What is an employee emergency contact form?
An emergency contact form is an employee information form that provides easily accessible details, such as emergency contacts and health details for first responders, in case of an unexpected incident.
What are the benefits of having an emergency contact form?
Maintaining accurate contact information for your employees may provide several benefits, including:
- Faster responses: When you need to reach out to an employee’s emergency contact, you can access the information quickly.
- Calmer reactions: Having this information easily accessible can help you stay calm and be more prepared in an emergency. You can feel confident that you can relay the correct information on the employee’s behalf.
- Detailed instructions: An emergency contact form may include information pertinent to an employee’s health, such as listing allergies or a preferred physician, that you can share with paramedics if necessary.
- Peace of mind: Employees may appreciate your attention to their wellbeing.
What to include on an emergency contact form
Most employee emergency contact forms collect basic information. You can format the fields however you prefer or ask for more or less information.
Key categories of information typically include:
- Employee’s personal information: This section covers the employee’s personally identifying information, such as their name, date of birth and contact information.
- Emergency contacts: The next section typically provides space for the contacts your employee wants you to call in an emergency. Most forms include space for two, so at least one backup is available if the primary contact doesn’t answer. It may also be helpful to request several methods of contact and their relationship with the employee.
- Employee’s medical information: You can include an optional section that offers space for medical information. This might include allergies, existing health conditions and preferences for treatment locations. Consider including a statement that this information is voluntary to help your employees feel more comfortable filling out the form.
- Acknowledgment: End the form with a date and signature line to verify the information provided is accurate and up-to-date.
Emergency contact form template
Consider the following emergency contact form template when constructing one for your company:
Employee’s personal information
Name:
Position/department:
Date of birth:
Home address:
Email address:
Cell phone:
Emergency contacts
Primary contact name:
Relationship to you:
Home address:
Home phone:
Work phone:
Cell phone:
Email address:
Secondary contact name:
Relationship to you:
Home address:
Home phone:
Work phone:
Cell phone:
Email address:
Medical information
The following medical information is voluntary, but it may help with an appropriate response in an emergency situation.
Primary care physician:
Preferred hospital:
Known allergies:
Existing medical conditions:
Other medical information you wish to share:
Date:
Signature:
Best practices for using emergency contact forms
Emergency contact forms are easier for your human resources (HR) team to manage when you have set procedures for handling them. Consider these best practices:
- Include emergency contact form information in your handbook. Outlining the details of the form in your employee handbook and how it should be used can give your employees an understanding of why they need to complete it.
- Protect the forms. Emergency contact forms should be considered confidential and protected. Allow access only to authorized employees. If you store the data digitally, ensure the information is encrypted and backed up appropriately.
- Secure consent. The form should show the employee consents to you using this information in an emergency. Ensure each employee signs their form.
- Communicate the form’s importance. Educate employees on the importance of informing you about contact changes to ensure there’s no delay in getting them help.
- Collect forms for all employees. Hybrid and remote employees should also complete the form in case of emergency.
- Establish procedures. Outline specific situations where you plan to use the contact forms. For example, you might first get verbal consent from the employee if they’re conscious and able to respond or try all forms of contact for the primary contact before moving on to the secondary person.
Frequently asked questions about emergency contact forms
Are employers required to keep emergency contact forms on file?
While it’s not typically required to keep emergency contact forms on file, check with your state or local jurisdiction. Having this data easily accessible could improve the treatment an employee receives if they experience a health situation at work.
How often should employees update their emergency contact forms?
Employees typically complete a form during the onboarding process. It can be beneficial to have your employees update their emergency contact forms at least once per year to ensure the information is still accurate.
You might ask employees to update the form during their annual review process or the benefits open enrollment process. Employees should also consider updating emergency contact forms if their information changes due to a life event, such as relocation or a change in marital status.
Can you require employees to complete an emergency contact form?
You may ask employees to complete an emergency form to help you satisfy regulations or requirements. However, many of the answers are voluntary. While this information is often helpful in responding to an emergency, your employees may not want their colleagues to know about their medical conditions.
