How to write an ICS-213

The ICS-213 General message form is used for generating, recording, distributing and documenting messages, both sent and received. Resource requests should be done using the ICS-213RR form. These instructions also apply to the ICS-213 Winlink form.

Dates are in the format MM/DD/YYYY using only numbers.
Time is in 24-hour format, HH:MM with either an L for local time or Z for Zulu (GMT) time if needed to remove any uncertainty.

What follows are the instructions that come with the ICS-213 form. Comments are in italics.

ICS 213 General Message

Purpose. The General Message (ICS 213) is used by the incident dispatchers to record incoming messages that cannot be orally transmitted to the intended recipients. The ICS 213 is also used by the Incident Command Post and other incident personnel to transmit messages (e.g., resource order, incident name change, other ICS coordination issues, etc.) to the Incident Communications Center for transmission via radio or telephone to the addressee. This form is used to send any message or notification to incident personnel that requires hard-copy delivery. The ICS-213 is used for much more that incident communications. In any situation that the ICS-213 is used, the addressee and the addresser should be identified as much as necessary to ensure that delivery is properly made.

Preparation. The ICS 213 may be initiated by incident dispatchers and any other personnel on an incident. The ICS-213 may be initiated by anyone.

Distribution. Upon completion, the ICS 213 may be delivered to the addressee and/or delivered to the Incident Communication Center for transmission.

Notes:
• The ICS 213 is a three-part form, typically using carbon paper. The sender will complete Part 1 of the form and send Parts 2 and 3 to the recipient. The recipient will complete Part 2 and return Part 3 to the sender. The three-part form is not commonly available, electronic and plain paper copies are used as necessary.
• A copy of the ICS 213 should be sent to and maintained within the Documentation Unit for incidents.
• Contact information for the sender and receiver can be added for communications purposes to confirm resource orders. Refer to 213RR example (Appendix B)

Number Block Title Instructions

1 Incident Name (Optional) Enter the name assigned to the incident. This block is optional.

2 To (Name and Position) Enter the name and position the General Message is intended for. For all individuals, use at least the first initial and last name. For Unified Command, include agency names.

3 From (Name and Position) Enter the name and position of the individual sending the General Message. For all individuals, use at least the first initial and last name. For Unified Command, include agency names.

4 Subject Enter the subject of the message.

5 Date Enter the date (month/day/year) of the message.

6 Time Enter the time (using the 24-hour clock) of the message.

7 Message Enter the content of the message. Try to be as concise as possible.

8 Approved by (Enter the name, signature, and ICS position/title of the person approving the message.)
• Name
• Signature
• Position/Title

Reply The intended recipient will enter a reply to the message and return it to the originator.

10 Replied by (Enter the name, ICS position/title, and signature of the person replying to the message. Enter date (month/day/year) and time prepared (24-hour clock).)
• Name
• Position/Title
• Signature
• Date/Time