You return from a work trip and receive a request for an 出張報告 (shucchō hōkoku). This is a report on what happened and what needs to happen next. Check the company’s format and deadline, then separate the purpose, the result, and follow-up actions. Keep travel expense claims in their designated process unless your employer asks you to attach them here.
Labels on a trip report form
| Japanese | Reading | Meaning / what to enter |
|---|---|---|
| 出張報告書 | しゅっちょうほうこくしょ (shucchō hōkokusho) | Business trip report |
| 出張期間・出張先 | しゅっちょうきかん・しゅっちょうさき (shucchō kikan / shucchōsaki) | Trip dates / destination |
| 出張目的 | しゅっちょうもくてき (shucchō mokuteki) | Why the trip took place |
| 訪問先・面談者 | ほうもんさき・めんだんしゃ (hōmonsaki / mendansha) | Place or organization visited / person met |
| 実施内容 | じっしないよう (jisshi naiyō) | Activities actually carried out |
| 成果・確認事項 | せいか・かくにんじこう (seika / kakunin jikō) | Result / points confirmed |
| 課題・未決事項 | かだい・みけつじこう (kadai / miketsu jikō) | Issue / unresolved item |
| 今後の対応・担当者 | こんごのたいおう・たんとうしゃ (kongo no taiō / tantōsha) | Next action / owner |
| 提出期限・承認者 | ていしゅつきげん・しょうにんしゃ (teishutsu kigen / shōninsha) | Submission deadline / approver |
| 経費精算・領収書 | けいひせいさん・りょうしゅうしょ (keihi seisan / ryōshūsho) | Expense claim / receipt; may be a separate workflow |
Make the report useful to the next person
- Match the trip details. Use the actual dates and destination. If plans changed after the 出張申請, report what happened and note the change when the form asks for it.
- State an observable result. “Attended the meeting” describes an activity. Add what was agreed, what information you received, or what remains undecided. Do not label a proposal as a final decision.
- Give every next action an owner and timing. Write who will send a file or contact someone, and by when. If a date is not confirmed, say that it is pending and who will confirm it. The same decision, owner and deadline pattern helps in meeting minutes.
- Check sharing restrictions. Use your company’s approved location for client or personal details. The trip report may be visible to more people than the original meeting notes.
- Submit and confirm status. Saving a draft is not always submission. Check whether the report is 提出済み, 承認待ち or 差戻し. If it is returned, read the comment and resubmit the corrected version using the approval status guide.
A short example
| Field | Example in Japanese | Meaning |
|---|---|---|
| 出張目的 | 新しい案内資料について、現地チームと内容を確認するため。 | To review a new information sheet with the local team. |
| 実施内容・成果 | 資料の構成を確認し、修正点を三点整理しました。 | Reviewed the structure and identified three revisions. |
| 未決事項 | 公開日は未確定です。 | The publication date is not yet decided. |
| 今後の対応 | 私が修正版を10月2日までに共有し、担当者が公開日を確認します。 | I will share the revision by October 2; the owner will confirm the publication date. |
The date above is only an example. Replace it with the real deadline and confirm which person is responsible before submitting.
Short questions you can send
「出張報告書の提出先と期限を教えていただけますか。」
Shucchō hōkokusho no teishutsusaki to kigen o oshiete itadakemasu ka?
“Could you tell me where and when to submit the trip report?”
「未決事項の担当者と次回確認日を確認させてください。」
Miketsu jikō no tantōsha to jikai kakuninbi o kakunin sasete kudasai.
“Please let me confirm the owner and next check date for the unresolved item.”
「経費精算は、報告書とは別に申請する形でしょうか。」
Keihi seisan wa, hōkokusho to wa betsu ni shinsei suru katachi deshō ka?
“Should I submit the expense claim separately from the report?”
Forms differ by employer. A report of trip outcomes, a receipt-based expense claim, and a daily work report may have different recipients and deadlines. Follow the instructions attached to each workflow.
