Observation Checklist for Journal Keeping

field notes using observation checklist

I write this observation checklist in the back of my field notebook and nature journal. Following it has improved my note-taking tremendously. I begin every journal entry with this information. It is part of the Grinnell system of keeping a naturalist's field journal.


• time (use 24-hour clock format; 1435 for 2:35p.m.)
• date (use international format: 03 September2007)
• locality (place)
• route (how did you get there)
• weather (temperature, cloud types, wind, rain, etc.)
• habitat (backyard, forest, desert, wetland,etc)
• vegetation (where, insect visitors, blooming?)
• animal behavior
• general notes
• sketches, maps, photos, information
• arrival and departure times
• list of species seen

To ensure that you are someone in the future can read your notes here are some tips.
• use acid-free paper (Moleskin Brand makes several models
• use fade-proof, waterproof ink (Micron, Pilot G7 and Stafford Uniball are good models)
• use numbers ("1") instead of the word ("one")
• use as few abbreviations as possible
• number journal pages in the margins

Catalog for the Grinnell System

catalog page after the Grinnell System

A catalog tracks the objects you collect.

It assigns a number (starting with 1) of all the specimens such as pine cones, rocks, etc. that you pick up during your field observations.

This is a separate section of your Grinnell field journal or a separate book all together.

At the end of the year, the print format record is closed out. The last page of a year ends and a new page is started for the new year.

Professional naturalists employed by museums donate their collections to their employing institutions to preserve specimens. It is often a condition of their employment and they have legal licenses to collect.

Please note: I only pick up fallen objects. Such as pine cones, leaves, shells, acorns, nuts, a feather, rocks, etc. I don't pick live plants or bird's nests.

Setting Up the Page

Title each page "Catalog".
Label or tag each specimen you collect.

For each specimen tag or label. Include this same information in the catalog.

• item number
• date collected
• location of collection
• collector's name
• identification of object

A note about identification for the hard-core scientists among us. For professional naturalist collections, a taxonomist, who specializes in species identification will identify a specimen. The field collector may not. A professional field collector may sometimes write the species scientific name on back of the label - in pencil. In case they make a mistake. But this shouldn't stop us amateurs.

If you draw, photograph or attach an object to your nature journal page, including this information will be very helpful in learning about your area.

A record of where you found or collected an object makes that object more useful to your nature study.

I had a box full of leaves that I had collected over the years that had no record of where I found them. I could only say this is a "Scarlet Oak leaf". But, couldn't return to the tree to see if it was still there or if there was any new to find out.

I eventually composted my collection. It had limited nature study value.

Species Account of Grinnell System

Species account in my journal

A Species Account is a record of animal, plant or other nature observations.
Since little is known about the majority of animal and plant species, almost any information is useful and valuable.

The entries are geared toward recording phenology, ecology and behavior.
In the Grinnell Field Journal System, the journal would narrate general observations. The species account would be for specific birds, plants, weather, rocks, etc, that you are focusing on.

I have read that college biology students are required to make a detailed observation pages of all the plants and animals that they observe. For the amateur naturalist, that might be too much. Choose what works best for you.

These entries are where observation of regularly or intensely studied species is collected in one place. This makes it easy to locate information on behavior, nesting, courtship, bloom times, etc.

To be really valuable, the observations should be made at regular intervals. Professional naturalists plan out a schedule. Perhaps, a certain plant is scheduled to be observed every day at 10:00 am. Or a bird's nesting behavior once a week.

Having this information in one place saves hunting through nature journals to find out about a particular species.

Say, you were asked to write a short article, poem, etc., for your nature club newsletter on the House Sparrows in your local area. Having detailed observations about the birds' habits would make writing that article much easier.

Hints and Tips
• record the locality of sighting, observer and date
• For frequently traveled trails, use standard references or prominent landscape features. State the distance from the pond, the big red boulder, etc.
• use a compass or pace off measurements
• record observations, while you are observing them

Grinnell System - Field Journal

Grinnell style field journal

A field journal is what professional naturalists and biologists use. It is a nature journal which uses the scientific method.

It is where you write out your field experiences and observations in a diary-like format.

The entries are written in complete sentences and narrate what was observed.

It is drawn from the notes taken in the field notebook. You basically take the scribbled notes and partial sentences of your notebook and turn them into full coherent sentences.

It is ideally written in the afternoon or evening of the observation. Don't let too much time past (even 24 hours) before writing. Memories fade very quickly.

It includes information gathered based on the observation checklist and what you observed. Also how you did something, such as finding tracks and signs, where you looked for plants and animals.

Write on only one side of the paper. Usually the right side.

This leaves the left side for maps, photos, sketches that complement what is written on the right page.

If you are left- handed you can reverse this.

The book usually covers one calendar year.

The journal can be in many forms. The original form Grinnell recommended was a 6X9 loose-leaf notebook. But, 6X9 loose-leaf paper that doesn't yellow is hard to find. I tend to like a hardbound, Moleskine Ruled Notebook Large . Probably because at the end of the year. I have a pretty illustrated book. 

More on the Grinnell System:
Grinnell System Overview

Grinnell System Format

a Grinnell style journal

The Grinnell Format follows certain conventions that make it easier to write up observations and for others to read them. Once you begin using these conventions they will quickly become automatic. Following these guidelines has improved my nature journal entries, 100%.

Duration Each journal should cover one calendar year.

Margins - 3 cm (1 3/16 inches) on left side of sheet and top

Date day-month-year (example - 01 June 2008).All four components of the system are written based on one full calendar year. One year per notebook, journal, catalog and species account. Use the day-month-year format to eliminate confusion.

Time24-hour clock (example - 1408 is 2:08 p.m.) Remember to note time changes, such as daylight savings time.

Page Numbers - All pages should be numbered.
They can be number consecutively thorough all the observer's journals,where the first journal starts with page one and the numbers continue with each new journal. Say, the first journal has page numbers 1through 218. Then the next year's journal would start with page number 219.
Or each new journal can start with page one.

Write on one side of the sheet only-  i think since most people are right handed, most people write on the right side of the page only. I suppose lefties could do the opposite. Writing on one side makes sure the ink doesn't "ghost" or "shadow" on the other side making the writing hard to read. Also, it leaves the opposite page for sketches, drawing, maps, photos, etc.
Species lists should be written at the end of a journal entry.Sometimes, in our journals we make a list of blooming plants, birds seen, etc. These list should be placed at the end of a journal entry after the day's account has been written.

Numbers Use the numeral instead of the word. Example: use "1" instead of "one".

Abbreviations Avoid them. Instead use the full word, because later you may forget what them mean. Also, anyone who reads your journal or notes after you may not know what the abbreviations mean.

Underline species names Scientific species names should be underlined with a straight line. Common names with wavy line. This may seem a bother, but I have found it is very useful when I want to make end-of-the-year-what-did-I-see species list in the back of my nature journal.

Write in full sentences.You should be able to lift a quote or full sentence right from the journal entry and use it in a publication.

Write with a pen.Write with a acid-free, archival, water-resistant ink pen. Micron, Pilot G7 and Stafford Uniball are good brands.

Grinnell Field Notebook

Grinnell style field notebook

A field notebook is a small shirt-pocket-sized memo pad where you record your nature observations.

It is carried on field trips, hikes and while sitting in your backyard. It is a handy way to record what you see and to always have something to write in your nature journal. I always have mine with me.

I take mine on fast-moving birding walks with my Audubon group. I list birds seen and other observations.

It is your primary note receptacle. It can contain all sorts of notes such as directions, nature observations, books to read, anything you want.

Keeping it with you allows you to take notes while you are observing. Memories can be inaccurate.

Later you may ask yourself was the hawk's eye yellow or red? Had the American Goldfinch's plumage turned from summer breeding to drabber winter colors?

A memo pad fills up quickly. I go through several each year. When you fill up one, file it away.

From the memo pad a full account of your observations are written in the field journal.

Hints and Tips

• date every page
• include your name, permanent address, telephone and email on the inside front cover
• write or tape the daily observation checklist on the back cover

Grinnell System Overview

one of my journals in the Grinnell format

The Grinnell System has helped me become a better naturalist.

I've been keeping a naturalist's journal for a long time. But a year or so ago, I felt my journal writing had stagnated and needed a boost. I went searching for a way to make my nature journaling more thorough.

What I found was this method.

The method is designed to aid scientific investigation. It is the method most often used by professional biologists and field naturalists.

The method was developed by Joseph Grinnell (1877-1939), a field naturalist, teacher and the first director of the University of California's Berkeley Museum of Vertebrate Zoology. He taught this method to his students and used a variation of the system himself.

The method consists of four parts:
• a field notebook - to directly record observations as they are happening.
• a field journal - of fully written entries on observations and the information
• species account - of detailed observations on chosen species
• catalog - a record of where & when specimens were collected.

It takes practice to use the system but it is well worth it.

My nature journal information has improved probably a hundredfold. My observations are more thorough since I follow the suggested observation list of what to include. The species account has tied together various entries from the span of a year.

The Berkeley Museum of Vertebrate Zoology had started a project to put all of its collected field journals online. This is an wonderful opportunity for naturalists all over the world, to read information and see the field notes of professional scientists.

This is the only book that I have come across that discusses the method in-depth. I treasure my copy. It is also available from the original publisher, Buteo Books. At the same price, though.

This is the first in a four-part series. The next part will be published tomorrow at 3 pm.

Naturalist training is over.

Twelve-spot Skimmer (Libellula pulchella), originally uploaded by donnallong.

My core training as a naturalist is over. I am relieved and sad at the same time. I glad because I finally feel as if I am on summer vacation. Saddened because I met some great people and won't see them until next spring.

I loved the camaraderie of a group of like minded people. And of learning from each other.  Learning about the environmental history and natural history of Philadelphia was invaluable. I really wish one of the universities would teach adult education or continuing education classes on the topics.

I will be using what I learned for a long time to come. I plan in the coming weeks to put up photos essays and and journal posts about what I learned.  

Simplicity for the Naturalist

My minimum equipment field bag.

My naturalist training group spent the afternoon in the field the other day. We were in a wooded area of Fairmount Park. We did wetlands activities, bird behavior, plant identification and searched for reptiles and amphibians.

Yet again I learned the importance of carrying very few items of equipment. Lucky, I have learned this the hard way after years of nature walks, but it bears repeating. I fight hard to take just a few things with me. The most useful items are my five senses, a notepad, binoculars and a hand lens. Much more than this and the bag is too heavy and awkward. And I spend every few moments adjusting or re-positioning something.

I write this post for the newbies out there. Take little and experience everything. 

My binoculars are good ones. They were moderately priced but the image is clear and sharp. The binoculars let me spot a Blackburnian Warbler (I think) moving quickly if annoyingly through the tree branches. (For Pete's sakes why won't warblers hold still?)

My little hand lens is simple and about fifteen years old, but it showed me and several others the foamy, plant tissue of a sedge. This plant tissue looked like Styrofoam and filtered the gasses from the water.

My simple notepad kept notes of what I had seen, what I had heard and what I did. It cost less than a dollar. Nothing fancy there.

My camera is middle of the line. Not too expensive but full of features. And it takes fantastic photos. The  one in the photo is the little pocket camera I always keep with me.

Resist. I say resist the endless stream of junk we have pushed at us from every angle. Keep it simple and explore, not rack up debt.