A, B, C's of Dx Fundamentals of the Art of DXing VI
Don Boudreau, W5FKX
Getting the QSL!
Why QSL?
Working a DX station is only the first half of the job - now, you must get a confirmation (QSL) of the contact. Why? Well, some do it just to see what kind of interesting cards they will get, many of which are picturesque, informational, or amusing. Others do it in pursuit of awards. However, there are quite a few who say that they aren't interested in awards, so they aren't interested in QSL cards - the knowledge that they made the contact is sufficient. HOLD IT!! Before you decide that you are among the latter and reach for the mouse to skip this chapter, consider the fact that seeking one or more awards, among the hundreds offered by various sponsors, is something that almost everyone eventually decides to do at some point. As an extreme example, consider my case. From my licensure in 1954 until the late 1980s, I have chased DX at every opportunity and was rarely without a station, yet my activity was sporadic as other priorities (getting an education, raising a family, establishing a career) took precedence and I felt that I was not able to afford the money, time, or effort to pursue any awards, much less think about QSLs. Unfortunately, I didn't know then what I know now. When I was able in the late 1980s to begin devoting more time and effort (and yes ... money!) to DXing, I found that there was a local DX club and that seemed like an interesting thing for me to join. Alas, at the time, full membership required that one have achieved the DXCC award. Although by that time I had worked about 180 DXCC entities, I had very few of the contacts confirmed and did not yet have my DXCC certificate. One of the 20 or so cards that I did have was for KZ5GH, my first DX contact on 9-March, 1955:
Thus began an intense effort to confirm old contacts, something that was now not only more expensive (compared to the few pennies of postage and cost of QSL cards in the '50s & '60s) but also more difficult, since many of the contacts of 30 years ago were with stations that no longer existed and/or with operators whose whereabouts were now unknown (see the note about JZ0 below). It took me over a year of intensive research, purchasing books listing old QSL managers and writing letters (remember, this was before the world-wide web and widely available email!) to track down operators, managers, and addresses. I was finally able to collect enough of the old cards (along with some new ones) to get my DXCC certificate at a considerable effort and short-term cost (manager lists, outgoing postage, plus green stamps and IRCs for return postage). It would have been exceedingly easier to have sought the cards as I made the contacts, exchanging mail while addresses were current, and spreading the effort and costs in time. My advice, based upon my experience, is to try to keep up with QSLing as much as you possibly can. If, as with most of us at some time or other, costs are a severe limitation, then consider using the QSL bureau, especially for foreign exchanges, and/or the Logbook Of The World, both of which are discussed below. So, even though you may not yet be excited about a DX award, if you can possibly do it, make it easier on yourself in the future by keeping up with DX QSLing now!
Now the bad news - actually getting a QSL card (ie, having it "in the fist") can often be a more difficult challenge than working the station in the first place. This can be very frustrating, especially if it is a rare DX station. There are four basic reasons for difficulties: (1) some operators are just not reliable, responsible, or financially able to QSL; (2) some areas of the globe are plagued with postal pilferage, resulting in lost cards; (3) some hams just don't know how to properly request QSLs; and (4) there are, unfortunately, some hams who just will not QSL. However, if you do run into difficulties in getting a card for a contact, don't give up! Try again! Below are some tips that may help.
Preparing the card
When sending QSL cards, it is VERY important to fill them out correctly and legibly if you expect a reply. While you may have worked 3 new ones today and really want those cards, the "three new ones" probably each worked several dozen or more other stations today, most of whom will also want cards. If it was a semi-rare one with a nice pileup, there may have been hundreds of contacts. In the case of major DXpeditions to very rare places, the number of contacts can easily run into the tens-of-thousands (some have reached into the hundreds of thousands!). How would you like to receive 100 cards every week or so, let alone 50,000 within a few weeks, for which you are expected to respond as soon as possible? Aside from the costs involved, what would you do with the "error" cards? At the very least, they would be put aside for some (much) later time when you have the opportunity to look at the logs more closely to see if you can resolve the error. Always remember that the more you are in need of a particular card, the greater is the likelihood that that many others are waiting for the same card, so don't be sloppy when filling out your requests. If you have computer logging software (you should!), then you may wish to use its label option to print QSL card labels with the necessary QSO information. There is great advantage in this, as it essentially eliminates transcription errors that can occur when manually filling out the cards, while making them more likely to be legible, especially if there are multiple Q's on the card. If you must prepare them manually (which may be easier than setting up the label stock in the printer for just one or two cards), then here is the drill:
be sure to clearly print the callsign in the callsign box; should you make any kind of error, scrap the card and begin a new one, as a card that appears altered in any way may be rejected if submitted for an award.
Enter the date and time of the QSO, using UTC (remember that the date is also a function of UTC!!!)
Enter the frequency, or the band on which the contact was made (for the band, use either meters or MHz).
Enter the signal report and mode (CW, SSB, PSK, RTTY, etc) for the contact.
If you wish, sign the card (e.g., "73, Don"), or with whatever (short!) comments you wish to make.
For important cards prepared manually, double-check the info!
Methods of QSLing
There are three ways to QSL:
send a card directly to the station or to the designated QSL manager
send a card via the QSL Bureau to the station (or the designated QSL manager)
use the LOTW.
Each has advantages and disadvantages, and on occasion, any one of the three may be useful. For the first two, a QSL card must be prepared, while the latter consists of electronic transfer of specially formatted computer log files to the LOTW website. It is expected that in time, the LOTW will become the preferred method, but the use of QSL cards remains the most popular method of confirmation and this will be addressed first. Let's explore these methods just a bit.
Direct QSLs - Usually the fastest (but most expensive) way to get a card is by the direct route.
First, unless you were told how to QSL by the operator, check to see if there is a designated QSL Manager.
If a new DXpedition or operation, check recent DX newsletters for information.
Look up the station in a QSL Manager database (below).
Look up the mailing address for the operator or manager, using one of the available callsign databases (below)
For the mailing envelope, use one large enough to accommodate your SAE, QSL, and return postage ($$ or IRC). It should be sturdy enough as not to tear, nor should you be able to easily see the contents if you hold it up to the light. Mail theft is an international problem, and endemic to some areas; here are a few tips to avoid this:
Because it is well known that hams insert $$ in envelopes, DO NOT put a callsign in the address.
Use IRCs whenever possible as they are somewhat less attractive to thieves; the currently valid IRC is shown below (some post office staff know little of them; be certain that you get the current issue - expiration 31 August 2009; and that it is properly stamped on the left at the place/date/time of purchase:
.
Try to assure that one cannot see the contents by holding the envelope to a light; use a dark or heavy paper insert.
For domestic returns, insert your QSL, along with SASE .
For foreign returns, insert your SAE and sufficient return postage (see postage costs reference below for this):
either greenstamps, usually one or two is sufficient, but add more for support if you can for special DXpedtions;
or IRCs, as most postal services will honor them (one IRC for 1/2 ounce letter).
On the mailing envelope, apply sufficient postage for the destination - check with your local postal service.
wait ...
A final note about IRCs: many managers sell them at a discount rather than redeem them for postage and this is a good way to save a bit of money; however, make certain that any you purchase this way are (a) current, as above; and (b) are NOT improperly (or otherwise) stamped in the right-side "redemption" box, as this indicates it has been processed at a post office for postal exchange and is no longer of any value. On the other hand, unstamped IRCs are redeemable, although it may require some explanation to postal service workers as they are not always familiar with the regulations. See the reference below for access to the US Postal Service International Mail regulations.
Bureau QSLs - If you want to save on postage and don't mind a long wait (many months to several years), use the Bureau system.
Since many hams exchange cards via the ARRL Outgoing Bureau, whether or not you use the Outgoing bureau for sending cards, you should always keep return envelopes on file with your own Incoming QSL bureau. Should you not have envelopes on file, cards that come in for you may eventually be discarded.
For US hams, here is a brief summary of the procedure for using the ARRL Outgoing Bureau:
be certain that you have your own return envelopes on file with your respective incoming bureau service. Since many DX stations exchange cards via the bureau, whether or not you use the Outgoing bureau for sending cards, you should always keep return envelopes on file with your Incoming QSL bureau. Should you not do so, cards that come in for you may eventually be discarded.
if the outgoing card is to a QSL manager, even though your labels may include the manager along with the contact information, you should write the manager's callsign prominently on the blank side of the card as "c/o" the manager's callsign, then use this side of the card in the sort (below).
sort the cards by DXCC ITU prefix order (not alphabetic!), as in the ARRL DXCC list. Cards going to QSL managers should be sorted by the manager's callsign, with the manager's callsign facing the "front" of the "stack" of sorted cards.
be especially careful to note that not all entities have bureau services - check the ARRL Outgoing Bureau page for info
package the cards for mailing, being certain to include the appropriate handling fee (ARRL also requires proof of membership - a QST label will do). For small (1 lb or less) stacks of cards, double-wrapping them in heavy brown paper (e.g., salvaged grocery bags) to form a tightly bound package works well.
send them off to the outgoing bureau.
wait very patiently ...
Logbook Of The World (LOTW)
A recently (September, 2003) implemented system for confirming contacts using an online electronic database, this system developed at ARRL promises to greatly facilitate awards applications. It is a repository for log records that can be submitted electronically by worldwide users, and when both participants in a contact submit matching data, the result is an approved QSL that can be used for credit towards ARRL awards. Not to be confused with earlier systems of electronic QSLs (eQSLs) that have been popular but never approved for ARRL awards credits, the LOTW is maintained at an entirely different level of security in order to minimize the risk of fraudulent submissions. While this may seem at times to be even more cumbersome than online banking, it is intended to maintain the integrity of the ARRL awards programs. Software for authenticating, validating, and encrypting submissions is freely available on the LOTW website (below), along with explanations, information, and full instructions. Briefly, the procedure for submitting log data is as follows:
Log Conversion: Convert your logs to ADIF - Required software will depend upon your logbook software in use, most of which have built-in ADIF conversion options. See references for more info on ADIF.
Certification:
To allow ARRL to authenticate and validate your submissions, you must obtain a digital certificate from the LOTW website.
Download the software TQSLCert.
Run TQSLCert to obtain a signed certificate: Need Callsign, dates of start/stop operation (or of license term). Follow wizard and record your entries for chosen "station location", "certified callsign" (if you'll have more than one) & "password" (You'll need this info below).
Wait for postcard in mail that provides certificate & LOTW password for the certified callsign User Account (once obtained, additional callsign certificates and accounts may be obtained via email).
Submission:
First, "sign" your records in preparation for submission: Run TQSLCert and click File => Load Certificate => select certificate.
Run TQSL and click File => Sign => select “station location” log => Log file.
Opt for save location for the .tq8 file and click OK (Note: You need the initial certification password that was entered, NOT the one from LOTW).
Upon completion, email the .tq8 file as an attachment to lotw-test@arrl.org.
Wait for email confirmation of receipt, which includes any upload errors detected (e.g., 14m instead of 14MHz; missing mode; O instead of 0; etc). If any, correct any errors and repeat steps a-c.
Applying LOTW confirmations towards ARRL award credits is then very simple and fully explained on the ARRL - LOTW website (references). Current fees for award applications are calculated using a base charge of 25 cents per credit applied, with discounts available for bulk (>25) transactions. Below is a brief summary:
Log onto the LOTW user site.
Click on Awards.
Select your callsign account; an Account Status page will display confirmations matched.
For LOTW users who are already in an ARRL award program, a first award credit application will require that you click "Link Account" to establish an automatic link between the award database and the LOTW database. For new award applicants, the links will be made for you when you initially enter the award program.
Click on "Application"
Individually select the credits and awards for which to apply (or opt for "All" if you want to apply all available credits to all available awards - this will cost you more!).
Fill out application form data elements
Review summary of application
Select payment options
Click "Submit"
Final Notes
For reasons discussed above, it is highly advisable to send for QSLs as soon after the contact as possible; however, just because you may have forgotten to send one, or perhaps only recently decided to start collecting cards for DXCC, do not assume that it may be too late to confirm an old contact. I have on several occasions confirmed contacts that were more than 10 years old, and my record is a card for a 20m CW contact with JZ0PH in August, 1961 (then Netherlands New Guinea until April, 1963; now a deleted entity) that I neglected to get then. Having reduced my ham activities for the career building and family raising years, I was able to return to active DXing in 1988, resuming the quest for QSLs. Several years of research rewarded my efforts with quite a few "oldies" confirmed, but the JZ0 eluded me. I had almost given up, but decided to write a letter to the Society for Amateur Radio in the Netherlands (VERON), inquiring about the operator. I got a very prompt response from a PA0 ham who had run the VERON QSL bureau over the years and knew the JZ0 operator, and I was given his full name and his new callsign in South Africa. Another letter with my QSL and return postage produced a nice reply in 1997 with an original JZ0PH card from 1961 ... 36 years after the QSO!
I have now confirmed ALL of my old contacts that I needed for DXCC, either "current" or "deleted" entities (the Deleted entities before 2000 may still be included in DXCC totals), except one: FQ8AP (Serge), from French Equatorial Africa, on 20m CW in 1958. Research in the late '80s, including letters to Union Francaise des Radioamateurs (REF), did lead me to the manager! Unfortunately for me, he had been traveling all over the world for some time and was not sure if he could find the logs. He did promise to look for them if he ever was able to retire and return home, so I still have hope! DXers never give up!
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