How to Send QSL Cards, record accurate QSO details, confirm the other station’s preferred QSL method, and mail your card either direct, through a QSL manager, or via a QSL bureau. Always include return postage for direct mail, address envelopes correctly, and verify UTC date, time, frequency, and mode to ensure valid confirmation for awards and logging.
Why QSL Cards Still Matter in Modern Amateur Radio
Electronic confirmations through LoTW and eQSL have made contact verification faster than ever. However, physical QSL cards remain an essential part of amateur radio tradition. Operators exchange them to confirm contacts, complete operating awards, and preserve memories of meaningful QSOs.
Many major award programs still recognize physical QSL cards as valid confirmation. These include DXCC, Worked All States, and various contest verification requirements. Additionally, rare DXpeditions and special event stations often issue highly collectible cards.
Physical cards also provide something electronic confirmations cannot, a tangible record of global communication. They represent geography, culture, equipment, and shared experience between operators.
How to Send QSL Cards
Every QSL card must contain accurate contact information. Without correct details, confirmations may be rejected for awards or logging verification.
- Your call sign
- The call sign of the station you contacted
- QSL manager of station contacted (Bureau cards)
- Date of the contact (in UTC)
- Time of the contact (also in UTC)
- Frequency of Contact
- Mode of transmission (SSB, CW, FT8, etc.)
- Signal report sent and received (RST code)
- Your location (Name & Address)
- County
- Grid Square
- Please & Thanks Area (Please send card or Thanks for card)
Many operators also include station equipment, antenna details, photographs, or regional imagery. While design elements vary, the contact data must remain clear and legible.
Accuracy is critical. Always double-check log entries before filling out the card.
Direct Mail vs QSL Manager vs Bureau — Which Method to Use
Choosing the correct delivery method ensures your card reaches the operator efficiently.
Direct mail works best for rare contacts or when fast confirmation matters.
QSL managers handle cards for DXpeditions or stations unable to process mail themselves.
Bureaus reduce cost when sending large numbers of international cards.
Each method serves a specific purpose. Understanding when to use each improves response rates and reduces wasted postage.
What to Do When Sending a Card to a QSL Manager
Some stations, especially rare DX entities and major contest operations, do not process their own QSL cards. Instead, they appoint a QSL manager.
Before mailing:
Confirm the correct manager and mailing address
Address the envelope to the manager, not the operator
Include accurate QSO details
Provide a self-addressed stamped envelope
Include return postage
For international confirmations, operators commonly include International Reply Coupons or small currency amounts to cover return mailing costs.
Proper preparation shows respect for the manager’s time and ensures faster response.
Understanding the Role of a QSL Manager
A QSL manager is an amateur radio operator who handles confirmation cards for another station. Managers process large volumes of mail, maintain contact logs, and distribute verified confirmations.
DXpeditions rely heavily on managers because remote operating locations make mail handling difficult. Managers ensure global operators can confirm rare contacts efficiently.
Because this work is time-consuming, always include proper return postage and a polite note of thanks.
How QSL Bureaus Work
QSL bureaus provide an economical method for sending large volumes of international cards. Instead of mailing individual envelopes worldwide, operators send batches of cards to their national bureau.
The bureau sorts cards by destination country and forwards them to the appropriate national bureau. Operators then receive cards through their incoming bureau.
Bureau delivery takes longer but dramatically reduces postage cost. It is ideal after contests or high-volume DX activity.
Always follow your national bureau’s sorting and labeling instructions.
Step-by-Step Process for Sending QSL Cards
Confirm the other station’s preferred QSL method
Fill out the card accurately from your log
Choose direct, manager, or bureau delivery
Include return postage for direct mail
Address envelopes clearly
Protect cards for international shipping
Record outgoing cards in your log
Following consistent procedures prevents lost confirmations and improves return rates.
How to Receive QSL Cards
Receiving cards requires minimal effort but proper preparation.
Provide your mailing address on air and in QSL lookup databases.
Register with your national incoming bureau if using the bureau system.
Monitor bureau notifications or delivery schedules.
Many operators maintain detailed records of incoming cards and confirmations for award tracking.
Common Mistakes That Cause Rejected QSL Confirmations
Incorrect UTC date or time
Wrong frequency or band
Illegible handwriting
Missing return postage
Sending to wrong QSL manager
Incomplete signal report
Avoiding these errors protects your award progress and saves mailing costs.
Using QSL Cards for Awards and Operating Achievement
Physical QSL confirmations remain essential for many awards. These include:
DXCC entity verification
Worked All States confirmation
Contest log verification
Special event documentation
Careful record-keeping and accurate card completion support successful award applications.
Record Keeping and Log Management
Maintain accurate logs of both outgoing and incoming cards. Tracking confirmations prevents duplicate mailings and helps monitor award progress.
Many operators cross-reference paper logs with electronic logging software to maintain consistency.
The Cultural and Personal Value of QSL Cards
QSL cards represent far more than contact confirmation. They capture geographic identity, operating style, and personal connection between stations.
For many operators, collecting QSL cards becomes a lifelong archive of global communication experiences.
About the Author
Vince, W2KU, is a licensed Extra class amateur radio operator and the founder of Ham Shack Reviews. He was named Amateur of the Year in 2026 for contributions to practical amateur radio education and equipment evaluation.
He primarily operates HF, knows propagation very wellm operates mobile and handhelds daily. Vince exchanges QSL cards for DXCC, contest confirmation, and award tracking and is the club QSL manager. His guidance focuses on practical operating procedures, accurate logging, and real-world amateur radio practices.
Frequently Asked Questions About QSL Cards
Do I need to send physical cards if I use LoTW?
No, but many operators still exchange them for awards and tradition.
How long does bureau delivery take?
Often several months depending on routing and volume.
Should I always include return postage?
Yes for direct mail unless otherwise specified.
Can handwriting cause rejection?
Yes if information cannot be read clearly.
How to Send QSL Cards
How to Send QSL Cards guides many hams through the card process, as well as confirms contacts, supports award achievement, and preserves the human connection behind amateur radio communication. Whether you send cards directly, through managers, or via bureau systems, careful preparation ensures reliable confirmation.
Accurate information, proper mailing practices, and respect for QSL processing procedures help maintain one of amateur radio’s most enduring traditions.