Emergencies rarely happen when it’s convenient. Whether it is a cyberattack during a holiday weekend, a power outage during your busiest production shift, or a natural disaster, crises demand immediate action. Yet, when stress levels spike, critical thinking often plummets. This is why a well-structured, accessible emergency contact list isn’t just a piece of paper—it is a vital operational tool.
Creating a comprehensive emergency contact list is one of the simplest yet most effective steps you can take to protect your business. It bridges the gap between chaos and recovery. This blog will walk you through exactly what your list needs, why it matters, and how to ensure it works when you need it most.
What to include on your list?
Your business information
It might seem redundant to put your own information at the top of a contact list. After all, you know who you are. But in a high-stress situation, or if an emergency responder is the one reading the list, clarity is king.
Your business information should always be the first entry, and should include your company name, address, location, and phone number. This information needs to be accessible, so when you’re speaking with emergency services, you can get the details sorted right away.
Manager and employee information
Once the immediate physical threat is addressed, your next priority is people. Communication is the backbone of crisis management. You need to know who is safe, who is in charge, and who needs to stay home.
List your primary decision-makers first. This usually includes owners, the CEO, and key facility managers. Include multiple methods of contact for these individuals: office phone, mobile phone, and personal email.
If you lease your space, your landlord or facility manager is a crucial ally. They often hold the keys to the mechanical rooms, sprinkler systems, and main utility shut-offs. If a structural issue arises, they need to know immediately.
If the emergency involves an employee, their emergency contacts will need to be alerted, too. Including a contact number and email address – plus an emergency contact for each employee – is a good idea.
Emergency service numbers
911 is an obvious go-to emergency number, but it’s not the only one that deserves a spot on your emergency contact list. Consider adding the numbers for poison control, animal control, your alarm system company, and any other industry-specific services you think you might need if things go awry.
Insurance information
When your business is at risk of a loss (or if one has already occurred), you’ll need to contact your insurer as soon as possible. Be sure to include the name of your insurance company, your policy number, and the direct number to their claims team to start the claims process.
According to the Insurance Bureau of Canada, having your insurance information ready is a key part of business continuity planning. The sooner you report a loss, the sooner remediation experts can arrive to mitigate damage, like drying out water-damaged floors before mold sets in.
Utility companies
Utilities probably play a central role in your business operations, so it’s important to keep your utility companies in the loop. Include numbers for gas, electricity, and water service providers on your list, since these contacts can help you minimize damages if you experience something like a gas leak or a burst pipe.
Quickly contacting these providers can help them shut down services remotely or dispatch crews to isolate the hazard, minimizing the physical damage to your property.
Other useful contacts
You may need to contact other services in the wake of an emergency, like locksmiths, taxi companies, or tow trucks. Play it safe and include all relevant services in this master list, so you won’t have to frantically track the numbers down when the time comes.
Plan ahead to help protect your business
Losses are tough, and recovery can be a long road. But you’re not alone! The right business insurance policy can help with everything from the immediate cleanup to legal issues that arise after the dust settles. The best way to get a well-tailored policy for your business is to work with a broker who truly understands your industry. To learn more, visit our Business Insurance Page today!