I like to obtain QSL cards and letters of verification as a means of proof for my efforts
Anyone can state, "I heard such and such a station yesterday."
Granted, with a tape recorder, you can prove you heard the station to others as well.
That is why I collect cards and letters for displaying reasons as well as for proof of my reception.
It's like displaying postcards or having a stamp album.
You can display QSL's and letters from radio stations too.
HOWEVER, one of the most important reasons for writing a QSL report to a radio station is
to let the folks at the station know they are being heard outside of their normal listening area.
Granted a 50,000 watt station such as WLS on 890 can be heard world wide given the right conditions,
but they have a very wide nation-wide listening audience under "normal" conditions.
Though they won't mind a report, it's not as much of a surprise for a "powerhouse" station
to receive a "DX" report from a listener.
Stations that are running lower power do not have a "normal" listening audience range too far outside
of their city limits.
By writing to the station, it lets the Chief Engineer and announcers know that their station has been heard
many miles away. Most of the stations, especially lower powered stations, are glad and often times surprised
that someone so far away has heard their station.
It's fun and sometimes challenging to obtain these verifications.
It is my hopes that my "tips" and advise are helpful in obtaining your QSL or verification letter.
The reason I stress QSL or letter is because many of the smaller local area stations do not have their own QSL type of
postal cards prepared and they send out letters, which I refer to as "verification letters" since, usually, they verify
my reception report.
HOW TO REQUEST AND OBTAIN A QSL CARD OR LETTER OF VERIFICATION
Be prompt in your writing. An old report, more than a month or two old, is less likely to be answered.
Another thing to keep in mind is that the station is under no obligation to write back.
So it is important that you include enough return postage with your request.
Be certain that you introduce your letter so that the station manager, chief engineer, or whoever is reading the letter
knows exactly why you have written to them.
I usually start off by saying something like "Chief Engineer, I am a long distance radio listener. The reason I have written is to notify you of my
reception of your station. It is my hopes that, after reviewing the report I've included below, you will send me a QSL card or return letter to verify
my reception report for (station, frequency, date, time)."
I will continue with a report.
PREPARING A RECEPTION REPORT
It is important, after introducing yourself in your letter to include a
report including as many details of the broadcast you heard as possible.
A minimum of 15 minutes of details is the best type of report, in my opinion, but all DXers
realize that it is impossible to get that much information on many of the rare DX catches.
Because they fade out quickly due to conditions, especially during auroras.
This sometimes allows only for a 5 minute report or only a two minute report.
A report that short is pretty tough to get a verifiaction for.
A cassette is almost certainly needed for a report of under 5 minutes.
For network programming, it is also a good idea to include a cassette recording with any local announcements
or station identifications on them. The radio station managers will be able to recognize their announcers voices.
However, preparing your written reception report be sure to start with a header which
includes the stations call letters, frequency, date, time, and how well you were hearing the station.
Note if there was a lot of interference, none, or if the signal faded a lot.
Next, be sure to make notes of any local advertisements, weather forecasts, and station identifications and the times at which you heard these items.
If you're listening to a news program, be sure to include various articles heard and the times at which you heard them.
It is important that you are specific on your times.
This is how the station manager can verify your report. He or she will check your report and times against their station logbook.
Their logbook lists the times each advertisement and identification were made over the air.
BE SURE TO INCLUDE ENOUGH RETURN POSTAGE
HOW LONG SHOULD I WAIT FOR A RESPONSE?
Well, this is a tricky question to answer.
It has been my experience that most of the stations who will write back to you
do so within a two month period.
If you are anxious, you can send a follow up report, but don't be rude or pushy.
REMEMBER, the station managers are doing YOU a favor by responding and they are not obligated to do so.
If you hear the station again, you may send a new report as a follow up.
HOWEVER, some stations you'll be lucky to hear once in a lifetime, so a follow up letter
to your report may help. Re write the same report, state, politely, that you sent a report already and that you did not
obtain a response from anyone. AND INCLUDE RETURN POSTAGE AGAIN!
I've had to write to a few stations up to four times before receiving a return letter.
But realize, your letter is not a priority to business related matters.
And, sometimes paperwork is shuffled or lost.
Don't be discouraged if one station doesn't write back.
Write to as many stations that you've heard
and you'll always have a mailbox full of QSL cards and letters from radio stations you've heard.
Keep writing and practising your report skills and before too long you will know exactly what details to include and you will
have a high success rate in obtaining QSL's and
letters of verification for you efforts as a DXer!!
Close out your letter with a little information about yourself and your haobbies, maybe even some
information about your home town.
GOOD LUCK AND BEST OF DX!
if you have any questions about qsls or DX
feel free to email me.