PLAN

SAM
________________________________________

When sending formal traffic we use “pro-words“ to clarify portions of the message. These are:

BREAK -- separates address from text and text from signature
CORRECTION -- I am going to correct an error
END -- end of message, usually followed by “no more” or “more” as below
MORE -- more messages to follow, usually preceded by the number of messages to follow, i.e., “2 MORE”
NO MORE — no more messages follow
FIGURES -- used for a word group containing numbers
INITIAL-- used only for a single initial
I SAY AGAIN -- used to indicate a “repeat” of a word
I SPELL -- to spell (phonetically) a word
LETTER GROUP -- i.e., ARES, SCTN
MIXED GROUP -- i.e., 12BA6
AMATEUR CALL --indicates an amateur call sign follows

When receiving traffic, we use different pro-words for clarification or repeats of missing words. We always precede these pro-words by SAY AGAIN:
WORD AFTER
WORD BEFORE
BETWEEN
ALL AFTER
ALL BEFORE