Formal Traffic

Formal TrafficFormal Traffic

Developed by Bryce Rumery, K1GAXDeveloped by Bryce Rumery, K1GAXMaine ARES Section Emergency Maine ARES Section Emergency

CoordinatorCoordinator

Getting Written Messages Through

Two types of messages (traffic)Two types of messages (traffic)– FormalFormal

Written TrafficWritten Traffic On behalf of a served agencyOn behalf of a served agency Reply expectedReply expected

– InformalInformal Initiated by youInitiated by you May be verbal or writtenMay be verbal or written No response or reply expectedNo response or reply expected


In this presentation, we In this presentation, we will address formal will address formal

(written) traffic.(written) traffic.


Transmit formal traffic Transmit formal traffic exactlyexactly as as writtenwritten

Change nothingChange nothing When you receive a message from a When you receive a message from a

served agency, read itserved agency, read it– If you cannot read it, get clarificationIf you cannot read it, get clarification

Log all formal traffic (ICS Form 309 Log all formal traffic (ICS Form 309 recommended)recommended)– ReceivedReceived– TransmittedTransmitted


Elements of formal trafficElements of formal traffic– Who is requesting what and from whom?Who is requesting what and from whom?

What is the requesters full name/title/agency & location?What is the requesters full name/title/agency & location? What is the recipients 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?What are they requesting and how many do they want/need? Is it a list or single item?Is it a list or single item? If it's a list, do all items come from the same place?If it's a list, do all items come from the same place?

– If multiple sources then multiple messages.If multiple sources then multiple messages. Is the subject the transportation of an item, or the acquisition of Is the subject the transportation of an item, or the acquisition of

that item, or both?that item, or both?– Where will it come from (not always the same as the location Where will it come from (not always the same as the location

of the person receiving the request)?of the person receiving the request)?– Where will it go to (not always the same as the location of the Where will it go to (not always the same as the location of the

person requesting the item(s))?person requesting the item(s))?– When is it needed?When is it needed?

Time/date as applicable Time/date as applicable


In Emergency communications it is In Emergency communications it is important to say as little as possible, important to say as little as possible, yet convey all of the meaningyet convey all of the meaning– Brevity and ClarityBrevity and Clarity– Slow DownSlow Down– Do not editorializeDo not editorialize– ListenListen– Plain LanguagePlain Language– Standard ITU PhoneticsStandard ITU Phonetics – NumbersNumbers


Use the appropriate message formUse the appropriate message form– If going between the same served If going between the same served

agency, use their message formagency, use their message form– If going to another agency, perhaps use If going to another agency, perhaps use

an amateur radio format such as the an amateur radio format such as the ARRL RadiogramARRL Radiogram

– If going between states, perhaps use an If going between states, perhaps use an amateur radio format such as the ARRL amateur radio format such as the ARRL RadiogramRadiogram

– No need to translate between message No need to translate between message forms if it’s not appropriateforms if it’s not appropriate


Sending a message on phone

In sending a message on phone, you don’t In sending a message on phone, you don’t read it, you it, you send it. In reading, one tries to get expression into his or her it. In reading, one tries to get expression into his or her voice. In sending, expression is far less important than voice. In sending, expression is far less important than articulation. The message should almost be sent in a articulation. The message should almost be sent in a monotone, without rising and falling inflections but with very monotone, without rising and falling inflections but with very careful articulation. careful articulation.

The aim, don’t forget, is The aim, don’t forget, is copycopy not comprehension. Therefore, not comprehension. Therefore, read one word or group at a time, each one carefully read one word or group at a time, each one carefully articulated, at a speed slow enough to be written articulated, at a speed slow enough to be written comfortably. comfortably.

Difficult or unusual words should be spelled out Difficult or unusual words should be spelled out (phonetically, if necessary). In spelling out a word (phonetically, if necessary). In spelling out a word phonetically, use the ITU Phonetic Alphabet rather than phonetically, use the ITU Phonetic Alphabet rather than made up words for phonetics. A wise tip in spelling out a made up words for phonetics. A wise tip in spelling out a word is to first pronounce the word, follow it with the words word is to first pronounce the word, follow it with the words “I spell” and spell out the word phonetically (for example: “ “I spell” and spell out the word phonetically (for example: “ ITU, I spell, INDIA, TANGO, UNIFORM”). ITU, I spell, INDIA, TANGO, UNIFORM”).


Sending a message on phone (continued)Sending a message on phone (continued)

For a number (or groups of numbers) proceed the number For a number (or groups of numbers) proceed the number or group of numbers with the word “figures” (for example: or group of numbers with the word “figures” (for example: “figures WUN, TWO, THA-REE”).“figures WUN, TWO, THA-REE”).

Remember , avoid using the term “common spelling” as Remember , avoid using the term “common spelling” as many words in the English language have several “common many words in the English language have several “common spellings”. If there is any doubt, spell it out.spellings”. If there is any doubt, spell it out.

CW and Q-signals are not to be used in phone traffic CW and Q-signals are not to be used in phone traffic handling. Separate the parts of the ARRL Radiogram handling. Separate the parts of the ARRL Radiogram message by the proword “break” – that is, after the address message by the proword “break” – that is, after the address and before the signature. After saying the proword break, and before the signature. After saying the proword break, unkey your microphone to see if the receiving station unkey your microphone to see if the receiving station requires any fills. When the signature is completed, say requires any fills. When the signature is completed, say “end of message” and follow this with “no more” if this is “end of message” and follow this with “no more” if this is the only or last message you have for this station, or the only or last message you have for this station, or “more” if you have additional.“more” if you have additional.


There are five basic message forms There are five basic message forms we deal withwe deal with– ARRL RadiogramARRL Radiogram– ICS Form 213 (ICS Message Form)ICS Form 213 (ICS Message Form)– ARC Form 4612 (Red Cross Message ARC Form 4612 (Red Cross Message

Form)Form)– ARC Form 2079I (Red Cross Disaster ARC Form 2079I (Red Cross Disaster

Welfare Inquiry)Welfare Inquiry)– MHA Assessment Form (Maine Hospital MHA Assessment Form (Maine Hospital

Association Assessment Form)Association Assessment Form)These message forms are available on the Maine ARES Web site These message forms are available on the Maine ARES Web site

(http://www.maineares.org)(http://www.maineares.org)


The ARRL RadiogramThe ARRL Radiogram– Most commonly used in Amateur Radio Most commonly used in Amateur Radio

message handlingmessage handling– Possibly the most difficult to understandPossibly the most difficult to understand

Most complexMost complex

– Must be used when formal traffic is Must be used when formal traffic is introduced into the National Traffic introduced into the National Traffic SystemSystem When messages are sent from one state to When messages are sent from one state to

anotheranother

– Usually made out by the attending ARO Usually made out by the attending ARO from a message request from a served from a message request from a served agencyagency


ICS Form 213ICS Form 213– Commonly used in disasters handled by Commonly used in disasters handled by

the Incident Command Systemthe Incident Command System– Very straight forwardVery straight forward– Made out by the originator of the Made out by the originator of the

messagemessage


ARC Form 4612ARC Form 4612– The American Red Cross Official The American Red Cross Official

Message FormMessage Form– Very Straight ForwardVery Straight Forward– Made out by the originator of the Made out by the originator of the

messagemessage


ARC Form 2079IARC Form 2079I– American Red Cross Disaster Welfare American Red Cross Disaster Welfare

InquiryInquiry– Fairly Straight ForwardFairly Straight Forward– Made out by a Red Cross Client and Red Made out by a Red Cross Client and Red

Cross Disaster WorkersCross Disaster Workers


The MHA Assessment FormThe MHA Assessment Form– Used by hospitals in Maine during Y2KUsed by hospitals in Maine during Y2K– May be used again in a widespread May be used again in a widespread

disasterdisaster– Fairly straight forwardFairly straight forward– Primarily made out by the originator of Primarily made out by the originator of

the messagethe message


The ARRL The ARRL RadiogramRadiogram


The ARRL Radiogram has 5 partsThe ARRL Radiogram has 5 parts– PreamblePreamble

Message details and instructionsMessage details and instructions

– AddresseeAddressee Name, address and phone number of recipientName, address and phone number of recipient

– TextText The message itselfThe message itself

– SignatureSignature Signature (and other information) of senderSignature (and other information) of sender

– AdministrativeAdministrative Message tracking informationMessage tracking information


PreambleAddressee

Text

Signature

Administrative

Formal TrafficFormal TrafficARRL 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


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


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.HXCReport the time and date of delivery to originating station.HXDReport 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.HXEDelivering station get a reply from the addressee, and originate a message back.HXF (Followed by number)Hold delivery until ... (date).HXGDelivery 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


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


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


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


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


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

Formal TrafficFormal TrafficARRL 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 PUBLIC1234 MAPLE AVEANYTOWN NC 27000919 555 1234

Formal TrafficFormal TrafficARRL 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 XLOOKING FORWARD TO SEEING YOUX LOVEThe 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.

Formal TrafficFormal TrafficARRL 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.

Formal TrafficFormal TrafficARRL 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.

Formal TrafficFormal TrafficARRL 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.

The Finished Product

1 Routine G K4IWW 12 Cary NC 1615Z Dec 20

John Q Public1234 Maple AveAnytown NC 27000

919 555 1234

Arrive 7PM December 24 X

Looking forward to seeing you

X Love

Betty M Public

K4IWW Dec 20 1625Z W4ABC Dec 20 1700Z

Break

Break

The ICS Form 213The ICS Form 213


The ICS Form 213 has three The ICS Form 213 has three partsparts–HeaderHeader–MessageMessage–ReplyReply


All parts of the ICS Form 213 must be All parts of the ICS Form 213 must be filled in appropriatelyfilled in appropriately

Do not accept the message partially Do not accept the message partially filled infilled in– One exception is the name of the person One exception is the name of the person

the message is being sent tothe message is being sent to The ICS position is more important than the The ICS position is more important than the

name as the person may actually change name as the person may actually change during an incidentduring an incident


Formal TrafficFormal TrafficICS-213 Header

Information to be filled in by the originatorPlease note: Names are not as important as theICS Position (The names may change)

Formal TrafficFormal TrafficICS-213 Message

Filled in by the originator


ICS-213 Reply

(May not be the person the message was sent to)

Filled in by the person making the reply

The ARC Form 4612The ARC Form 4612


The ARC Form 4612 is perhaps the The ARC Form 4612 is perhaps the simplest of all message formssimplest of all message forms– All blocks will be filled in by the originatorAll blocks will be filled in by the originator– All blocks All blocks mustmust be filled in by the be filled in by the

originatororiginator– A reply, if required, will be done on A reply, if required, will be done on

another message formanother message form– We must be able to read it to send itWe must be able to read it to send it– All we do is send (or receive) itAll we do is send (or receive) it


Must be filled in by the originatorMust be filled in by the originator

Must be filled in by the originator

Message goes here

The ARC Form 2079IThe ARC Form 2079I


The ARC Form 2079I has three partsThe ARC Form 2079I has three parts– Client InformationClient Information– Family Contact InformationFamily Contact Information– Client Release to Contact FamilyClient Release to Contact Family– Is filled out by the Red Cross Client and Is filled out by the Red Cross Client and

Red Cross workersRed Cross workers– By agreement between the ARRL and By agreement between the ARRL and

the American Red Cross, may be the American Red Cross, may be introduced into the NTS in its original introduced into the NTS in its original formatformat


Formal TrafficFormal TrafficARC 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

Formal TrafficFormal TrafficARC Form 2079I Family Contact Information

Family Members Name Relationship to the Client

Family Members Address

Family Members Phone Family Members E-Mail Address

Client’s message to family member

All Information to be filled out by the client and Red Cross Disaster Worker

Formal TrafficFormal TrafficARC 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


MHA Assessment MHA Assessment FormForm

The Maine Hospital Association The Maine Hospital Association (MHA) Assessment Form was (MHA) Assessment Form was conceived in preparations for Y2Kconceived in preparations for Y2K

May be used again if a widespread May be used again if a widespread disaster were to strike Mainedisaster were to strike Maine

Used to provide information about a Used to provide information about a hospital’s capabilities and needshospital’s capabilities and needs


The MHA Assessment Form has 5 The MHA Assessment Form has 5 partsparts– TrackingTracking– IdentificationIdentification– StatusStatus– Resource RequestsResource Requests– Other ResourcesOther Resources


Formal TrafficFormal TrafficMHA Assessment Form Tracking

Will be made out bythe message originator

May be made out by theattending ARO in discussionWith the message originator

Formal TrafficFormal TrafficMHA Assessment Form Identification

Made out bymessage originator

May have to be filledin by attending ARO

Formal TrafficFormal TrafficMHA Assessment Form Status

To be filled by the message originator

Formal TrafficFormal TrafficMHA Assessment Form Resource Requests


Formal TrafficFormal TrafficMHA Assessment Form Other Resources



“The Job Is Never CompleteUntil The Paperwork Is

Done!”

Presented by Maine ARES


Exercise:Exercise:

Compose a message in ARRL Compose a message in ARRL Radiogram format using the Radiogram format using the information on the next slideinformation on the next slide

Formal Formal TrafficTraffic

Mary Doe asks you to send the following Mary Doe asks you to send the following message to her sister Jane Smith at 412 message to her sister Jane Smith at 412 Main Street, Anytown, Maine 04999 Main Street, Anytown, Maine 04999 Telephone: (207) 555-1234Telephone: (207) 555-1234

““Coming in on the bus at 3:30 PM. Please Coming in on the bus at 3:30 PM. Please pick me up. Love Mary”pick me up. Love Mary”

Mary Doe also would like to know the date Mary Doe also would like to know the date and time the message was delivered.and time the message was delivered.

Formal Formal TrafficTraffic

1 R C K1GAX 15 Cape Elizabeth, ME 1000 Z Dec 10

Jane Smith

412 Main St

Anytown, ME 04999

207-555-1234

Coming in on the bus

at 3:30 PM X Please pick me up X Love

Mary Doe

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