How to Send QSL Cards, many hams exchange cards to complete DXCC, Worked All States, or other operating awards. Some radio contests even require QSL card confirmation to verify your contact logs. Although electronic confirmations like LoTW and eQSL are convenient, many operators still value the physical card for its personal touch.
What Information to Include on a QSL Card
Filling out a QSL card correctly ensures it serves its purpose. Each card must contain the following essential details:
- 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)
In addition to these details, many operators include personal notes, station information, or even photos on the card. While the core data should remain clear and legible, the rest of the design can reflect your personality or region.
Because errors can lead to rejected confirmations, always double-check your entries. You can print your cards professionally or fill them out by hand with neat handwriting. Card designs will be different and information locations can change except for number 3.
What to Do If Sending to a QSL Manager
Sometimes, operators, especially those in rare or remote locations do not handle their QSL cards personally. Instead, they designate a QSL manager, another trusted ham who manages their card distribution. This is especially common for DXpeditions, contest operations, or rare DX entities.
If you’re sending your card to a QSL manager, first verify the correct manager and their mailing address. Always address your envelope to the manager, not the original operator. Additionally, include the proper QSO details and your return address.
Because you’re asking them to send you a card in return, always include a self-addressed envelope and return postage for non-bureau cards. For international QSLs, it’s common to include IRC (International Reply Coupons) or a couple of U.S. dollars to cover the return mailing costs.
What Is a QSL Manager?
A QSL manager is an amateur radio operator who volunteers, or is appointed to handle the QSL cards for another operator. Managers often process large volumes of cards, maintain logs, and ensure accurate confirmations.
Many well-known DXpeditions rely on managers because operating in remote locations makes mailing difficult. Additionally, managers help ensure that hams around the world can confirm rare contacts efficiently and reliably.
Because managers work hard on behalf of other operators, it’s polite to include a thank-you note and adequate return postage.
What Are QSL Bureaus?
QSL bureaus offer a cost-effective way for hams to send and receive cards internationally. Instead of mailing each card individually, you send a batch of cards to your national bureau.
That bureau then consolidates and forwards them to the appropriate countries’ bureaus, where operators pick them up or have them forwarded.
Using the bureau system takes longer than direct mail, but it significantly reduces postage costs. It’s ideal for sending large numbers of cards, especially after international contests or big DX events.
To send cards via the bureau, sort them by destination(country), label each properly, and follow your local QSL bureau’s instructions. Some national radio organizations, like ARRL, manage incoming and outgoing bureaus and require membership to use the service.
How to Send QSL Cards
Sending QSL cards is simple, but you should follow a few best practices:
- Choose whether to send direct, through a manager, or via bureau
- Include a self-addressed stamped envelope (SASE) for direct mail
- Always confirm the other station’s QSL method and address before mailing
- Keep your card neat, accurate, and legible
- Use protective sleeves if mailing cards overseas
- Bundle multiple cards going to the same country if using a bureau
Although sending QSLs takes a bit of effort, it adds a rewarding layer to your radio hobby. You not only confirm contacts, but also build lasting friendships and exchange memories from across the globe.
How to Receive QSL Cards
To receive cards, simply provide your mailing address on air or on online QSL lookup sites. For direct QSLs, hams will usually send you their card along with a return envelope and postage.
If you use a QSL bureau, register with your country’s incoming bureau and regularly check for cards. Some bureaus notify you when cards arrive, while others forward batches periodically.
Because receiving a card is often as exciting as sending one, many operators keep detailed logs of both incoming and outgoing QSLs. Collecting them becomes a hobby within the hobby.
QSL Cards Keep Radio Contacts Alive
QSL cards bring your on-air contacts to life. They confirm your achievements, represent friendships, and serve as snapshots of the global ham radio community. When you’re sending them direct, through a manager, or using a bureau, the process is straightforward and deeply rewarding.
Because the information must be accurate, take your time when filling them out. Learn to follow the preferred method of each contact, and always include return postage if needed. Whether you’re a new ham or a seasoned DXer, QSL cards connect you to the tradition, history, and human side of amateur radio.