A Commercial Tenant Emergency Contact Form is a simple document that gives building management and landlords a clear, quick-reference list of who to reach if an issue occurs in or around a leased business unit. In urgent situations, managers can’t afford to search through lengthy lease files or chase outdated numbers. This form puts essential contacts right where they can be easily accessed.
Our complete Tenant Emergency Contact Form organizes the right people in the right order, with after-hours contact details for business owners, managers, and keyholders who can authorize access or respond to issues like fires, security incidents, floods, or major power outages.
Everything is laid out in a clean, customizable format that captures the business name, suite or unit, key contacts, and emergency numbers, making it easy for your team to use whenever a situation requires urgent and quick coordination.
Why This Form Works
Our tenant emergency contact form is laid out in a simple format, so commercial landlords and property and facility managers can find key contact details in seconds. Here’s what each part covers and how to fill it so it records information that actually helps in an emergency.
Building details
The first section helps with locating and identifying the right property. It includes:
- Building Name: Which property is the tenant in, useful if you manage multiple buildings or a business park
- Address: The complete street address so responders or vendors know exactly where to go in an emergency
- Floor: Helps the building staff and emergency services get to the right floor quickly during an incident like fire, a gas leak, or for evacuation
- Office No.: Mention the exact suite or unit so there’s no mix-up between tenants on the same floor
- Area: Let’s first responders and building management know the approximate size of the space. It’s useful for damage checks, evacuation, or utility issues
- Mailing Address: The address where written notices, follow-ups, or incident reports could be sent, if it’s different from the physical unit
Tenant details
The next section details who the tenant is and the business’s operational hours. This typically includes:
- Business Name: Records the legal or trading name of the tenant
- No. of Employees: Gives an idea of how many people might be on the premises, which helps with evacuation planning and headcounts in an emergency
- Type of Business: Specifies if it’s an office, retail, restaurant, clinic, warehouse, etc. This hints at possible risks (chemicals, cash on site, customer present, equipment details)
- Phone No.: This is the main phone line of the business that works during operating hours
- Fax No.: An optional channel for sending written notices or incident reports, if still used
- Email Address: May come in handy for follow-ups, written notices, or non-urgent emergency communication
- Operating Days: Tick which days of the week this business operates. You have checkboxes for Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday. This helps management know if an alarm or emergency occurred after hours.
- Operational Hours: Mentions the usual opening and closing times, helping decide when to call, who’s present at these hours, and whether after-hours access or checks are required
Together, all this information helps management understand how many people may be affected, when they are likely to be present on site, gauge how serious the disruption might be, whether a specific risk exists (e.g., server rooms, inventory, or sensitive records on site), and how to reach the business quickly if something happens.
Emergency contacts
This part of our emergency contact form lists people that the building management or landlord can call when something goes wrong.
You have 6 columns for two emergency contacts here:
- No.: The order of priority. List the primary emergency contact first and the secondary second
- Name: Full name of the emergency contact
- Email: For written updates or follow-up after the incident
- Position: The contact’s role in the business; could be an owner, manager, supervisor, or the keyholder, so management knows what or how much authority they have
- Contact No.: A working, current phone number to reach them quickly
- Availability: You have three checkboxes to indicate whether this person is usually on-site, off-site, or mainly available after hours. Check what fits.
If the first, priority contact doesn’t answer or is unreachable, the building management can reach out to the secondary contact without wasting time.
Businesses should list people who can actually make decisions or get to the site in case of an emergency. It could be a:
- Business owner or partner
- General, store, or branch manager
- Operations or facilities manager
- On-site supervisor or team leader
- Keyholder who has keys/alarm codes
- Security or IT manager (for sites with critical systems)
Informational contact(s)
An informational contact is someone the landlord or property manager keeps in the loop about incidents, but they aren’t the first person to make on-the-spot decisions. This person could be a regional manager, HR head, or a contact at the corporate office.
This section has seven columns to list details of two informational contacts:
- No.: Order in which they should be contacted or notified. Priority first
- Name: Full name of the informational contact
- Email: For incident summaries, notices, or follow-up communication
- Position: Their role (e.g., regional manager, HR manager, safety officer, corporate contact, etc.)
- Office Contact: Their main work phone number
- Personal Contact: Mobile number if they need to be reached outside the office
- Home Contact: Optional home phone number for serious after-hours situations
HVAC emergency contact
Next, the form records who to call if there’s an issue with heating, ventilation, or air conditioning in the tenant’s space.
You have four columns for:
- No.: In the order of priority, 1 is the first person you should try, 2 is the next
- Name: The technician, contractor, or company responsible for the tenant’s HVAC system
- Contact No.: Their current working phone number for urgent calls (desk, service line, or mobile)
- Email: For service requests, written follow-up, or communication
In case of leaks, temperature failures, smoke, or air-quality problems, the building management can reach the right technician quickly with this information at hand, without waiting for the tenant to coordinate it.
Hazardous materials and storage
This section tells first responders and management whether there are any risks inside the unit. The tenant answers whether there is any flammable or toxic substance stored on site by checking either a Yes or No box.
In case of a Yes, the form records further information:
- Material(s): Name the hazardous material; they could be cleaning chemicals, solvents, fuel, gas cylinders, etc.
- Storage Locations: Where it is kept in the unit (e.g., “Back storage room,” “Chemical cabinet near loading bay”)
Knowing this helps the building staff and fire crews know what they’re walking into, plan the evacuation if needed, and avoid making an emergency worse.
Acknowledgment, signature, and return instructions
Our form ends with a short responsibility statement and space for the tenant to sign. The statement essentially reminds the tenants that they’re responsible for keeping their emergency contact information up-to-date and accurate on file with the Property Management Office, so communication is seamless in case of emergencies.
Then you have two spaces for the tenant’s signature and date that confirms the information they provided is current and that they fully understand their responsibility.
Following that, the form instructs tenants to return the form after completion to the Property Management Office, with blank spaces for mentioning the method (e.g., email, portal upload, or in person), and the address or email where it should be sent.
Who is This Form For
- Commercial Landlords and Property Owners: Those who lease offices, clinics, shops, warehouses, or industrial units need this form to reach tenants in emergencies.
- Property and Facility Managers: Who handle multi-tenant office buildings, mixed-use properties, retail centers, or business parks.
- Operations Teams: These teams rely on contact information to access the premises or specific systems during an emergency, even outside of normal business hours, and to coordinate with utility providers or service specialists like locksmiths, IT support, etc.
- Emergency Services (e.g., Police, Fire Department): In critical situations, first responders may use this form’s information to reach the business owner or a keyholder for essential information regarding the building. For example, they might want alarm codes, internal layout, and potential hazards.
Note that any time ownership, managers, keyholders, phone numbers, or business hours change, tenants should submit an updated form.
When Is This Form Used?
Landlords, property managers, and first responders use the form in these cases:
- Building emergencies: In case of fires, smoke or alarm activations, major water leaks or flooding, gas leaks or hazardous odors, management uses this information to quickly reach the right tenant contact to confirm what’s happening, provide access to the unit, and give first responders accurate information about the space.
- Security breaches/break-ins: To notify the business owner about a security system activation, vandalism, or break-in.
- Utility failures: To address sudden loss of essential services (power, heating/cooling in extreme weather) that impact safety and business continuity.
- Natural disasters and evacuations: To account for personnel and coordinate post-disaster access/repairs.
What if a co-working space has rotating staff or no fixed on-site personnel?
Co-working setups often involve flexible schedules. In those cases, the tenant should provide contacts who are consistently available by phone, even if they’re not physically present at the workspace. This can be a manager, team lead, or operations coordinator.
What We Offer
With WordLayouts, you get a:
- Ready-made, professional template
- Fully customizable and easy to use
- Available in Microsoft Word or Google Docs
- A layout that can be printed, filled by hand, or completed digitally and saved as a PDF
Wrap Up
WordLayouts Tenant Emergency Contact Form for commercial property owners and managers gives you one clear place to record who to call, in what order, and on which numbers if something happens to, in, or around a leased unit.
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