Writing a situation report format

situation report powerpoint

Conjecture and opinion do not belong in a situation report. Compose the report in logical order. Tips When in doubt, confirm and clarify details with your sources. Observe carefully. Include a key highlights or executive summary section at the beginning of the report, but only after all the data is gathered and put into logical order.

Be precise with dates, times and facts. Determine what information must be gathered, and from whom.

Situation brief format

Emergency management organizations, government agencies, armed services, businesses, law enforcement agencies, humanitarian nongovernmental organizations and diplomats all rely on situation reports. Many organizations have a standard format for a situation report that requests certain types of information. Many organizations use situation reports to give superiors the input and information they require to make correct and appropriate decisions. For example, if your company sent a large order to the wrong address, find out which staff were directly involved in taking and shipping the order. Take detailed notes and if possible, use a handheld tape recorder for interviews. Record contact details for each person you interview, including full name, professional title, date of birth, address and telephone number. Distribute the report to all relevant staff members. If the event was a natural disaster, view the disaster area and note the impact on the land, infrastructure and population. The goal is to give the most comprehensive picture possible of an event and the results of that event. Determine what information must be gathered, and from whom. Use clear and concise vocabulary to describe events, avoiding adjectives and adverbs. Include a key highlights or executive summary section at the beginning of the report, but only after all the data is gathered and put into logical order. Collect and gather data. Write the situation report in a matter-of-fact way without revealing your personal feelings.

You must gather pertinent details from the parties involved and piece them together in a cohesive format that paints a clear picture of the situation.

Regular progress reports will likely follow the initial situation report, so you need only describe what is happening currently, not what might happen in the near future. Use clear and concise vocabulary to describe events, avoiding adjectives and adverbs.

Write your situation report. Include all the relevant information. Use facts and figures, avoiding supposition. In the above example, you would want to get a detailed timeline of all the events might have contributed to the order being shipped to the wrong address.

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Situation reports (sitreps)