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The essential HR contingency plan template

It is important to keep your company prepared for any scenario, including emergency leave or unplanned staffing changes. That's where HR contingency planning comes in!

Template by Bao Nguyen
4 minutes to finish · English · PPTX
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  • Easy and simple to use

A risk and contingency plan clarifies the method a company should adopt in order to continue operations after being affected by a major crisis. Such a crisis can be including a disease outbreak, natural disaster, or a fire. Download (for free) to create your ultimate contingency plan.


A risk and contingency plan clarifies the position a company would adopt in order to continue operations after being hit by a major crisis. Such a crisis can include a disease outbreak, natural disaster, or an explosion. The need to create this plan cannot be overemphasized as crises can lead to the abrupt downfall of a business if not taken care of. 

This template has been designed for the use of HR managers, directors, CEOs, and business owners. It will serve as a map for them when creating their contingency plan.

Sample HR contingency plan template


The [Company’s name] Contingency Plan is intended to provide a framework for constructing plans to ensure the safety of employees and the resumption of time-sensitive operations and services in the event of an emergency (fire, tornado, hurricane, flood, earthquake, etc.)

Since the information contained in this document describes [Company’s name] management’s planning assumptions and objectives, the plan should be considered a sensitive document. It should be handed out along with the Employee Handbook (if you need help creating your Employee’s Handbook, we have a template for that). All of the information and material contents of this document should be labeled, “Limited Official use”.

Pre-Disaster Planning


The procedures outlined in this plan will be used to enhance the protection of lives and property while maintaining business continuity. This plan is designed to assist [Company’s name] to cope with the anticipated needs generated by an emergency situation and to assist with the communication of those events and needs. This plan shall address various situations which may threaten the physical or personal safety of employees, visitors, and customers.

Types of crises/emergencies identified

  • Medical Emergency – epidemic, poisoning, etc.
  • Environmental/natural disasters – fires, floods, tornadoes, earthquakes, explosions, etc.
  • Bomb threats or any terroristic threat received by phone, etc.

Emergency coordinators

  • [Employee’s name] is the Emergency Coordinator responsible for coordinating all emergency response actions in the office. He/she is familiar with the operations of the business and has full access to all areas in the office. In addition, he/she has the authority to make decisions during an emergency and will be available on a 24-hour basis.
  • The Alternate Coordinator is [Employee’s name]. He/she will work in conjunction with the Emergency Coordinator or on his/her behalf.

Telephone directory

  • Emergency Coordinator - {contact info}
  • Alternate Coordinator - {contact info}
  • Medical emergency response team leader - {contact info}
  • Hospital emergency service - {contact info}
  • Emergency fire service - {contact info}
  • Police - {contact info}
  • Hazardous materials emergency - {contact info}

The Emergency Coordinators are responsible for notifying the nearest hospital, police, or fire services as often as needed for any special medicine, equipment, or decontamination procedures that will be required after any accident or outbreak.

Method of alerting employees and other people in the office

When there is an emergency, employees and other people within the company’s vicinity will be alerted by the public address system or email communication accessible by the Emergency Coordinators.

Method of alerting neighbors

In the event of a fire or other type of incident, contact immediate neighbors who may be affected. When a fire or other type of incident may affect these neighbors, employees will alert neighbors by telephone or verbally by walking into their offices. This will be the responsibility of the Supervisor/Manager.

Procedures for shutting off gas, electricity, and water

  • Gas will be shut off in the event of a major natural disaster where structural damage is present and/or when the gas odor is present or if there is a fire. The gas valve is located {position where it is located: e.g. on the outside wall at the Northeast corner of the building}. {Instruction on how to turn the gas off}.
  • Electricity will be shut off in the event of a gas leak. {Instruction on how to turn off electricity}.
  • Water will be shut off in the event of a water leak. The water valve is located {position where it is located}.

General evacuation procedures

{Provide instructions to facilitate the immediate evacuation in the office}


  • The Emergency Coordinator or the designated Alternate will access the intercom calling for the immediate evacuation of all persons.
  • All supervisors/managers within the company’s vicinity at the time will be responsible for assisting employees, guests, and others in exiting the location.
  • All employees and others will assemble at [location]. All Supervisors/Managers will account for their employees and any others present at the time of the emergency.

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In this template, you'll get:

  • Pre-disaster planning to formulate a laid down plan before a disaster even strikes.
  • Disaster recovery plan to ensure your company bounces back from it fast.
  • Company emergency response plan to create detailed emergency response plans for your company.
  • General evacuation procedures to instruct what employees should do before/during/after the evacuation.

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.
  • ✍️
    The contents in the template are just a starter. Make sure you insert and edit the variables (name, logos, etc.) to tailor the template to your business.
  • 📟
    Upgrade the material by changing or adding in texts, sections, and visuals.
  • 🖨
    Export as PDF or print it out for easier handling and communication with your team.

Who this template is for

  • Business leaders needing a plan to help them prepare for what comes next.
  • HR specialists who desire to keep all employees safe before, during, and after emergency incidents.
  • Managers who need a comprehensive guide to follow during an emergency.

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