When something goes wrong at work, this form puts the named emergency contacts for each employee in one place, ready for whoever has to make the call.

Effective Form Templates

This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Form number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested form templates. No junk, jargon or unnecessary fields. Simple and usable form templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on personnel records and emergency contacts:

• Personnel Records and Data Protection
• First Aid at Work
• Managing Staff and Workers knowledge base

Logo Update Service

Download this form template with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.

How to Download

This file is included in the alphaZ subscription. This form is also included in the ISO 9001 Toolkit and the GDPR / Data Protection Toolkit, and in every alphaZ ISO toolkit that covers managing people, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like hands-on help setting up your personnel records and data protection controls, or your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Employee Emergency Contact Details Form Template

This emergency contact details form records who to contact if something happens to an employee at work. It holds the employee's name, job title and line manager, with the surname, first name, relationship, address and contact details of each emergency contact, plus space for additional notes.

In a management system it supports emergency preparedness and response under ISO 45001 clause 8.2, so the people to contact are known before an incident happens. The form is marked Confidential and its retention is set by the personal data register.

Built for Emergency Preparedness

The form puts the details needed in an emergency in one confidential record.

• Gives a named contact, relationship and contact details for each person to call.
• Lists more than one contact, so there is someone else to try if the first cannot be reached.
• Links each record to the employee's job title and line manager.
• Leaves room for any other notes the employee wants the business to know.
• Sets the protection and retention of the completed form against the personal data register.

What's Included in this Emergency Contact Details Form

The form is completed electronically or in block capitals.

• Employee Details - name, date, job title and line manager.
• Emergency Contacts - surname, first name, relationship, address and contact details for each emergency contact.
• Additional notes / comments - free space for anything else relevant.
• Record Retention Summary - a table to record the protection and retention of the completed form.

Keeping Contact Details Current

Contact details go out of date. Ask staff to check their form whenever their circumstances change and at their annual review, so the right person is called in an emergency.

Who Can See the Form

The completed form holds personal data about the employee and the people they name. Decide who holds the completed forms, for example line managers and those responsible for emergency response, and keep access limited to them.

Who Needs an Emergency Contact Details Form?

Any employer, whatever its size. It is completed when someone starts, kept where the people responsible for emergency response can reach it, and completed again when an employee's contacts change.

Pairs with the Employee Personal Details Form

Emergency contacts sit alongside the wider personnel record, so this form pairs with the F-HR1 Employee Personal Details - the full record set up for each employee.