SayPro – Updated Emergency Contacts for All Team Members

Issued by: SayPro Human Resources & Strategic Planning Office
Supervised by: SayPro Operations Royalty
Update Cycle: Quarterly (Q1–Q4)
Current Cycle: Q2 | Year: _______

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📘 1. Purpose of This Document

To compile and verify up-to-date emergency contact details for all SayPro employees. This contact list will be used during crises, operational disruptions, health emergencies, or evacuations as part of SayPro’s Business Continuity Plan (BCP).

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🏢 2. Department Information

Field	Input
Department Name	_________________________________________
Department Head	_________________________________________
Submitted By	_________________________________________
Date of Submission	_________________________________________

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👥 3. Emergency Contact Records Table

All employees must have one or more emergency contacts listed and verified.

Employee Name	Position	Primary Contact Name	Relationship	Phone Number	Alternate Contact	Alternate Number	Verified (✓)	Date Updated

Attach additional sheets or export from HRMIS if necessary.

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📎 4. Attachment Checklist

• Signed contact update forms (if collected on paper)
• Exported staff contact list (CSV/Excel/PDF)
• IT verification of access to emergency contact database
• Confidentiality compliance confirmation

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🔐 5. Privacy & Security Assurance

All emergency contact data will be stored in SayPro’s secure personnel management system and accessed only by authorized HR, continuity, and departmental leads for emergency-related use. Staff are informed of this usage under SayPro’s Data Protection Policy.

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🖊 6. Authorisation and Submission

Name	Role	Signature	Date
Department Head
SayPro HR Officer
Strategic Planning
SayPro Royalty Rep

SayPro

Updated Emergency Contact Information Form

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Employee Details

Full Name:	Employee ID:	Department:	Job Title:

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Emergency Contact Information

Contact Name	Relationship	Phone Number(s)	Alternate Phone Number(s)	Email Address

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Additional Information

• Allergies or Medical Conditions:
• Special Instructions:

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Employee Declaration

I confirm that the above emergency contact information is accurate and I will promptly inform SayPro of any future changes.

Employee Signature:	Date:

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HR Use Only

Received By:	Date Received:	Comments: