Share this post
Editor's Pick
in Crisis Management
4.5 (432)

Top 4 emergency email templates

The emergency email templates help managers communicate unexpected situations and action plans to address these occurrences appropriately.

Template by Thao Nguyen Le
5 minutes to finish · English · PDF
Download nowIt's free
  • 612 already downloaded
  • Easy and simple to use

When you need to deliver critical messages during a critical event, make sure they’re already in the queue. Pre-written emails save time, communicate clearly, and prevent panic. Download (for free) and apply our email templates to get the word out quickly.


The safety of employees is of top priority in any organization. So, important decisions are needed to ensure that employees are not put at risk. To make sure they’re on the same page with the new situations, you’d need these email templates to communicate the effects of various emergency situations on time without spreading fear.

This template includes email templates for a disease outbreak safety announcement, checking on during a disaster outbreak email, employee disaster warning email, and weather alert email. With these templates, you can save time and communicate plans with your staff as quickly as possible.

Successfully protect your business from the unexpected with the crisis management kit.

Diseases outbreak safety announcement email

Subject line: Urgent safety announcement: [Diseases name outbreak]

Dear employees,

The safety and health of the [company’s name] employees are our absolute priority and we are monitoring the [disease name] situation closely.

[Disease name] symptoms include [list of symptoms]. Other little-known symptoms may include [list of little-known symptoms]. If you have these symptoms, we advise you to see a doctor immediately.

We recommend everyone are on high alert to this:

Currently there are a number of recorded cases of [disease name] in [worldwide/region/country]. There are known cases in [business location: state/country].

We urge the [company’s] family of employees to routinely check with trusted healthy, media, and authoritative sources to remain informed.

If you are traveling to [areas where there is an outbreak], please remain vigilant. We recommend you [ list of safety recommendations concerning travel]

The following basic preventive measures should always be followed:

[A bullet list of hygiene advice/food to avoid/places to avoid etc.]

We will keep you updated when the situation changes.

For now, we advise you to stay safe.

Take care,

[Your Name]

Diseases outbreak safety announcement email (Coronavirus example)

Subject line: Urgent safety announcement: [Coronavirus]

Dear everyone,

As you may know, the [Coronavirus] outbreak has been a serious [global/local] health emergency. There are [X] reported cases in [Vietnam] and we recommend all staff are on high alert to this.

The following practices should always be followed to prevent any infection and ensure a safe working environment:

If you are having a [fever after spending time travelling during New Year], please stay home and take the necessary medical actions. Ensure to get back to work when completely recovered.

Report to the company if you have suspicious symptoms including [cough, fever, and sore throat] to get advice if needed.

You should wear a mask when leaving home or in a crowded place. • You should wash your hands for 20 seconds or more with soapy water frequently.

Cough and sneeze into your elbow or a tissue.

Get adequate sleep and eat well-balanced meals to ensure a healthy immune system.

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.

Take care.

[Your Name]

Checking on during disaster outbreak email

Subject line: Safety check-in

Dear employees,

The [company’s name] management thoughts are with you and your families who live in [location’s name] affected by [disaster/disease outbreak]. We hope you all are safe and secure. These are challenging times and we want to be of as much assistance and support as we can.

Our offices will remain closed until [we recover from the disaster/ the disease is contained]. We urge the [company’s] employees to routinely check trusted news media sources for the latest updates on the [disaster/disease outbreak].

To see you through this difficult period, here are some safety tips:

[Bullet list of emergency numbers/safety tips/preventive measures]

We are committed to helping you through this rough time. If you have any work-related concerns, contact [HR officer name] on [email address/number]. We will update you when the situation changes. For now, we advise you to take care and stay safe.

Take care,

[Your name]

Download free the full template 👉

In this email template, you will get:

  • Disease outbreak safety announcement email including Coronavirus example
  • Checking in during disaster outbreak email
  • Employee disaster warning email
  • Weather alert email

How to use this template

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • 🖨
    Print out for easier handling and communication with your team.

Who this template is for

  • Managers that want to take proactive steps in ensuring employee safety during hazzards.
  • HR managers who want to ensure a smooth transition from recovery to normal activities at their company.
  • Anyone who is in charge of handling emergency situations at the company.

Frequently Asked Questions

Download now
  • 1.
    Is it really free?


    We’re committed to helping you as much as possible in all things HR. Download and we will keep you updated on hot-baked useful resources coming out weekly.

  • 2.
    Why do I have to fill out my information?

    Your information is safe with us.

    We ask for your information in exchange for a valuable resource so we can: (a) send you more free and useful resources we publish weekly via email (b) inform you about pieces that we think may be of value to you. You can check out our privacy policy here.

  • 3.
    What is Grove HR?

    Grove HR is the best free HR platform that helps SMBs digitize their HR operation so that they can create an attractive digital employee experience.

    Operating on both desktop and mobile, it provides a full employee lifecycle solution from recruitment, onboarding, managing employee records to time-tracking, payroll, and more.

Download now