The benefits of creating an annual report for your fire, EMS, or 911 organization are many. Many ESOs use it as an opportunity to tell their community what and how they did since the last report. The report can provide operational data to the municipalities served, a financial report showing how donations were put to use, and communicate needs to the community. Whether it is simple or more detailed, the people and entities supporting your ESO will likely appreciate how you are putting their resources to good use. And best of all, most of your data is available from your fire, EMS, or 911 records management system.

Individuals in the community may not be familiar with the long hours required to become a firefighter, EMT, or 911 telecommunicator. They may also not appreciate the costs of structural firefighting protective gear, EMS stretchers, the cost of replacement vehicles, and complexities of interoperable communications equipment. By putting that information in your report, the community learns how your volunteers are training to better serve the community.

This document should include a story to showcase the benefit of the fire department. The story could be about an individual who was rescued, a property that was saved, or a major accomplishment by personnel during the year.

Here are several examples of data that could be presented in graphical form to inform your readers about your performance. All data is sourced from your records management system.

• Calls by month
• Calls by type – you would be best to explain the categories.
• Calls by time of day
• Average staffing per call
• Volunteer staff hours involved answering calls
• Volunteer staff hours involved in training
• Volunteer staff hours involved in community risk reduction/community education
• Total volunteer staff hours
• Names of Chief Officers
• Names of Board members

For volunteer organizations seeking to demonstrate the cost savings to the municipality and community, consider using the fire and/or EMS cost-savings calculators created by VFIS and the National Volunteer Fire Council. For organizations with a strategic planning process in place, this report is valuable by reporting on efforts to accomplish goals and objectives outlined in your 10-year plan.

Each year add a little more to the report. And before you know it, you have a running history for your organization. The minimal time invested in this report will go a long way to describe your work performed and always be available should any questions arise in the future.