How to Fill Out the ICS 213 General Message Form: Blocks and Reply

The ICS 213 General Message form is a one-page document for sending written messages between incident personnel, and filling it out means completing eight numbered blocks as the sender and leaving two for the recipient’s reply. To fill out the ICS 213 General Message form, download the current fillable PDF (v3) from FEMA’s Emergency Management Institute or the National Wildfire Coordinating Group’s ICS forms page, then work through the blocks in order.¹² Blank copies are usually stocked at the Incident Command Post, but supply units don’t always have them ready on day one, so print a stack before deploying.

Blocks 1 Through 8: The Sender’s Section

The first eight blocks are completed by the person originating the message.

Block 1 — Incident Name. Enter the name assigned to the incident. This block is optional, but filling it in helps the Documentation Unit file the form correctly, especially when multiple incidents are running at once.¹
Block 2 — To (Name and Position). Write the recipient’s name and ICS position. Use at least a first initial and last name. Under Unified Command, include the agency name too.¹
Block 3 — From (Name and Position). Your name and ICS position, using the same format as Block 2.
Block 4 — Subject. A short description of what the message is about.
Block 5 — Date. The date you write the message, in month/day/year format.
Block 6 — Time. The time you write the message, using the 24-hour clock. Write 1430 rather than 2:30 PM.¹
Block 7 — Message. The body of the message. Keep it concise and write in plain language, avoiding radio codes, abbreviations, or agency-specific jargon that people from other organizations might not understand.
Block 8 — Approved by. The name, ICS position, and signature of the person approving the message for transmission.

Writing a Clear Message Block

FEMA’s own instruction for Block 7 is to “enter the content of the message” and “try to be as concise as possible.”¹ Common uses include coordination requests between sections, incident name changes, and notifications that need a written record.

If your message refers to a map, roster, diagram, or other attachment, flag it in the message text itself. Something like “See attached Division A assignment map” works. The form has no dedicated attachment field, so the message block is the only place to note supplemental documents. Staple or clip attachments to the form so they stay together through handling.

Blocks 9 and 10: The Recipient’s Reply

When you receive an ICS 213 that calls for a response, you complete the bottom of the form:

Block 9 — Reply. Write your response to the original message.
Block 10 — Replied by. Enter your name, ICS position or title, signature, and the date and time of your reply, again using the 24-hour clock.¹

The completed form then goes back to the original sender. Don’t skip the signature. An unsigned reply creates ambiguity about who authorized the response, and that becomes a problem when the incident record is reviewed later.

h2>Getting the Form to the Recipient

Delivery depends on the incident’s size and setup. At a single-location Command Post, a runner may hand-carry the paper form directly. When sender and recipient are at different locations, the message text can be read over radio or telephone, with the receiving party transcribing it onto a blank ICS 213 at their end. Electronic transmission by email or through an incident management platform is common where connectivity is reliable.

Whichever method you use, log receipt. On paper, the recipient notes the time received. Digital platforms typically generate an automated timestamp. A message with no confirmation of receipt is a gap in the incident record.

When To Use the 213RR Instead

The ICS 213 is a general-purpose message form. The ICS 213RR is a separate Resource Request Message form designed for ordering resources and tracking their status. If you need to request personnel, equipment, or supplies through the logistics chain, use the 213RR. The general 213 fits coordination messages, notifications, questions, and other correspondence that isn’t a formal resource order.

Where the Completed Form Goes

A copy of every completed ICS 213 should be sent to the Documentation Unit within the Planning Section.¹ The Documentation Unit maintains all incident files, stores them for legal and historical purposes, and compiles them as part of the overall planning record.³ At the end of each operational period, original message forms are collected and integrated into the incident documentation package.

How Long To Keep the Form

If the incident involves a federal disaster declaration with Public Assistance funding, FEMA requires that all records tied to the grant, including ICS forms that support the eligibility of work and costs, be retained for at least three years from the date the final federal financial report is submitted.⁴ The requirement comes from 2 CFR §200.334, and the clock doesn’t start until that final report is submitted, so the actual retention period is often longer than three years from the date the form was written.⁵

If any litigation, audit, or unresolved claim involves the records, hold everything until those matters are fully closed, even after the three-year window has passed.⁵ Incident response records may also have permanent historical value; the National Archives excludes them from its general disposal schedules and requires agencies to develop their own retention schedules approved by NARA.⁶ Don’t destroy ICS 213 forms after an incident without confirming your agency’s approved retention schedule and verifying that all grant closeout and audit activity is complete.

1
Federal Emergency Management Agency. ICS 213 General Message
2
National Wildfire Coordinating Group. ICS Forms
3
Federal Emergency Management Agency. NIMS Appendix B – Incident Command System
4
Federal Emergency Management Agency. Grant File Documentation and Recordkeeping
5
eCFR. 2 CFR 200.334 – Record Retention Requirements
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National Archives. GRS 5.3 Continuity and Emergency Planning Records