Submit Sightings

Guidelines for documentation and submission of records

to the Maine Bird Records Committee

The Maine Bird Records Committee solicits information on all occurrences in Maine of the 145 species and 3 rare subspecies on the Review List. We also request reports of any species unrecorded or unsubtantiated in Maine (see official list here).

Please send all documentation (written descriptions, photos, audio, video) to the Secretary, Becky Marvil.  In your email, please answer the following to the best of your ability.

All reports must include species, location, date of observation, and name of observer. The most important additional information you should include is a detailed description of the bird seen, comparing the bird in question to similar species. Focus the description on the bird or birds under observation (i.e. not a description of what the species is supposed to look like). Viewing conditions and time of observation are helpful.  Here are some guidelines to follow in your submission:

• Species

• Dates (and time) first and last seen

• County and Location

• Finder(s), and identifier if different

• Contact info (email and phone)

• Other observers

• Photos, videos, audio recordings (if any)

• Observers experience with this species

• Please describe the circumstances and conditions when found (e.g. weather, light, tide, etc.)

• ** Please describe the structure, plumage, behavior, vocalizations (if any), etc., and how other species were eliminated **

We understand that observations are sometimes brief and made under difficult circumstances. Not all evidence may be obtained. Some people shy away from documenting rarities because they feel their descriptions or photos are inadequate. We review all evidence and appreciate all efforts to document bird sightings. Importantly, these are retained in our archives for future researchers to examine.

Even the barest shred of evidence might provide enough clues to support an identification. At the very least, something submitted is better than nothing. Obviously, the stronger the evidence, the more valuable the contribution to the historical record. Prepare to document birds through practice. Write descriptions of common birds that are around you every day. Practice "emergency" techniques, such as using a cell phone through binoculars or video options on point-and-shoot cameras to record sound (or even a dictation of characters on the spot).

For tips and advice, please visit the links below to read helpful articles on documenting and reporting rarities:

How to Document Rare Birds by Donna L. Dittmann and Greg W. Lasley

A Lost Art?: Writing Descriptions of Rare Birds by David Irons

How to Write Convincing Details by Mike Patterson

On Taking a Notebook Afield by Claudia Wilds (Maryland/DC Records Committee)

Emerging from the Silent Majority: Documenting Rarities by Claudia Wilds and Robert Hilton

Writing a Rare Bird Report by Steve Summers

Examples of field sketches (Massachusetts Avian Records Committee)