Please use Microsoft Excel or similar a spreadsheet to prepare a page of records similar to that set out below. Please submit the spreadsheet as an attachment.
RED = Required Data
BLACK = Optional Data ( Grid Ref. is not normally required if the Site Code is given)
| Date | Location | Site Code | Grid Ref | Species | Species Code | Count | Notes |
| 22/02/02 | Venus Pool | 2 | SJ549061 | Bittern | BI | 1 | Seen from the main hide moving through typha to left of the main phragmities reed bed. |
| 02/03/02 | Frankwell Meadows | 1395 | SJ4813 | Brambling | BL | 1 | with a small flock of chaffiches |
Grid Reference - this is not essential but is very useful when identifying new locations. They may be left out if the site has a Site Code (see below) but is helpful in locating precise positions, especially in the case of breeding birds. A six figure grid reference is best as this identifies the position to 100 sq metres but a four figure grid reference will do if you are exactly sure where you are - this identifies the position to 1000 sq metres (a one kilometre square). For assistance with calculating grid references click here
SITE CODE - all observations are identified by the place where the bird is seen and the SOS Recorder allocates a number to each place mentioned by an observer. It really helps with the entering of records into the computer database is this reference number is included. To open the list of Site Codes click here. Leave this column blank if you cannot find the name on the list or you are unsure. If your records are from a new site please give some information about it.
SPECIES CODE - in the same way all species have been allocated a letter code and, as with place, the species code assists the County Recorder with data input. For the current list of Species Codes click here. Leave this column blank if you cannot find the species name on the list.
page amended September 2008