Sample emergency email template - Natural disaster email
Subject line: [Company_name] closed on [date] due to [disaster]
Dear all,
According to the [credible news source/government agency], the [disaster] is expected to arrive on [date].
Due to the bad weather, we would like to inform you that [Company_name’s offices] are closed from [time] on [date].
Most importantly, please follow local weather safety alerts to ensure you are protected from severe weather and contact [emergency hotline] if you need any support.
We are closely monitoring the status of this event and will update everyone further actions if needed. Please feel free to contact the [Security/HR/Health Service] team if you have any questions.
Regards,
[Your name]
Manager communication checklist in case of emergency
☐ Have internal communication with the CEO about crafting regular updates to inform employees about precautionary plans. These memos should include frequently asked questions and have a link to sites with further information on the outbreak.
☐ Tell your employees if any of their colleagues are ill or under quarantine.
☐ If you have lived through similar outbreaks in the past, let your employees know you are prepared, haven learned from past experience.
☐ Remind your employees that they are not expected to come to work if they are sick. Also, if any of their family members are sick, it is best they stay at home with them.
☐ [List activity]
☐ [List activity]
Sample disaster recovery plan
Statement of goals and objectives
Disaster Recovery is the process of ensuring that essential business functions can be maintained throughout a variety of incidents and emergencies. The Disaster Recovery Plan endeavors to ensure the continuous operation of the company. The purpose of {Company’s name} Disaster Recovery Plan is to identify disaster recovery-related strategies, procedures, decisions, and related practices. The goals of this document include:
- To provide operational continuity and quick recovery for all critical systems impacted by a disaster.
- To ensure that the disaster recovery program is properly communicated to all staff, clearly identifying all essential roles and responsibilities.
- To maintain an orderly process for business resumption and systems recovery.
- To ensure that disaster recovery activities and strategies are continually tested and revised as needed.
Recovery plan
- This recovery plan is to help recover {percentage of capacity to be restored} with {estimated restoration period}
Example: 50% of critical functions will be restored within 24 hours or
- It is to cover the following scenarios {list the emergency scenario covered by the plan}
Example: Fire outbreak, earthquake, bomb explosion, etc.
- This plan applies to disaster events lasting no longer than {emergency duration addressed by the plan}
Change in location and system functionality
{Provide a general description of the change in system architecture and functionality. Indicate the operating environment, physical location, and partnerships with external organizations/systems. Include information regarding any change in other technical considerations that are important for recovery purposes, such as backup procedures. Provide a diagram of the architecture, including security controls and telecommunications connections.}
Line of succession
{Enter the name and full contact information, within the order of succession, of the individuals responsible for executing decisions regarding the content outlined within this plan, after the event of a disruption/disaster.}
(For example, the Chief Information Officer (CIO) might be the primary individual responsible for decision making but if inaccessible, the Deputy CIO might be identified as the individual responsible for making decisions. Continue the description of succession as applicable).
Recovery operation team
{Create a team that will attend to every vital aspect of the company’s operation}
Operations recovery goal:
{Enter the recovery objective. For each person/team responsible for executing a function to meet this objective enter}
- Name: {Employee(s) name}
- Contact Information: {contact information(s)}
- Responsibility: {Enter responsibilities. E.g Ensure there is an alternate location available in the event of partial or complete office collapse}
- Other: {Enter other relevant information}
HR recovery goal:
{Enter the recovery objective. For each person/team responsible for executing a function to meet this objective enter}
- Name: {Employee(s) name}
- Contact Information: {contact information(s)}
- Responsibility: {Enter responsibilities. E.g Contact employees detailing the help the company will give them during this period}
- Other: {Enter other relevant information}
IT recovery goal:
{Enter the recovery objective. For each person/team responsible for executing a function to meet this objective enter}
- Name: {Employee(s) name}
- Contact Information: {contact information(s)}
- Responsibility: {Enter responsibilities. E.g Ensure remote work can be logged in to the company’s communication system}
- Other: {Enter other relevant information}
Return to Normal Operations
{Procedures should be outlined, per the necessary team, to transition from recovery to normal activities. }
Resumption procedure:
{Enter the resumption objective. For each person/team responsible for executing a function to meet this objective enter}
Employee compensation procedure:
{Enter the compensation procedure. For each person/team responsible for executing a function to meet this objective enter}
Work-from-home monitoring procedure:
{Enter the monitoring guidelines. For each person/team responsible for executing a function to meet this objective enter}
