1. In emergencies, it is essential that regular situation reports reach the outside world (other UN agencies, implementing partners). The frequency of such reports will be determined by the characteristics of the situation; more frequent reports will be necessary in the initial stage of an emergency. Situation reports should give an overall view of the situation with sufficient factual content and explanation of changes since the last report to answer rather than raise substantive questions. By indicating progress achieved, problems encountered and steps being taken or planned to overcome these problems, the reports should give a cumulative picture of how the needs of the refugees are being met. It should report on actions including actual and planned activities; however, it should not dwell on intentions.
The SITREP should:
□ Be short;
□ Focus on priority areas;
□ Give quantitative data in a standard format (e.g. give the death rate as deaths/10,000/day NOT the number of people who have died);
□ Highlight trends (e.g. increasing/decreasing water supply, increase/decrease in arrival rate);
□ Clearly say who is expected to take any actions which are specified.
2. A suggested format is given below. Information contained in the SITREP should be analyzed and consolidated before being passed on to the next management level. The practice of simply copying “raw” and un-analyzed information from one level to another should be avoided. If the same format is used by all levels from site to central office to Headquarters, it will make it easier to consolidate reports from various areas. Major headings should as a rule be the same in each report, indicating "no change" if appropriate. The report can either be structured by sector of assistance with sites covered under each sector, or alternatively, by site, with sectors of assistance covered under each site heading. In either case, the information under each sector of assistance and for each location should cover as applicable:
i. Current situation;
ii. Particular problem areas, remedial action planned with time frame;
iii. Any variation from overall implementing arrangements;
iv. Any action required from the addressee of the SITREP.
3. The reports should be sequentially numbered, copied to other UNHCR offices as appropriate (including the UNHCR liaison office in New York). The report may be used as the basis for wider situation reports issued from Headquarters.
