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Emergency communication plan template
A plan for how people are told when something goes wrong at one site. Record the scenarios it covers and who can declare an incident, then build the contact cascade with a primary and a backup channel for each person and the date each was last tested. List the audiences, from staff and visitors to regulators and the media, write the messages in advance, and test every channel: the form scores how many work. Add the assembly points with GPS and photos, work through twelve readiness checks and log every test. For the wider plan, see the emergency action plan template.
For site managers, health and safety leads and continuity leads who need a tested, dated record of how staff, visitors and others will be told in an emergency.
The legal notes are for Great Britain (the fire safety note for England and Wales). Elsewhere, use the form for the record and take duties from local law.
- Scenarios covered, who declares an incident, the out-of-hours route and who gives the all clear
- A contact cascade with primary and backup channels, last test date and result, flagged when out of date
- Audiences with sender, approver, channel, target time and access or language needs, and pre-approved messages
- Channels with a test result each, power cut and off-site checks, and a working percentage
- Assembly points with GPS and photos, twelve readiness checks and a test log scored by people reached
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What should an emergency communication plan include?
It works when a named role can declare an incident at any hour, every person in the cascade has a backup channel, at least one channel works in a power cut, the messages are written and approved in advance, and the plan has been tested recently enough to trust.
Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against Management of Health and Safety at Work Regulations 1999, regulation 8: procedures for serious and imminent danger, Management of Health and Safety at Work Regulations 1999, regulation 9: contacts with external services, Regulatory Reform (Fire Safety) Order 2005, article 15: procedures for serious and imminent danger and HSE, emergency procedures.
How to write an emergency communication plan
Write it for one site, with the people named in it, and test it before you rely on it.
Decide who declares
Choose the scenarios, the role that can declare an incident and a deputy, and how out-of-hours calls reach someone.
Build the cascade
List each person in call order with a primary and a backup channel, who they call next, and when the details were last tested.
Plan audiences and messages
For each audience set who sends, who approves, the channel and a target time. Write and approve short holding messages.
Test the channels
Test the PA, radios, text alerts and phones, record the result, and note which work in a power cut or reach people off site.
Check, log and sign
Work through the readiness checks, log each test with people reached, list fixes with owners and dates, and sign.
What makes an emergency communication plan work
Contact cascade
4. Landlord or managing agent, Pennine Estates. Primary: landline, out-of-hours line. Backup: email to the helpdesk. Calls next: ground floor tenant. Last tested 2 June 2026: not reached. Action: get a working out-of-hours number and test it by 13 November.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Listing one mobile number per person and never ringing it, so the first real test is the emergency.
What happens next
Fix the contacts and channels that failed, retest them, approve any draft messages, and run the next drill with messages before the date set on the plan.
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Want to see one filled in? See a completed emergency communication plan report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the emergency communication plan template
An emergency communication plan for one site: scenarios covered, who declares an incident, a contact cascade with primary and backup channels and the date each was tested, audiences from staff and visitors to regulators and media, pre-approved message templates, channels with a test result each and a working score, assembly points with GPS and photos, twelve readiness checks, a test log with the percentage of people reached, actions and approval. 10 sections and 130 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site address: the site address, from the space or the project
- Organisation: the project's customer
Site and plan
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site addressShort answerFills in from the site address, from the space or the project
- OrganisationShort answerFills in from the project's customer
- Location (GPS)Short answer
- Plan date*Date
- Plan prepared by*Short answer
- Plan reference and version*Short answer
- Plan owner*Short answer
- Type of siteChoose one
- Office
- Warehouse or distribution centre
- Factory
- Shop or retail unit
- School or college
- Care or healthcare premises
- Hotel or leisure
- Construction site
- Other
- People usually on site (staff, visitors, contractors)Number
- Opening and shift hoursShort answer
Include nights and weekends if the site works then.
- Do other employers share the building?Yes or No
- How plans are co-ordinated with them*NotesShown when “Do other employers share the building?” is Yes
- Your own test interval for contacts and channels (days)*Number
The form flags a contact or channel not tested within this many days. For example 90.
- GuidanceBasis (Great Britain). Employers must set up procedures for serious and imminent danger and, as far as practicable, tell people exposed to it about the hazard and the steps taken to protect them (Management of Health and Safety at Work Regulations 1999, regulation 8). They must arrange any necessary contacts with external services, particularly first aid, emergency medical care and rescue (regulation 9). In England and Wales the Regulatory Reform (Fire Safety) Order 2005, article 15, requires fire emergency procedures, including safety drills. This plan records how people will be told; it does not replace the fire risk assessment or the emergency plan.
- CheckHSE says to consider whether emergency plans should be co-ordinated with other employers who share the workplace.Shown when “Do other employers share the building?” is Yes
Scenarios and who declares an incident
- Scenarios this plan covers*Tick all that apply
- Fire
- Gas leak
- Bomb threat or suspicious item
- Intruder or lockdown
- Serious injury or illness
- Flood or water leak
- Power failure
- IT or phone outage
- Severe weather
- Chemical or fuel spill
- Building damage or structural concern
- Infectious disease outbreak
- Other (describe)
- Who can declare an incident and start the cascade*Short answer
A role, not only a name.
- Deputy if they are not available*Short answer
- Out of hours: who is called first, and how*Notes
Alarm receiving centre, keyholder, on-call manager. HSE asks you to think about nights, weekends and closed periods.
- Number used to call the emergency servicesShort answer
For example 999 or 112 in the UK.
- Location to give the emergency servicesNotes
Entrance, what3words or grid reference if the site is hard to find, gate codes.
- Who gives the all clear, and how everyone is toldNotes
Contact cascade
- GuidanceList the people in the order they are contacted, with a backup channel for each. Keep personal numbers in the controlled contact list if this record is shared widely.
- Contact cascadeRepeat for each entry. Each one asks:
- Order in the cascade*Number
1 is called first.
- Role*Choose one
- Incident lead
- Deputy incident lead
- Site or duty manager
- Fire warden or evacuation lead
- First aid lead
- Security
- Communications or press lead
- HR lead
- IT lead
- Facilities or building manager
- Landlord or managing agent
- Senior manager on call
- Other
- Name*Short answer
- Primary channel*Choose one
- Mobile phone call
- Text message (SMS)
- Landline call
- Two-way radio
- Public address (PA) or voice alarm
- Messaging app group
- Mass notification system
- Intranet or staff app
- Website or social media
- In person
- Number or addressShort answer
- Backup channel*Choose one
- Mobile phone call
- Text message (SMS)
- Landline call
- Two-way radio
- Public address (PA) or voice alarm
- Messaging app group
- Mass notification system
- Intranet or staff app
- Website or social media
- In person
- Backup number or addressShort answer
- Calls nextShort answer
Who this person contacts once reached, for example "all team leaders, warehouse".
- Contact details last testedDate
- Last test resultChoose one
- Reached on primary
- Reached on backup
- Not reached
- Days since testedWorked out by the formShown only when the answers above make it relevant
- CheckNot tested within your test interval. Test this contact.Shown only when the answers above make it relevant
- CheckNo test date recorded for this contact.Shown only when the answers above make it relevant
- WarningNot reached at the last test. Correct the details and test again.Shown when “Last test result” is “Not reached”
- Test statusWorked out by the form
- Contacts in the cascadeWorked out by the form
- Not reached at the last testWorked out by the form
- Not tested within your intervalWorked out by the form
Audiences
- AudiencesRepeat for each entry. Each one asks:
- Audience*Choose one
- Staff on site
- Staff off site or working remotely
- Visitors and contractors on site
- Customers or service users
- Parents, carers or next of kin
- Neighbours
- Emergency services
- Regulators
- Insurer
- Landlord
- Key suppliers
- Media
- Other
- Who sends to them*Short answer
- Who approves the message firstShort answer
Leave blank if the sender can send without approval.
- Main channel*Choose one
- Mobile phone call
- Text message (SMS)
- Landline call
- Two-way radio
- Public address (PA) or voice alarm
- Messaging app group
- Mass notification system
- Intranet or staff app
- Website or social media
- In person
- Your target for the first messageShort answer
For example within 15 minutes of the incident being declared.
- Access and language needsNotes
For example deaf staff paged by text, visitors who do not speak English, people working alone.
- Where their contact details are keptNotes
- Audiences planned forWorked out by the form
- GuidanceHSE: do not forget the needs of people with disabilities and vulnerable workers when planning emergency procedures.
Pre-approved messages
- Message templatesRepeat for each entry. Each one asks:
- Scenario*Short answer
- Audience*Short answer
- Pre-approved message*Notes
Short and plain: what has happened, what to do now, when the next update comes. Use [brackets] for details filled in on the day.
- Status*Choose one
- Approved
- Draft, not yet approved
- Approved by*Short answerShown when “Status” is “Approved”
- Approved onDateShown when “Status” is “Approved”
- Message templatesWorked out by the form
- Not yet approvedWorked out by the form
Channels and their test results
- ChannelsRepeat for each entry. Each one asks:
- Channel*Choose one
- Mobile phone call
- Text message (SMS)
- Landline call
- Two-way radio
- Public address (PA) or voice alarm
- Messaging app group
- Mass notification system
- Intranet or staff app
- Website or social media
- In person
- System, provider or equipmentShort answer
For example the PA system, radio set, text alert service.
- Scan the asset tag or serialScan a label: asset number, serial number, model
Optional. For radios, PA amplifiers and emergency phones.
Shown only when the answers above make it relevant - Works in a power cut?Yes or No
Battery backup, charged radios, a phone that does not need mains power.
- Reaches people off site?Yes or No
- Last tested*Date
- Test result*Choose one
- Working
- Partly working
- Failed
- What did not work, and the fix*NotesShown only when the answers above make it relevant
- WarningThis channel failed its test. Do not rely on it until it is fixed and tested again.Shown when “Test result” is “Failed”
- CheckNot tested within your test interval.Shown only when the answers above make it relevant
- PhotosPhotos
Optional. For example the PA panel, radio charging station, text alert screen.
- ChannelsWorked out by the form
- WorkingWorked out by the form
- Partly working or failedWorked out by the form
- Channels working (%)Worked out by the form
- Work in a power cutWorked out by the form
Assembly points
- Assembly pointsRepeat for each entry. Each one asks:
- Assembly point*Short answer
For example "Car park B, by the lamp post nearest the gate".
- Used forChoose one
- Main assembly point
- Alternative assembly point
- Invacuation or shelter point
- Muster point for one area
- Location (GPS)*Short answer
- Who takes the roll call thereShort answer
- How the roll call is checkedNotes
For example visitor book, sign-in app, team lists held by wardens.
- Signed on site?Yes or No
- Photo of the assembly point and its signPhotos
- Film the walk from the main exits to the assembly pointsWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.
Readiness checks
- Every role in the cascade has a named deputyChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Out-of-hours contacts and keyholders are currentChoose one
Checked against the alarm company and keyholder list.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Emergency contact sheet posted at reception or the control pointChoose one
Includes the emergency number and the site location details.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Alarm or PA heard in every areaChoose one
Including toilets, plant rooms, cold stores, yards and noisy areas.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- A way to warn people who cannot hear the alarmChoose one
For example visual beacons, vibrating pagers, a buddy.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Visitor and contractor sign-in list available for the roll callChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- At least one channel works in a power cutChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- At least one channel reaches staff who are off siteChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Media and social media enquiries go to one named personChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Regulators, insurer and landlord contacts listed with who calls themChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Staff know the plan and where the messages are keptChoose one
Ask two or three people.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Plan shared with other employers in the buildingChoose one
Not applicable if no one shares the building.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- PhotosPhotos
For example the posted contact sheet, a sounder, the sign-in screen.
- Readiness checks needing actionWorked out by the form
- AcceptableWorked out by the form
- Not checkedWorked out by the form
Test log
- GuidanceHSE says people respond more reliably when they take part in regular and realistic practice. Record every test here, including real incidents.
- TestsRepeat for each entry. Each one asks:
- Test date*Date
- Type of test*Choose one
- Call cascade test
- Text or mass notification test
- PA or voice alarm test
- Radio check
- Full drill with messages
- Real incident
- People contacted*Number
- Reached within your target*Number
- Minutes to reach the last personNumber
- Reached (%)Worked out by the form
- CheckFewer people reached than contacted. Find out why and correct the contact details or channels.Shown only when the answers above make it relevant
- What went wrong and what was changedNotes
- Tests loggedWorked out by the form
- People contacted in all testsWorked out by the form
- Reached within targetWorked out by the form
- Reached in tests (%)Worked out by the form
Actions and approval
- Contacts or channels not tested within your intervalWorked out by the form
- Items needing actionWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Today
- Before the next test
- Within 1 month
- At the next review
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- Plan ready to issue
- Issue once the listed actions are done
- Not ready: retest after the fixes
- Date of the next testDate
- SummaryNotes
- Plan owner nameShort answer
- Plan owner signature*Signature
- Site manager nameShort answer
- Site manager signatureSignature
See it filled in
A completed emergency communication plan report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Emergency communication plan FAQs
Is an emergency communication plan a legal requirement?
Not by that name. In Great Britain, regulation 8 of the Management of Health and Safety at Work Regulations 1999 requires employers to set up procedures for serious and imminent danger, and, as far as practicable, to inform people exposed of the hazard and the steps taken to protect them. Regulation 9 requires necessary contacts with external services, particularly first aid, emergency medical care and rescue. How people are told is part of meeting those duties, and this form records it.
Sources: Management of Health and Safety at Work Regulations 1999, regulation 8: procedures for serious and imminent danger and Management of Health and Safety at Work Regulations 1999, regulation 9: contacts with external services.
What does fire safety law say about emergency procedures?
In England and Wales, article 15 of the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to set up procedures, including safety drills, for serious and imminent danger, and to nominate enough competent people to carry out evacuation. This plan covers the communication part; it does not replace your fire risk assessment or evacuation plan.
Source: Regulatory Reform (Fire Safety) Order 2005, article 15: procedures for serious and imminent danger.
How often should the plan be tested?
The law quoted here sets no interval for testing call cascades. HSE says people respond more reliably when they take part in regular and realistic practice and have agreed, recorded and rehearsed plans. The form asks you to set your own interval in days and flags any contact or channel not tested within it.
Source: HSE, emergency procedures.
What if we share the building with another employer?
HSE says that where you share a workplace with another employer you should consider whether your emergency plans and procedures should be co-ordinated. The form asks whether the building is shared and how plans are co-ordinated, and has a readiness check for sharing the plan.
Source: HSE, emergency procedures.
How does the plan cover people who cannot hear the alarm?
HSE reminds employers not to forget the needs of people with disabilities and vulnerable workers. The form records access and language needs for each audience, and has a readiness check for warning people who cannot hear the alarm, for example with visual beacons, vibrating pagers or a named buddy.
Source: HSE, emergency procedures.
Does SiteSurvey send the emergency messages?
No. SiteSurvey is where you write, test and record the plan: the cascade, the messages, test results, GPS for assembly points, photos and a signed PDF report you can share by link. The messages themselves go out on your own channels, such as your PA, radios, phones or text alert service.
Related
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Templates that go with the emergency communication plan form
Internal audit of a quality, health and safety or environmental management system, a 5S area or a procedure, with findings, corrective actions and sign-off.
Record a non-conformance, contain it, find the root cause with 5 whys, set corrective actions with owners and dates, then verify and close.
Structured walk of a work area: what you saw against the standard, the eight wastes, conversations with the people doing the work, observations and actions.
Approve or re-evaluate a supplier or subcontractor: insurance, certificates and competence checks, scored performance, audit findings and a decision with conditions.
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