Carl (N4AA) and I have been chatting about pulling together a summary of
things I see as a QSL manager that might help you in pursuing those important QSL cards.  The result is this article, where I have attempted to include tips based on what I've seen as a QSL manager, as well as tips I've picked up over the years. Rather than write a long article that would bore you, I've put some salient points into various topic categories for your consideration.  Hopefully you'll find a few new ideas to try when you fill out your next QSL card.
 Several people helped in providing background and review for this rticle.
Special thanks to Ralph (K2PF), Wayne (W4MPY), Joe (W3HNK) and Phil (G3SWH)
for their thoughts, review and comments.
 I'm sure I've left something out, so if you have other ideas, or
improvements, or suggestions, please email them to me at ku9c@arrl.net and
possibly Carl will give me some bandwidth in a future issue for follow-up
articles on this important part of chasing DX!

GENERAL LOGGING/QSL COMMENTS:

* In everything you do, USE UTC/GMT TIME.  Use UTC when you fill out your QSL card request.  Make sure you have the correct time/date.  It amazes me how many cards are received with the information off by 24 hours.
* If you use computer logs, back them up often.  If you work a station whose QSL card is very important to you (e.g., a new DXCC country), consider keeping the QSO information both on your computer and in a second log that cannot be lost via a hard drive failure (e.g., use PAPER and PEN).  If the contact was made in a contest, note your serial number, or any other unique identifier, in the log and on your QSL.  If the QSO is the result of contacting a DXpedition, note QSOs worked by the DX station immediately before and after you.  Note the operator's name, if available, and any other information that might help the DX station or the QSL manager find your QSO in the log.  Keep all these records until you have the new one confirmed!
* Write legibly, particularly the critical data provided on your QSL request needed to identify the contact (e.g., date and time).
* Use ink that will not smear on your QSL card.  Test your ink yourself.  If it smears, don't use it. The same goes for the envelope you send the card in and your SASE.  Very often mail is exposed to moisture.  Don't let that important QSL end up in the dead letter pile because your address information was smeared.

QSL DESIGN:
* Fancy cards are great, but make sure the information printed on your card
is legible.  Avoid script or other unusual fonts that can be misread.  If you use fancy fonts on your card, have your call printed in plain block letters somewhere on the card.? Make sure that all information is on one side of your QSL.  In particular, make sure your CALL SIGN is on the same side of the card as the QSO details.  It gets very tiring flipping cards from one side to another.
* Consider placing your email address on your card.  If you change Internet
service providers often, consider getting an email address that is independent of your provider (e.g., hotmail, yahoo mail, etc.), so that your card does not become obsolete.  The ARRL provides its members with an email reflector, so that you can be yourcall@arrl.net.

FILLING OUT YOUR QSL CARD:
* Ideally, place ALL QSOs on one card, and include them in one envelope
(unless the DX station or manager requests otherwise).  If you place all QSOs on one card, either write them all in one area legibly (or use a label), or write a note telling where the QSOs are listed (e.g., ADDITIONAL QSO's ON BACK of CARD).
* Make sure the 'date area' of your card clearly indicates Day/Month/Year if you use numbers (is 8/7/99 August 7 or July 8?).  Consider using letter
abbreviations or Roman Numerals for the month (e.g., 7 Aug 99 or 7 VIII 99).

FILLING OUT YOUR ENVELOPE TO THE DX STATION OR MANAGER:
* Use an envelope that is just large enough to include your QSL and SASE (see below).  Any 'unused' space in the envelope can be torn by the automated systems in use by the various postal services around the world.  DO NOT FOLD your SASE, particularly if the SASE is larger than the QSL card that will be returned in it.  Folds and unused space appear to be a challenge for automated letter sorting machines.  In particular, a folded 'business size (#10)' envelope used for a SASE seems to cause problems.  The QSL card returned in it fits in such a way that one of the folds tends to bend around, and is often returned to me torn.  Thus, I would suggest:
* Use the 'nested envelopes' available from many of the stamp and QSL printing services, and usually available at Hamfests.  These are particularly nice solutions for US to DX stations, but also work well in the US to US station situation.
* For US to US, use a standard 6 3/4 envelope, and DO NOT FOLD it.  Place that in an envelope slightly larger.  I've seen many folks using a #7 envelope, but they're hard to find.  A #10 envelope will work well, but I'd suggest using one constructed of heavier weight paper, or fold a piece of paper or two inside the envelope to provide some structural support to the envelope.
* For DX to US, use nested envelopes.  Please look at envelopes returned to you. If they're tattered or torn, use better quality envelopes.  I see many DX SASEs that are very thin, probably to save weight in the shipping process. Very often, these same envelopes are returned to me shredded.  If your SASEs are returned to you in bad shape, use a sturdier SASE envelope.
* If sending to a foreign country, put your country on the return address, and the name of the country on the LAST LINE of the address on the envelope.

WHAT IS A SASE?
 Based on the various types of SASEs that I receive, it's clear that SASE
has a number of meanings to people. Literally, it is 'Self-Addressed Stamped Envelope'.  However, in the world of Amateur Radio, I suggest that you should consider it as:
* An envelope of sufficient size to have the DX qsl card returned to you
(see above, it should not be too much bigger, and certainly not smaller, unless you like your card folded to fit in your envelope)
* Properly addressed.  Put your complete address in the 'to' section of the envelope.  If it is being returned from a foreign country, put your COUNTRY on the last line.  For DX stations requesting cards from US amateurs, print your country name in English.  I have had envelopes returned from the post office requesting better address information when 'Espana' is used in place of Spain, as an example.
* Include sufficient postage or funds to have the DX station or manager return your QSL to you.  Funds can be sent in the way of IRCs or US Dollar Bills (greenstamps).  Some managers, myself included, accept currency from other countries besides the United States.  However, it is important to realize that not all DX stations or managers have the ability to convert currency without a large transaction cost.   Unless you are sure, use greenstamps or currency of the country that you are sending your request, as the transaction cost may cost more than the value of the currency you have sent.
* Realize that, if you send IRCs, some countries require more than one IRC to have your card returned to you.  There have been efforts to put together a listing on the internet of IRCS required by country, but to date, a reliable comprehensive list has not been developed.  If in doubt, ask the DX station, and follow the instructions given.
* If you send a greenstamp or other currency, realize that there is normally an exchange cost to convert the money into local currency.  Thus, if you know a stamp from the DX country to you is, for example, almost US$1, realize that a single greenstamp may not be sufficient.  Again, if in doubt, ask the DX station, or ask a friend who has received a card from the
station to find out what worked.
* If you include actual stamps with your SASE for return postage make sure you send sufficient face value in stamps to ensure return.  Remember that postage rates are constantly changing!  Several vendors provide the service of selling mint foreign stamps to hams for SASEs.  However, most managers would prefer you NOT affix the stamps to your SASE, but rather include in your envelope.  That way, if you send too much, the extra can be used
by the manager.
* Be certain that the IRC you send is valid.  For an IRC to be valid, it MUST NOT be stamped in the right hand box. What a SASE is NOT:
* Don’t send a DX station or QSL Manager a card, a label and postage for your card returned.  This implies that you expect the DX station or manager to pay for the envelope to return your card.  If you use this method, you risk having your card returned as a post card, with all sorts of postal system markings on the card.  ONLY DO THIS if the DX station specifically notes that an envelope will be provided (and you might consider throwing in a bit extra to help the DX station pay for this service).
* What if you just mail a card without SASE or return postage or funds?  Expect the reply to come back to you via the QSL Bureau. Some other SASE Tips:
* Insert your SASE with the folded 'flap' toward the bottom of the envelope you use to mail the SASE.  That way, if a letter opener or automatic opener is used, it prevents the flap from being sliced when the recipient opens your envelope.
* If you send your QSL request to a humid area of the world, place wax paper between the flap and the envelope.  This keeps your envelope from being sealed when the recipient receives it.  Better yet, buy a stock of GOOD self-adhesive envelopes.
* If you use self-adhesive envelopes, buy the ones with a strip that is removed before the envelope is sealed.  I find these to be much better than those where both sides of the flap have an adhesive strip that seals when both sides of the flap come in contact.  These tend to dry out, and if put in the mail, you risk receiving your envelope returned without the desired
SL inside.  I find that I must tape almost every one of these that I receive.

QUICK NOTE ON IRCs:
 Bernie W3UR wrote an excellent article on what is a 'good IRC' in the
"How's DX" column in QST (June 1999), so I won't cover that here.  I would only ask that if you send an IRC, PLEASE make sure it is a good one.   IRCs tend to be some sort of  'alternate' ham radio currency, and there are a lot of improperly stamped ones in circulation.  If you buy new ones, ensure your postal service stamps them correctly.  If you buy from another ham, ensure you get good ones.  If you send IRCs to provide for postage, make sure you send good ones.  Enough said!

DECIDING HOW TO APPLY FOR YOUR QSL:
 The driving factor here is one of speed.  I've attempted to provide a
perspective on how fast you might expect to have your QSL card returned, depending on how you apply for it.  Remember that patience is a virtue here, both DX stations and QSL managers have other things in their life besides handling QSL cards. I strongly recommend you look through the following options, and then select ONE and only ONE of them to request a QSL.  I often receive direct request, followed by a request for the same QSL via the bureau.  My standard operating rule is that, if I respond to a direct request, subsequent bureau requests are discarded without response.  Multiple QSL requests via the various methods listed below make for a lot
of work for everyone involved.  I would also ask that you strongly consider NOT requesting a QSL for every QSO you make.  I often find many stations request QSL cards for multiple QSOs with the same DX station on the same band and mode.  While a QSL is the final courtesy of a QSO, I would ask you to be considerate of the expense of QSL cards and responses (particularly bureau costs) of this activity.
? DIRECT:  The fastest possible response will come with a SASE sent directly to the DX station or manager.  If the QSL you need is extremely urgent, I suggest requesting only one QSO with one DX call, or multiple QSOs with the same DX call in approximately the same period of time (i.e., several QSO's in the same month, same contest, etc.).  Whenever you request multiple QSOs, even with the same DX call, you risk one call not being in the log (requiring further research), multiple log searches, or in the case of a QSL manager, waiting for the log to arrive for one or more of the QSOs. Many managers will allow you to send QSLs for multiple stations that they
manage.  However, remember that each QSL request must be verified, which requires that the manager have QSLs and logs for each station.

* QSL SERVICE: If you are in less of a hurry, you might consider QSL services such as the one run by Les, WF5E.  His QSL service does an excellent job, and he makes it fairly easy for the DX station or manager to respond to QSL cards sent to his service.  Most of the managers I've talked to treat cards from Les essentially the same as requests sent direct from individuals, or at the very least, they are responded to substantially faster than QSL bureau requests.  I recommend WF5E if you want to lower your QSL exchange costs, but time is still a factor.
* QSL BUREAU: Using the QSL Bureau system is the most economical way to obtain a QSL card.  However, as noted in many venues, some stations do not respond to bureau requests, so using the bureau may not result in you receiving the QSL card you request.  Having said that, many stations report excellent bureau results over time, as most amateurs do answer their bureau cards in due time.  It's important to realize that bureau requests are the most expensive way for the DX station or manager to receive a card.  It usually costs money to receive your card, and additional money to return
it to you.  Thus, bureau cards generally receive less priority than cards received direct or from a service.  I personally tend to bureau cards once a year.If you use the bureau, please have patience, and DO NOT resubmit a QSL card until a reasonable amount of time has passed.  What is reasonable?
Well, if you send a card to me, it can take up to a year for me to respond, and then the time to mail it back to your bureau, and their processing time.  I believe that two years to receive a bureau request is certainly not unreasonable given the processing steps required to complete the circuit.
 If you want to inquire about your qsl card, I suggest using email if possible to correspond directly to the DX station or QSL manager.  If you mail a request, particularly if you mail a second SASE and QSL, note that this is a second request.  That way the manager can see if your first was lost in the mail or still in process, and react accordingly.

SPECIAL REQUESTS:
 I often get many special requests from amateurs.  Consider the request from a DX station or QSL managers point of view, particularly relative to the time and expense it takes to fulfill your request.  Remember the time it takes to fulfill your request takes time away from the DX station making a few more QSOs, or the manager filling out a few more cards.  Also, many requests, such as individual QSL cards for each QSO often is a considerable expense for the DX station or manager, particularly if a color QSL card is used.  If you store your cards by individual band or mode, let the DX station or manager know that is the purpose for your request. You might also consider throwing in a little extra to help cover the cost as well.

 I hope that these hints have been of use.  Again, comments to ku9c@arrl.net and in the future, I will expand on this topic if the interest exists.