QSL'ing Tips & Tricks - Hint #2 - Using Email

A series of "Tips and Tricks" for obtaining a QSL when normal means fail.

Often you "think" you had a good QSO but it never shows up on LoTW or on the Online Log for the station you think you worked.  If it is for a New One (on a particular Band or Mode) or even an All-Time New One (ATNO) then working a bit to secure a confirmation for that contact is warranted.

If it is a DX'pedition, you really need to immediately try to work the DX on that same Band or Mode for an "Insurance Contact."  That way if your initial QSO can not be confirmed, you have a 2nd chance with the insurance contact.

A good first step to acquiring the confirmation is to send an email to the station you worked - or to the QSL Manager.  You can usually find the email address on QRZ.com under the callsign of the DX station you worked.  Or, if the DX has a Manager, look at the Manager's QRZ.com address for his email.

ALWAYS be polite in your email.  Never make statements like "You busted my call!" or "Why did you not put me in your log?"  Being polite always pays off.

Make the subject line descriptive of what you want.  Something like "4L4DX QSL Question from W8TN" will tell the DX or the Manager what you are seeking.

In the body of your email, keep it "short and sweet."  Describe why you think you had a valid QSO for which you are seeking a QSL.  For a WSJT-X contact, you might include something like this:

I have a question about a QSO I believe I completed with 4L4DX on 17-M FT8 back on May 30, 2023.  I am writing because this QSO does not show in Club Log.

Below are all the pertinent items I have in my ALL.TXT file:

230530_031930    18.100 Tx FT8      0  0.0  506 4L4DX W8TN EM98
230530_031945    18.100 Rx FT8      1  0.2 2012 W8TN 4L4DX -17
230530_032000    18.100 Tx FT8      0  0.0  506 4L4DX W8TN R+01
230530_032115    18.100 Rx FT8     -9  0.2 2012 W8TN 4L4DX RRR

If it was an SSB/CW/RTTY QSO, you could say something like this:

Dear Mr. Jones,

I sent my QSL with $2 U.S. and a self-addressed envelope to the following address on 05/05/2014 (05-May-2014):

Esmond Jones
P.O. Box 10868
Georgetown
GUYANA
SOUTH AMERICA

As of 02/11/2015 (02-November-2015) I have not received a QSL from 8R1AK.  Did my envelope/QSL/$$ get lost in the mail?  Do I need to send again?

QSO info:

W8TN

05-March-2014 (05/03/2014)

2209 GMT

12-M (24.950 MHz)

SSB

This is my only 8R QSO on 12-M.  Thank you for your consideration.

Finally, keep track of these emails you send.  Make a note in your log as to when you sent an email or make a "Label" or "Folder" in your SENT email folder for "QSL Questions" and put these emails there.  That makes it easy to look back and note if you have not received a response after a reasonable time.  This will allow you to follow up with another email or try to contact someone else.

For reference, both the above examples were successful.  The QSL Manager agreed that I had a valid QSO and saw to it that my QSO with 4L4DX was placed in the online log.  And for 8R1AK, I did receive the paper QSL a few months after sending this email.