1. Formal Traffic Getting Written Messages Through
Developed by Bryce Rumery, K1GAX
Maine ARES Section Emergency Coordinator

2. Formal Traffic Two types of messages (traffic) Formal Informal
Written Traffic
On behalf of a served agency
Reply expected
Informal
Initiated by you
May be verbal or written
No response or reply expected

3. In this presentation, we will address formal (written) traffic.
Formal Traffic
In this presentation, we will address formal (written) traffic.

4. Formal Traffic Transmit formal traffic exactly as written
Change nothing
When you receive a message from a served agency, read it
If you cannot read it, get clarification
Log all formal traffic (ICS Form 309 recommended)
Received
Transmitted

5. Formal Traffic Elements of formal traffic
Who is requesting what and from whom?
What is the requesters full name/title/agency & location?
What is the recipients full name/title/agency & location?
What are they requesting and how many do they want/need?
Is it a list or single item?
If it's a list, do all items come from the same place?
If multiple sources then multiple messages.
Is the subject the transportation of an item, or the acquisition of that item, or both?
Where will it come from (not always the same as the location of the person receiving the request)?
Where will it go to (not always the same as the location of the person requesting the item(s))?
When is it needed?
Time/date as applicable

6. Formal Traffic
In Emergency communications it is important to say as little as possible, yet convey all of the meaning
Brevity and Clarity
Slow Down
Do not editorialize
Listen
Plain Language
Standard ITU Phonetics
Numbers

7. Formal Traffic Use the appropriate message form
If going between the same served agency, use their message form
If going to another agency, perhaps use an amateur radio format such as the ARRL Radiogram
If going between states, perhaps use an amateur radio format such as the ARRL Radiogram
No need to translate between message forms if it’s not appropriate

8. Sending a message on phone
Formal Traffic
Sending a message on phone
In sending a message on phone, you don’t read it, you send it. In reading, one tries to get expression into his or her voice. In sending, expression is far less important than articulation. The message should almost be sent in a monotone, without rising and falling inflections but with very careful articulation.
The aim, don’t forget, is copy not comprehension. Therefore, read one word or group at a time, each one carefully articulated, at a speed slow enough to be written comfortably.
Difficult or unusual words should be spelled out (phonetically, if necessary). In spelling out a word phonetically, use the ITU Phonetic Alphabet rather than made up words for phonetics. A wise tip in spelling out a word is to first pronounce the word, follow it with the words “I spell” and spell out the word phonetically (for example: “ ITU, I spell, INDIA, TANGO, UNIFORM”).

9. Sending a message on phone (continued)
Formal Traffic
Sending a message on phone (continued)
For a number (or groups of numbers) proceed the number or group of numbers with the word “figures” (for example: “figures WUN, TWO, THA-REE”).
Remember , avoid using the term “common spelling” as many words in the English language have several “common spellings”. If there is any doubt, spell it out.
CW and Q-signals are not to be used in phone traffic handling. Separate the parts of the ARRL Radiogram message by the proword “break” – that is, after the address and before the signature. After saying the proword break, unkey your microphone to see if the receiving station requires any fills. When the signature is completed, say “end of message” and follow this with “no more” if this is the only or last message you have for this station, or “more” if you have additional.

10. Formal Traffic There are five basic message forms we deal with
ARRL Radiogram
ICS Form 213 (ICS Message Form)
ARC Form 4612 (Red Cross Message Form)
ARC Form 2079I (Red Cross Disaster Welfare Inquiry)
MHA Assessment Form (Maine Hospital Association Assessment Form)
These message forms are available on the Maine ARES Web site (

11. Formal Traffic The ARRL Radiogram
Most commonly used in Amateur Radio message handling
Possibly the most difficult to understand
Most complex
Must be used when formal traffic is introduced into the National Traffic System
When messages are sent from one state to another
Usually made out by the attending ARO from a message request from a served agency

12. Formal Traffic ICS Form 213
Commonly used in disasters handled by the Incident Command System
Very straight forward
Made out by the originator of the message

13. Formal Traffic ARC Form 4612
The American Red Cross Official Message Form
Very Straight Forward
Made out by the originator of the message

14. Formal Traffic ARC Form 2079I
American Red Cross Disaster Welfare Inquiry
Fairly Straight Forward
Made out by a Red Cross Client and Red Cross Disaster Workers

15. Formal Traffic The MHA Assessment Form
Used by hospitals in Maine during Y2K
May be used again in a widespread disaster
Fairly straight forward
Primarily made out by the originator of the message

16. Formal Traffic
The ARRL Radiogram

17. Formal Traffic The ARRL Radiogram has 5 parts Preamble Addressee Text
Message details and instructions
Addressee
Name, address and phone number of recipient
Text
The message itself
Signature
Signature (and other information) of sender
Administrative
Message tracking information

18. Preamble
Addressee
Text
Signature
Administrative

19. Formal Traffic ARRL Radiogram Preamble MESSAGE NUMBER (Mandatory)
This can be any number the originating station chooses. Most start with 1 the first of each year. Once a message is numbered, that same number remains with the message until delivered.
Example: Number 1

20. Formal Traffic ARRL Radiogram Preamble PRECEDENCE (Mandatory)
The Precedence of the Message determines what order the messages will be handled. Most of the time all messages are handled on every net session. The following four precedences are used in ascending order of priority:
ROUTINE (R on CW)
99.99% of all messages have this precedence. These messages will be handled last.
WELFARE (W on CW)
This message is either an inquiry to the health and welfare of an individual in a disaster area or a report of the health and welfare of an individual. These messages will be handled before ROUTINE traffic.
PRIORITY (P on CW)
These are messages have specific time limits. They are also for Official messages, not covered in the EMERGENCY category. This traffic will be handled before WELFARE or ROUTINE.
EMERGENCY (EMERGENCY on CW)
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 communication facilities. When in doubt, do NOT use this precedence. This traffic will be handle first and immediately.
Example: Number 1 Routine

21. Formal Traffic ARRL Radiogram Preamble
HANDLING INSTRUCTIONS (Optional)
Handling Instructions are sometimes used to tell the various stations along the way, what the desires of the originating station are. If not needed, it is best not to use. On phone: the sending station would say, "HANDLING INSTRUCTIONS n", n explained below. On CW: Send HXn.
HXA (Followed by a number)
Collect landline delivery authorized by the by addressee within ... miles. (If no number, authorization is unlimited).
HXB (Followed by a number)
Cancel message if not delivered within ... hours of filing time ; service originating station.
HXC
Report the time and date of delivery to originating station.
HXD
Report to the originating station the identity of the station from which you received, plus time and date. Report the identity of the station to which it was relayed, plus time and date, or if delivered report time and date of delivery.
HXE
Delivering station get a reply from the addressee, and originate a message back.
HXF (Followed by number)
Hold delivery until ... (date).
HXG
Delivery by mail or landline toll call not required. If toll or other expense involved, cancel message and service originating station.
Example: Number 1 Routine HXG

22. Formal Traffic ARRL Radiogram Preamble STATION OF ORIGIN (Mandatory)
This is the call sign of the Amateur Radio Station generating (originating) this message. This call sign, along with the message number, serve as the "serial number" of this message. Any future reference to this message would be: "Number nn of CALL nn4nnn".
Example: Number 1 Routine HXG K4IWW

23. Formal Traffic ARRL Radiogram Preamble CHECK (Mandatory)
This is a count of the number of words used in the TEXT (only) of the message. Words in the address or signature are NOT counted. Groups of figures, letters, combinations of figures and letters, and "X" are counted as words. This is the method that Amateurs use to make sure that the TEXT was received without error. Both the sender and receiver should end up with the same word count (CHECK).
Example: Number 1 Routine HXG K4IWW 12

24. Formal Traffic ARRL Radiogram Preamble PLACE OF ORIGIN (Mandatory)
This field is the City and State of either the Station of Origin or the person in the Signature. In most cases, this will be the same place.
Example: Number 1 Routine HXG K4IWW 12 CARY NC

25. Formal Traffic ARRL Radiogram Preamble TIME FILED (Optional)
The time the message was originated. You may either use UTC or Local time. Examples: 1615Z or 1115 EST. Most messages do NOT use this field. It is only useful if the message has a short time value. Useful for Emergency and Priority messages.
Example: Number 1 Routine HXG K4IWW 12 CARY NC 1615Z

26. Formal Traffic ARRL Radiogram Preamble DATE (Mandatory)
This is the date the message was originated. In Amateur Radio, we use month and day. The year is NOT used. If the message is over a year old, it should be sent to the circular file.
Example: Number 1 Routine HXG K4IWW 12 CARY NC 1615Z DEC 20

27. Formal Traffic ARRL Radiogram Addressee ADDRESSEE (Mandatory)
The name(s) and address of the person to which this message is going. It looks like the address on an envelope used in snail mail. Include a phone number, if you have it. The more information here, the easier the delivery will be.
Example:
JOHN Q PUBLIC
1234 MAPLE AVE
ANYTOWN NC 27000

28. Formal Traffic ARRL Radiogram Text TEXT (Mandatory)
Finally! This is the message you are sending for the signature person to the addressee. It should be short (usually less than 25 words) and in telegram style. No punctuation is used. The letter "X" is used (similar to STOP in telegrams) to end one idea and start another. Many messages do not even have an "X" in them.
Example TEXT:
ARRIVE 7PM DEC 24 X
LOOKING FORWARD TO SEEING YOU
X LOVE
The above TEXT has a count of 12. So the CHECK is 12. As Amateur Radio is non-commercial, the TEXT should have no commercial value. Each Radio Amateur is the judge of what is commercial and what is not.

29. Formal Traffic ARRL Radiogram Signature SIGNATURE (Mandatory)
(Placed below the Text of the message)
This is the name if the person sending the message. It may be the name or call of the originating station. However, it is usually the name of a "third party", for whom the originating station is generating the message. The signature is not counted in the Check of the message.
It is wise in emergency communications traffic to also include the title of the person “signing” the message.

30. Formal Traffic ARRL Radiogram Administrative RECEIVED (Optional)
This is for the handling station to write down whom they received the message from. This field is only for the book keeping of the handling station.
It is wise to use this section if handling Emergency or Priority Traffic.

31. Formal Traffic ARRL Radiogram Administrative SENT (Optional)
This is for the handling station to write down whom they sent the message to. This field is only for the book keeping of the handling station.
It is wise to use this section if handling Emergency or Priority Traffic.

32. The Finished Product 1 Routine G K4IWW 12 Cary NC 1615Z Dec 20
John Q Public
1234 Maple Ave
Anytown NC 27000
Break
Arrive
7PM
December 24 X
Looking
forward to
seeing
you X
Love
Break
Betty M Public
K4IWW
Dec 20
1625Z
W4ABC
Dec 20
1700Z

33. Formal Traffic
The ICS Form 213

34. Formal Traffic
The ICS Form 213 has three parts
Header
Message
Reply

35. Formal Traffic
All parts of the ICS Form 213 must be filled in appropriately
Do not accept the message partially filled in
One exception is the name of the person the message is being sent to
The ICS position is more important than the name as the person may actually change during an incident

37. Formal Traffic ICS-213 Header
Information to be filled in by the originator
Please note: Names are not as important as the
ICS Position (The names may change)

38. Formal Traffic
ICS-213 Message
Filled in by the originator

39. Formal Traffic ICS-213 Reply Filled in by the person making the reply
(May not be the person the
message was sent to)

40. Formal Traffic
The ARC Form 4612

42. Formal Traffic
The ARC Form 4612 is perhaps the simplest of all message forms
All blocks will be filled in by the originator
All blocks must be filled in by the originator
A reply, if required, will be done on another message form
We must be able to read it to send it
All we do is send (or receive) it

43. Must be filled in by the originator
Message goes here

44. Formal Traffic
The ARC Form 2079I

45. Formal Traffic The ARC Form 2079I has three parts Client Information
Family Contact Information
Client Release to Contact Family
Is filled out by the Red Cross Client and Red Cross workers
By agreement between the ARRL and the American Red Cross, may be introduced into the NTS in its original format

47. Formal Traffic ARC Form 2079I Client Information
Name of Client
The date of the information
The Client’s Pre-Disaster Address
Where the client is living now
Pre-Disaster Phone
Current Phone Number
All information filled out by the client and Red Cross Disaster Worker

48. Formal Traffic
ARC Form 2079I Family Contact Information
Family Members Name
Relationship to the Client
Family Members Address
Family Members Phone
Family Members Address
Client’s message to family member
All Information to be filled out by the client and Red Cross Disaster Worker

49. Red Cross Disaster Workers Name Red Cross Disaster Workers Function
Formal Traffic
ARC Form 2079I Client Release to Contact Family
Client’s Signature
Date Signed
Printed Name of Client
Red Cross Disaster Workers Name
Red Cross Disaster Workers Function
All information to be filled out by the client and Red Cross Disaster worker

50. Formal Traffic
MHA Assessment Form

51. Formal Traffic
The Maine Hospital Association (MHA) Assessment Form was conceived in preparations for Y2K
May be used again if a widespread disaster were to strike Maine
Used to provide information about a hospital’s capabilities and needs

52. Formal Traffic The MHA Assessment Form has 5 parts Tracking
Identification
Status
Resource Requests
Other Resources

54. Formal Traffic MHA Assessment Form Tracking Will be made out by
the message originator
May be made out by the
attending ARO in discussion
With the message originator

55. MHA Assessment Form Identification
Formal Traffic
MHA Assessment Form Identification
Made out by
message originator
May have to be filled
in by attending ARO

56. Formal Traffic MHA Assessment Form Status
To be filled by the message originator

57. Formal Traffic MHA Assessment Form Resource Requests
To be filled by the message originator

58. Formal Traffic MHA Assessment Form Other Resources
To be filled by the message originator

59. Formal Traffic “The Job Is Never Complete
Until The Paperwork Is Done!”
Presented by Maine ARES

60. Formal Traffic
Exercise:
Compose a message in ARRL Radiogram format using the information on the next slide

61. Formal Traffic
Mary Doe asks you to send the following message to her sister Jane Smith at 412 Main Street, Anytown, Maine Telephone: (207)
“Coming in on the bus at 3:30 PM. Please pick me up. Love Mary”
Mary Doe also would like to know the date and time the message was delivered.

62. Formal Traffic 1 R C K1GAX 15 Cape Elizabeth, ME 1000 Z Dec 10
Jane Smith
412 Main St
Anytown, ME 04999
Coming in on the bus
at : PM X Please
pick me up X Love
Mary Doe