In facing an emergency, some people proceed to calling the police. However, there are primary contacts to connect first too among workers in companies. The contact information for emergencies on employees will be required in case such people are needed to call. Being absent from work without any explanation often worries employers so they will have to refer from employee contact forms for numbers and related info.
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What Is an Employee Contact Form?
The employee contact forms are essential documents containing the names and phone numbers of a worker in a business. No employer deserves to guess why someone at work is missing anyway because a confirmation statement is critical. If the worker who got missing cannot be reached out through his or her numbers anymore, then connecting with their emergency contacts is the right thing to do. That way, there is a bigger chance to get an idea about what happened to the missing employee. Using such forms for references is useful, especially if all details got updated.
Contact forms are already notable for many businesses because of working as additional personal information. In employment, the managers should gather information from all workers anyway to know them better. Some employees might be liars about their background, and the contacts provided can help confirm what is true or not too, similar to references. Two or more connections can even be mentioned on the form in case the first contact is unavailable. With more relationships involved, it will be easy to gather ideas on what happened to a particular employee.
What Are the Great Benefits Found from Employee Contact Forms?
Having a list of emergency contacts contains some advantages, which is why companies also require such forms from workers. Things turn unexpected anyway when someone gets sick or has a necessary appointment, but he or she cannot inform the employer first. In preparing, businesses will have to set up contact forms that contain essential benefits. The benefits involved in the document are as follows:
Easy Access in Connecting with Important People
If any worker goes absent without any notice for specific days, then a manager will get concerned at some point. Thanks to the form, it will be quick and easy to contact the right individuals, which the absentee knows. Merely lacking ideas on who to ask will only leave employers nuts if no coworker also knows about an employee’s whereabouts. Maybe a worker’s seatmate or close office friend does not know. At least reliable individuals will already get contacted because the forms contain emergency numbers that employees trust.
Improves Sense of Preparedness in a Business
Having a form that contains important contacts of any employee shows how prepared the business is for emergencies. Nobody needs to wait for the worst outcome wherein communicating with an employee’s contacts is already a must, but no contact list got prepared. Indeed, it is easy to track some people sometimes because almost everyone has social media already in the digital age. However, it is still more formal to provide the document with the contact list first for preparation.
High Chances of Receiving Confirmation
Placing the contact details of anyone worth calling for questions makes it simple to confirm specific reasons for absences without leave requests. There could be a rumor that someone is pregnant, but after calling the worker’s contact like a family member or close friend, the person suffered a severe medical condition. Merely getting random sources may get farther from the real deal, so it is only wise for businesses to trust the assigned individuals to contact in emergencies for better confirmation.
Peace of Mind
Employers and anyone concerned at the workplace will not worry any longer about someone’s condition or whereabouts after learning what happened behind the absences. Creating guesses for reasons will only lead some people to overthink, and that cannot be good as the truth might no longer prevail in the long run. However, all workers should be responsible for warning their employers about a possible leave to avoid being labeled as AWOL. Failing to remind is marked as unprofessional anyway unless something terrible happened during the emergency that not informing is acceptable.
Jennifer Aniston’s Emergency Contact during Scary Flight Experience
In May 2019, American actress Jennifer Aniston experienced an emergency plane landing while planning to celebrate for her 50th birthday in Mexico. Everybody in the plane was calm at first, but people started to panic after realizing that the aircraft lost its wheel during the takeoff. The Friends star jokingly shared the story in The Ellen Degeneres Show that she had no idea who to contact during the scary experience. She even noticed that those who panicked started saying goodbyes to their loved ones, and after having no idea who to text, she eventually received a message from Ellen herself because the host heard about Jennifer’s plane situation. The actress became glad that someone loved her during the emergency, as Ellen became Jennifer’s emergency contact.
In comparing Jennifer’s experience to the typical workplace, it is essential to prepare for emergency contacts ahead instead of deciding who to call in the real danger already. At least it was easy for the actress to confirm that she was alright as the plane landed because Ellen decided to call her on time. In the workplace, the manager can learn quickly about an employee’s situation from the prepared connections found on the form. Updating employee data is a must, too, including the contact details because outdated numbers still cannot reach the right people.
Who Can Qualify for the Employee Contact List?
It is safe to say that anyone may qualify for the emergency contact forms, but having just anyone may not be a wise choice. Of course, such a person should be trustworthy so that lies will not get received by anyone that tries to reach out. Someone who is still in good shape is even a consideration because calling for someone incapacitated or too weak because of old age might not be able to move and check what happened to the employee of concern. Processing an evaluation to choose the right contacts is a wise move, and it helps to start by determining who passes the qualification for the list.
Parents or Relatives
The natural choice for considering emergency contacts is the parents because most individuals naturally inform their parents and close family members first about what happened to them. Even in hospitals, most visitors allowed are only those related by blood to avoid intruders and others. For those who do not have parents anymore, close relatives can also qualify, especially in having a great bond with them. Families usually know more about the people with their blood instead of random strangers.
Trusted Partner or Spouse
Besides families, a lifetime partner will be considerable. For married couples, both parties deserve a right to know about whatever happened with the partner anyway. Thus, employers can easily inquire from the spouse’s number to check on what happened to a particular employee. However, it is wise not to select any lover in general because who knows that a boyfriend or girlfriend might not last long in a relationship. After certain months, a couple might break up, and to call from the ex will be useless since he or she no longer has to bother with the ex. Check if the couple got separated or underwent a divorce, too, because there are boundaries in some applications.
Best friends can work, but they are usually under the secondary contacts as backup reference. Many people inform their friends about what they are going through anyway, so they can be trusted for some questions. However, employees must also select their friends wisely, as some backstabbers might only ruin the reputation of an employee for being a snake. You may observe a particular demographic for choosing a friend too wherein the person is of age, perhaps. Another great idea is to select a friend who can be professional for some queries so that such a person can respond professionally anytime.
Workers with children can also rely on their kids. However, considering the age is part of the deal. You do not expect a toddler to answer what happened to his or her parent. At least an older child can easily understand what gets asked by managers through calls. Parents need to inform their children about their condition too, so nobody ends up staying clueless in the family. Query interrogations can get prevented anyway if ever employees processed their leave applications ahead, so they never have to worry anyone at work about their absence.
How to Make an Employee Contact Form?
Creating printable and downloadable contact forms will be easy, but providing the right content and format should get considered too. Various templates can even get chosen, and testing out every example is helpful to adjust and find the best final model. After settling on a format, what to input becomes the next concern. What matters is that professionalism is present throughout the whole output. With standards observed, the contact form will be taken seriously instead of just a simple document. The steps in creating these are:
Step 1. Provide Correct Labels
Think of standard application forms because there are many labels provided to categorize what to input on the document. Some common tags that get asked involve the worker’s name, address, position, and other personal information. What follows eventually is the contact info for the people to get contacted in case of an emergency. Forgetting to input some of the crucial details only show an incomplete form. The point here is that the document gives essential information for contacting the concerned worker.
Step 2. Give Space for Blanks
After each label asked, blanks shall follow up since those will mark as the guide on where to write down the answers. Decent spacing is worth observing because some blanks may be too narrow, but the numbers and information required could be longer. Every blank is even useful to avoid messing up the straight lines of anything written. Therefore, a well-arranged output gets expected if proper spacing got considered here. It is easy to adjust the spaces by understanding the label beside it if that looks like the required info will be long or short.
Step 3. Adjust the Measurements
Many things to measure will be present aside from the spaces. A typical example is the measurement used on the font size because there should be a great balance between not making the font too small, which is hard to read, and also the option where it gets too large for consuming too much space. In most cases, formats already let whoever makes the form to adjust the sizes, so customization becomes easy. Refusing to use editable templates will only make it time-consuming anyway, yet there are better changes available. If not satisfied with the current measurements, then slowly adjusting is how it gets managed.
Step 4. Ask for Additional Numbers
Sometimes merely asking for a contact number is too broad because more can get added. Employee emergency contacts may get divided according to a house, personal, or work number. Moreover, it is important to specify if the numbers are for telephone or cellular phone to avoid confusion between the two. The labels better include these additional factors, so there are other contacts left if one number does not work while calling. If worried about security, not to worry since records are not supposed to be used for invading privacy but only for emergency contact.
Step 5. Recheck the Details
Doing a recheck should be self-explanatory that its purpose is to edit mistakes. No form should have plenty of errors because that document will no longer be reliable for references. Maybe numbers lack updates and that a disorganized format got caught. Take the process as a thorough review because there can be lots of hidden errors, perhaps. By checking, everything can get changed accordingly. It may take a while to edit, but at least there is supreme confidence that the outcome looks promising. Correcting mistakes will make such a document reliable once again.
Step 6. Close with the Employee’s Signature
Just like most authorization forms, there should be a place to write down the signature. This part officially closes the document wherein the employee confirms that he or she wrote down the said details and that such information is correct. Providing a date is also beneficial as proof of when the whole thing got made. At least there is proof from the signature’s authorization that the worker provided it instead of merely relying on any document that might not turn official yet.
Something to remember is that contact forms are very much relevant in employment because of recording data. Records become asked to identify employees anyway, and no issue will happen if the worker has nothing to hide. Failure to keep records will only make the business suffer when the information from contacts turn essential to use at some point. However, everything encoded, especially the numbers, deserves a review because slight mistakes can make the number invalid to call already. It builds confusion too if wrong people answer the phone. Thus, confirmation should follow on the details provided at the worker contact forms.
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