Travel emergency contact sheet
The details a traveler chooses to share, kept for one purpose: to help them if something goes wrong on a trip. Who to call, optional medical notes, your insurance and assistance numbers, and the people at work who act. For your company's side of an incident, use the trip incident contact sheet.
Personal information. The traveler fills this in, or agrees to every line of it. Read keeping it private before you collect it.
The traveler
- Full name
As on the passport used for travel.
- Preferred name
What they like to be called, if different.
- Mobile phone
With the country code.
- Email
Work email, and a personal one if they want it used in an emergency.
- Department and office
Where they're based, so the right local team can help.
- Languages
Languages they speak, if it would help responders.
Emergency contact 1
- Name
Someone the traveler wants contacted if they need help.
- Relationship
For example partner, parent, sibling or friend.
- Mobile phone
With the country code.
- Other phone
Home or work, if there is one.
- Email
If they have one.
- Where they live, and their time zone
So you know when a call will reach them.
- Languages
If they'd prefer a language other than English.
Emergency contact 2
- Name
Someone the traveler wants contacted if they need help.
- Relationship
For example partner, parent, sibling or friend.
- Mobile phone
With the country code.
- Other phone
Home or work, if there is one.
- Email
If they have one.
- Where they live, and their time zone
So you know when a call will reach them.
- Languages
If they'd prefer a language other than English.
Medical notes (optional)
Only what the traveler chooses to share, for a doctor or responder. Leave it blank if they'd rather not.
- Conditions or allergies a responder should know about
Only what the traveler chooses to share.
- Essential medication
Name and dose, if they want it on record.
- Doctor
Name and phone, if they want them contacted.
- Accessibility needs
Anything that changes how help reaches them.
Insurance and assistance
Your company's providers, if it has them. The same numbers go on the trip incident contact sheet.
- Travel or health insurer
The insurer's name and the claims or assistance number.
- Policy or membership number
Your company's policy or membership number, for the assistance provider.
- Medical assistance provider
Name and 24-hour number, if your company has one.
- Security provider
Name and 24-hour number, if your company has one.
Employer contacts
- Travel manager
Name, phone and email.
- Backup contact
Who covers when the travel manager can't be reached.
- Line manager
Name and phone.
- HR or people team
Who speaks to families.
- Travel help line
Your travel agency's or travel management company's urgent number.
Agreement
| Record | Your answer |
|---|---|
| Who may see this sheet | |
| Traveler's signature | |
| Date | |
| Review by |
Keeping it private
- Collect only what you'd need to help the traveler in an emergency. The medical section is optional, and the traveler decides what goes in it.
- Agree who can see the sheet, such as HR and the travel manager, and keep it to those people.
- Store it securely, apart from shared spreadsheets and trip documents, and not in email threads.
- Ask the traveler to review it once a year, or when anything changes, and delete it when they leave.
- This sheet doesn't ask for passport numbers or payment card details, and shouldn't hold them.
General information, not legal advice. What you may collect, and how long you may keep it, depends on where you and your travelers are based, so check with your privacy or HR advisors.
A silentVIP template, free to copy and adapt. silentvip.com/resources/templates
See how an incident is handled
In the demo we'll open an incident, find the affected travelers and record their replies.
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