Every year, organizations worldwide witness approximately 2.3 million workers experiencing workplace accidents or diseases. The International Labour Organization (ILO) report also highlights the dangers of safety negligence at workplaces. With such prevalent risks, employers are obligated to have health and safety protocols and documentation in place. One effective method to safeguard the well-being of employees is through the implementation of comprehensive emergency contact forms. When an employee is hurt on the job, supervisors can inform relatives or friends of the individual, ensuring they receive immediate assistance. 

This article explains the importance of having emergency contact forms in the workplace, and on top of that, we have provided a free emergency contact template to make collecting medical details and contact information easier for employees and HR leaders. 

What is an emergency contact form?

An emergency contact form is a vital document used by organizations to collect emergency contact information and medical history from their employees. This document is collected during the onboarding process and usually requires the employee to fill out a few key details, including their primary and secondary emergency contacts, along with any pertinent medical history or conditions.

It is also considered a workplace safety best practice, as the emergency contact form helps to protect both the employee and employer in case of an accident or medical emergency. 

For example, an employee at a construction site suddenly experiences an allergic reaction. With access to the individual’s emergency contact information, the company can immediately notify the designated contact, who can provide crucial medical details or rush to the scene with necessary medication. This swift action brings about the importance of maintaining updated emergency contact information to ensure prompt assistance and enhance workplace safety.

Additional resource: The Complete Employee Onboarding Checklist

Why is it important to have an emergency contact form?

Here are several reasons why you should make it a priority for your employees to fill out emergency contact forms. 

Faster communication during emergencies

Clear communication is vital during a workplace emergency. Having up-to-date employee contact information allows employers to reach loved ones and emergency services faster. This reduces confusion, gets help to employees quicker, and demonstrates the organization’s commitment to employee well-being. Effective communication can be the key to turning a crisis into a successful resolution.

Reduced stress

Knowing that there’s a plan in place for emergencies can alleviate stress for both employees and employers, providing reassurance that help can be summoned efficiently if needed.

Improved decision-making

Access to emergency contact information enables employers to make informed decisions during critical situations, such as determining whether to seek medical help or contacting family members.

What information should be included in the emergency contact form?

An employee emergency contact form should collect critical information that would be helpful in case of an emergency involving an employee. Here are the key elements to include:

• Employee’s full name and identification: A basic yet essential starting point to ensure accurate identification.

• Contact information of designated emergency contacts: Phone numbers, addresses, and any alternative means of communication.

• Relationship to the employee: Knowing the relationship helps in understanding the dynamics and urgency of the situation.

• Medical information or allergies: Critical details that could impact the type of assistance required.

Here is how an emergency contact form example can look like: 

Employee Information

Employee Name

Department

Emergency contact information

Primary Contact Name

Relationship to Employee (e.g., spouse,   parent, sibling)

Phone Number (work, cell, home)

Email Address (optional)

Secondary Contact Information (optional): Include the same details as above for another person to be contacted.

Medical Information (Optional)

Physician Name and Contact Information

Health Insurance Provider Name and Policy Number (optional)

Allergies to medications (optional)

Any other relevant medical information (with employee consent)–this could include pre-existing conditions or current medications.

Form Completion Details

Date

Employee Signature

To make it easier, we have created an emergency contact form template that you can customize to your organization’s needs. This allows your employees to conveniently fill out the form electronically anytime, anywhere.

When to reach out to an employee’s emergency contact?

Knowing when to reach out to an employee’s emergency contact is vital for workplace safety. With emergencies possible at any time, it’s crucial for companies to maintain accurate contact information. However, the question arises: “When is the appropriate time to contact an employee’s emergency contact?”

Employers should contact an employee’s emergency contact in various scenarios, including:

Medical emergencies

When an employee falls sick, faints, or is in need of medical attention, having their contact information allows employers to quickly reach out for help and assistance. 

Employee is absent from work

In the event where an employee is absent from work without prior notice and cannot be contacted, employers can notify appropriate parties, such as emergency contacts, family members, and authorities. This can only be done when there is valid emergency contact information; otherwise, the employer may face challenges in promptly addressing the situation and providing the necessary support.

Work accident with unknown status

In the unfortunate event of a workplace accident resulting in physical injury to an employee, having accurate contact details enables the employer to promptly notify emergency services, initiate first aid procedures, and inform relevant parties such as supervisors, HR personnel, and family members, ensuring the injured individual receives the necessary support and medical attention.

Other important considerations

• Severity of the situation: Always prioritize the employee’s well-being. If the situation seems life-threatening, call emergency services first. The emergency contact can be notified afterward.
• Employee consent: Before contacting an employee’s emergency contact, make sure you have their consent. This ensures that their privacy and personal boundaries are respected. A good practice is to include a consent clause within the emergency contact form template to ensure compliance in the event where an employee is unconscious or unable to provide consent. 
• Follow protocols: Your organization should have established protocols for emergency situations. Ensure you follow these guidelines when deciding to contact an emergency contact.
• Use best judgment: Consider all the details of the situation and use your best judgment when deciding whether or not to reach out to an emergency contact. 

Best Practices for Managing Emergency Contact Forms

1. Communicate clearly the purpose of the emergency contact form

To prevent employees from being skeptical about the emergency contact form process, what HR leaders can do is to conduct training sessions. This training also goes for ensuring compliance with filling out the form and keeping information up-to-date.

During the session, they should explain the importance of the emergency contact form in ensuring the safety and well-being of employees. Additionally, HR leaders can emphasize the potential impact of having accurate emergency contact information on response times during critical situations. By providing clarity and addressing concerns through training, employees can be encouraged to actively participate in the process and maintain updated emergency contact information.

2. Assure employees that their information is confidential

When it comes to managing employee data such as emergency contact forms, it is important to provide employees with the assurance that their information is kept confidential. This is essential for building trust and maintaining a positive workplace culture. Ensure that only authorized personnel, like HR or designated managers, have access to these details. 

If sensitive contact information or medical records of an employee are disclosed or used inappropriately, it can cause significant distress and harm. They can become exposed to potential discrimination and stigmatization in the workplace. Employers can also face legal penalties and liabilities for this act alone. Therefore, it’s crucial to make every effort to minimize inappropriate use and disclosure of an employee’s private information.

3. Make the form easily accessible

In case of any changes, such as a new phone number or address, employees should be provided easy access to emergency contact forms. This helps them to promptly update and retrieve their contact information. 

By making these forms accessible, you’re preventing delays in reaching out to emergency contacts during critical situations. You’re also providing a smooth employee experience, ensuring that they can quickly and conveniently access the forms when needed, whether it’s through a self-service portal, designated physical locations, or mobile applications. Additionally, through a centralized and secure system, employees can easily locate and access their records anytime and anywhere. This contributes to a proactive approach to maintaining safety in the workplace. 

4. Encourage employees to update their emergency contact form

In the case of a workplace accident, afflicted employees cannot receive help if their contact information isn’t accurate and up-to-date. An employee’s information can change over time due to varying factors. For instance, if an employee changes their address or gets married and wishes to add their spouse as an emergency contact, it’s essential to update their emergency contact form accordingly. 

5. Conduct periodic reviews

Designated individuals should review and update the emergency contact list of employees on an annual basis, making updates and revisions as needed. This ensures that medical records and emergency contact forms are accurate, complete, and relevant. 

Efficiently Manage Your Employee Records with Omni

All-in-one HR software like Omni is a powerful tool for unifying all of the disparate employee data such as emergency contact forms scattered across your company. As a single source of truth for employee data management, HRIS streamlines your HR processes and makes them more efficient, especially when accessing emergency contact forms during a crisis.

Powering Asia’s fastest-growing, modern companies, Omni’s employee database software scales alongside your company so you can customize and leverage the system to meet your evolving employee data management needs while ensuring compliance with regulations.

Omni’s intuitive and fully customizable platform integrates with your team’s favorite tools for a seamless and timely adoption. And at only $3/employee/month, you can leverage HR automation to decrease administrative costs.

Not ready for automation?

Book a demo with our team today to learn how Omni can help transform your businesses employee data management processes.

Screening processes are integral to HR recruitment practices, ensuring that you hire the best talent. According to ASDReports, “the Asia Pacific employment screening services market is propagating at a CAGR of 9.37% from 2019-2027. India, China, Japan, Australia, South Korea and the Rest of Asia Pacific are considered for the market study.”

If you’re looking to facilitate your screening processes, work experience documentation via a certificate of employment letter and other verified documents helps.

Aside from helping HR leaders, this certificate also facilitates securing loans, getting approved for rentals, and qualifying for grants for employees. Keep reading to learn about the COE meaning and how this form can serve you.

What is a certificate of employment and who is eligible? 

To answer your question of “What is COE?” and unpack the COE meaning, it’s a formal documentation of the working history of a current or past employee in your company.

The certificate of employment letter is typically short and to the point. It includes the employment details, such as the employer’s name and details, and the employee’s personal information such as employment dates and employment status.

Under the Department of Labor and Employment (DOLE), every employee is eligible to request for an employment certificate letter as and when required. They also have a right to an intermediary certificate if they request it.

There are exceptions when it comes to COE, meaning that some individuals aren’t eligible for a certificate of employment letter. These may be contractual and project-based workers, and workers whose employment term you’ve terminated with a legal or fair cause.

What information does a certificate of employment include?

With that understanding of the COE meaning, what is a COE composed of? There’s no standard format, but it should include the following details:

• Employer’s data: Such as company name, logo, contacts, and address and the employer’s name and contact information.
• Employee’s data: The employee’s first name, family name, date of birth, and place of origin.
• Employee’s curriculum in the company: A list of the positions, duties, and activities of the employee in the company and the start and termination of their employment term.
• Additional information: Additional details requested by the letter’s recipient (like the employee’s overall pay) should be included in the letter.
• Certificate-related details: The signatures of company authorities, the certificate issuance date, and the company stamp for verification.

What is the purpose of a certificate of employment?

Now, what is COE meant to achieve exactly? The purpose of this certificate is to authenticate any applicant’s data or verify data for past employees. To illustrate, you can use a certificate of employment letter:

To prove employment

What is COE if not proof of employment? An employee may request a COE, meaning that their employment in your company will be verified and that their work experience will qualify them for future positions. This way, future recruiters can fact-check their employment history.

For salary verification

What is COE able to prove about your employees’ finances? Future employers might want proof of your employee’s salary. Also, loan and mortgage providers, banks, and landlords might request a certificate of employment to verify their claims about their employment and salary. This way, they can assess their ability to make the required monthly payments.

Demonstrate length of service

The certificate of employment letter can also serve as a verification of the length of service for your current employees or potential hires. Their years of experience prove that they’re equipped for a certain position during a candidate assessment process.

When can employees request for a certificate of employment?

Employees may request for a COE under varying circumstances. However, here are some common examples when an employee may request for one. Understanding these situations allows you to better prepare the documents required by your employees:

Job applications

Job applications are some of the most common scenarios where employees will request for a certificate of employment letter as Applicants need to prove their work experience.

This step acts as a subtle background check on their job performance. It can happen during the final stage of recruitment, increasing the trust of recruiters in applicants.

Loan or credit card applications

An employee may request a certificate of employment letter from you because a loan provider or bank requested it, in which case you’ll need to add their current pay.

But what is COE going to do to help them secure a loan, get approved for a mortgage, or adjust their line of credit? An employee can present a COE to indicate their ability to make payments on time, and the claims they’ve made about their income sources and employment status are authenticated.

Visa applications

Most immigration offices require a certificate of employment letter. Your employees applying for an employment visa might request a COE to prove that they are legally employed to work in the country that they are applying for.

Furthermore, the COE is also a form of verification that the applicant has the needed funds to finance their stay in the country, and will likely not stay past the travel period they’ve declared because they’re committed to a workplace.

Renting an apartment

Landlords may require a COE, meaning it serves as confirmation that your employee has a job. What is COE going to prove to a landlord? It proves that they have an income source and can pay rent monthly. In that case, you may need to include your employee’s current pay in the certificate of employment letter.

Government Requirements

What is COE in the context of government paperwork? Government bodies can request a certificate of employment letter to verify the identity of your employee. For example, they might be applying for a governmental program, which requires a COE, meaning it acts as a governmental document for submission purposes.

Requirements for Obtaining a Certificate of Employment

What is COE going to cost employees in terms of requirements? Understanding these three requirements will help you procure a certificate of employment letter in time.

Employee request

It starts with a request from your employee. In a relatively small company, the person responsible for creating the certificate of employment letter could be an office manager, direct supervisor, or accountant. In a large company, the HR department typically handles these requests.

This request comes in the form of a letter, but what should it include? It should state that the employee needs a certificate of employment letter and the reason for the request. It should also detail all the information that should be included within the certificate. Finally, they may add a specific date by which they need the certificate of employment letter.

Employer verification

Now it’s your turn to verify the certificate of employment letter. After all, what is COE if not verified? HR professionals or employers may write it, and the signature of authorities will verify the work details listed about the employee in the COE, meaning that the document becomes legally binding.

Omni Tip: Information within the certificate of employment letter must be truthful and based on your employment record. The Department of Labor and Employment (DOLE) can take actions against companies that provide false information.

Processing time

What is COE going to require in terms of time? There’s no specific processing time for issuing a certificate of employment letter, meaning that it differs according to factors like your internal policies, and any issues related to the certificate of employment letter.

For example, companies based in the Philippines should refer to the DOLE Labor Advisory No. 06 Series of 2020, which states: “a Certificate of Employment be released by the employer within three (3) days from the time it was requested by the employee.”

Otherwise, your employee might state a timeframe for the issuance of their certificate of employment letter. This may be due to a work visa deadline or applying for an educational program by a certain date.

Examples of a Certificate of Employment for Employee

If you’re still confused about “What is COE?” or COE meaning, we have provided a free certificate of employment template to customize and cater to all your employee’s needs. 

Aside from that, here are two common examples of when a certificate of employment will be required by an employee:

For an Employer

In this example, the point of the letter is to verify your previous employee’s employment period, position and salary. 

[COMPANY LOGO HERE]

CERTIFICATE OF EMPLOYMENT

This letter confirms that Rachel Tan was employed at NW Consulting Firm from 4 September 2022 till 21 March 2024, as an investment consultant with a monthly salary of SGD$ 5,000. She has displayed good work performance, a positive attitude towards the work environment, and great talent in handling clients.

If you require additional information or have any further questions, please contact me at 2437 7754 or reach me via email at s.liew@nwconsulting.com.

Sam Liew

Human Resources Manager

For a loan provider

When constructing a COE letter for your employees with the purpose of submitting it to a loan provider, it is crucial to include your employee’s start date and current salary to highlight their ability to repay the loan. 

[COMPANY LOGO HERE]

CERTIFICATE OF EMPLOYMENT

This letter confirms that Chloe Wong is a current employee of Quick Fix Solutions as an office manager, with a monthly salary of ₱38,500. Ms. Wong has been employed in the company since July 2021.

If you require additional information or have any further questions, please contact me at 5333 8749 or reach me via email at rsim@quickfixsolutions.com.

Rudy Sim

Human Resources Manager

Enhance Employee Satisfaction with Omni

Whether you’re an employee or business owner in Philippines, Omni makes it easier than ever to support employees requesting a certificate of employment letter. 

Our all-in-one employee database makes gathering the necessary data required to create the certificate of employment seamless and timely. With customized workflows and automated reminders, HR can help empower employees to manage the deadlines and documentation requirements for their certificate of employment request. A centralized document management solution and real-time data makes it easy for employees to access salary information and produce reports and documents necessary for verification.

Book a demo with our team to learn more about how Omni can enhance your employee satisfaction through streamlining your certificate of employment requests. Not ready for automation yet? Download our Certificate of Employment template now!