Skip to main content
Checking access…

Emergency Communication Protocols and Codes

Quick Summary​

When emergency situations disrupt normal communication channels, having pre-established protocols becomes critical. This guide covers essential communication schedules, basic coding systems, and coordination methods for emergency situations.

Why This Matters​

During widespread emergencies, cell towers fail, internet goes down, and normal communication channels become unreliable or overloaded. Whether you're coordinating with family during a natural disaster, managing a search and rescue operation, or organizing community response efforts, having backup communication protocols can mean the difference between chaos and coordinated action.

Real scenarios where this applies:

  • Hurricane knocks out cell towers for days
  • Earthquake disrupts all electronic communications
  • Wildfire evacuation where family members are separated
  • Extended power outage affecting all digital communications
  • Remote location emergency where radio is your only lifeline

Communication Schedule Framework​

Primary Schedule​

Establish regular check-in times that everyone knows:

Daily Check-ins:

  • Morning: 0800 hours (8 AM)
  • Evening: 2000 hours (8 PM)
  • Duration: 5-10 minutes maximum
  • Frequency: Predetermined channel or frequency

Emergency Schedule:

  • Immediate: Every 30 minutes for first 4 hours
  • Extended: Every 2 hours for next 24 hours
  • Long-term: Return to daily schedule

Alternate Schedule​

If primary times fail, use backup schedule:

  • Primary +1 hour (if 0800 fails, try 0900)
  • Primary +3 hours (if 0800 fails, try 1100)
  • Different frequency/channel if available

Example Protocol:

Family Emergency Communication Plan:
- Primary: Channel 16, 0800 and 2000 daily
- Alternate: Channel 22, 0900 and 2100 daily
- Emergency: Channel 16, every 30 minutes
- Duration: 5 minutes maximum per check-in

Basic Emergency Codes​

Status Codes​

Simple codes everyone can remember:

Condition Codes:

  • GREEN: All good, no assistance needed
  • YELLOW: Minor issues, monitoring situation
  • RED: Emergency, need immediate help
  • BLACK: Serious emergency, life-threatening

Location Codes: Pre-assign simple codes to important locations:

  • Alpha: Home base
  • Bravo: School/workplace
  • Charlie: Designated meeting point
  • Delta: Emergency shelter location

Daily Authentication​

To verify messages are legitimate:

Word of the Day:

  • Changes daily
  • Known only to your group
  • Used to confirm identity
  • Example: Monday = "Baseball", Tuesday = "Garden"

Number of the Day:

  • Simple 2-digit number
  • Changes daily
  • Used for message authentication
  • Example: Monday = 23, Tuesday = 47

Message Structure​

Standard Format​

Keep messages brief and structured:

  1. Identity: Who you are
  2. Authentication: Word/number of day
  3. Status: GREEN/YELLOW/RED/BLACK
  4. Location: Where you are (use codes)
  5. Needs: What you need (if any)
  6. Next Contact: When you'll check in again

Example Message: "This is Sarah, word is Baseball, status GREEN, location Alpha, no needs, next contact 2000 hours."

Emergency Message Priority​

Immediate (RED/BLACK):

  • Medical emergency
  • Immediate danger
  • Evacuation needed

Urgent (YELLOW):

  • Supplies needed
  • Route blocked
  • Plan change needed

Routine (GREEN):

  • Status update
  • All okay check-in
  • Information sharing

Communication Security​

Basic Precautions​

  • Keep codes simple: Complex codes fail under stress
  • Change regularly: Daily at minimum for authentication
  • Limit transmission time: Stay on air as briefly as possible
  • Use lowest power necessary: Reduces interception range
  • Avoid personal details: Don't broadcast addresses, full names

What NOT to Say Over Radio​

  • Full names or addresses
  • Specific locations (use code words)
  • Detailed plans or routes
  • Resource inventories
  • Personal information

Equipment Considerations​

Primary Communications​

Ham Radio (Best Option):

  • Requires license but very reliable
  • Wide range capabilities
  • Active emergency networks
  • Battery powered options available

FRS/GMRS Radios:

  • No license required (FRS)
  • Short to medium range
  • Inexpensive and widely available
  • Good for local coordination

Backup Methods​

Written Messages:

  • Pre-written cards with common messages
  • Leave at predetermined locations
  • Use simple symbols or codes

Visual Signals:

  • Colored cloth or flags
  • Mirror signals during day
  • Flashlight signals at night

Setting Up Your System​

Step 1: Choose Your Primary Method​

Select based on your needs:

  • Range required: How far apart will you be?
  • Budget: What can you afford?
  • Complexity: What skill level do you have?
  • Legality: Do you need licenses?

Step 2: Establish Protocols​

  1. Set regular check-in times
  2. Assign location codes
  3. Create authentication system
  4. Practice message formats
  5. Plan for equipment failure

Step 3: Train Your Group​

Everyone needs to know:

  • How to operate the equipment
  • When to check in
  • What codes mean
  • Message format
  • Emergency procedures

Step 4: Regular Testing​

  • Weekly equipment checks
  • Monthly protocol drills
  • Update codes regularly
  • Test backup systems

Common Mistakes​

Mistake: Making codes too complicated Why it's wrong: Under stress, people forget complex systems Instead: Use simple, memorable codes and repeat them often

Mistake: Only one person knows how to operate equipment Why it's wrong: That person might not be available during emergency Instead: Train at least 2-3 people on all equipment

Mistake: Never testing the system Why it's wrong: Equipment fails, batteries die, people forget procedures Instead: Test monthly at minimum, weekly during high-risk seasons

Mistake: Talking too long on emergency frequencies Why it's wrong: Blocks channel for others who may have emergencies Instead: Keep messages under 30 seconds, use scheduled times

Modern Alternatives​

When power and infrastructure are available:

Mesh Networks:

  • Cell phones with mesh networking apps
  • Creates local network without towers
  • Good for neighborhood coordination

Satellite Communicators:

  • Devices like Garmin inReach, Spot
  • Work when everything else fails
  • Can send GPS coordinates
  • Subscription required

Digital Radio:

  • Modern digital modes for ham radio
  • More efficient than voice
  • Can send text messages
  • Requires more technical knowledge

Licensed Services​

  • Ham radio requires FCC license
  • GMRS requires license (but no test)
  • Commercial frequencies need authorization

Emergency Exceptions​

  • Most restrictions waived in life-threatening emergencies
  • Still follow basic courtesy and protocols
  • Return to normal operations when emergency ends

Privacy Expectations​

  • Radio communications are generally not private
  • Anyone can listen to most emergency frequencies
  • Use codes for sensitive information
Source

Adapted from Field Manual FM-3-05-70

Last updated: January 18, 2026