Commercial Property Emergency-Response Planning
Executive Summary
A useful property emergency plan separates life safety from property restoration. The life-safety plan should define alarms, evacuation or shelter procedures, emergency contacts, accountability, and employee responsibilities. A companion restoration plan should record utility shut-offs, authorized decision-makers, responder access, priority building areas, occupant communication ownership, and current property records. Review both plans with the people who must use them and update them when contacts or conditions change.
First actions
- Confirm life-safety contacts and procedures.
- Record authorized decision-makers, safe access, and utility information.
- Review the plan with the people expected to use it.
Stop and escalate
- Call emergency services for immediate danger.
- Follow authority, fire, and utility instructions over this guide.
Keep Life Safety in the Lead
A restoration contact list is not an emergency action plan. OSHA identifies core workplace-plan elements such as reporting emergencies, evacuation procedures, accountability after evacuation, rescue or medical duties, and contacts for plan information. Applicable requirements depend on the workplace and hazards.
Property teams should follow fire department, law-enforcement, utility, and other authority instructions. Restoration assessment begins only when access is permitted and conditions are appropriate.
Build the Property-Restoration Annex
The restoration portion of the plan helps responders and decision-makers act on accurate property information. It should be concise, accessible when primary systems are unavailable, and controlled so sensitive building information is not broadly distributed.
- Primary and alternate authorization contacts, including after-hours numbers.
- Utility shut-off locations and the people authorized to operate them.
- Keys, gate, elevator, loading, roof, and mechanical-room access procedures.
- Building plans, unit or suite lists, priority equipment, and known hazardous-material contacts.
- Ownership of employee, resident, tenant, vendor, and public communications.
- Restoration, plumbing, electrical, roofing, security, and other critical vendor contacts.
Plan for Multifamily and Multi-Tenant Properties
Apartment and multi-tenant plans should identify who maintains resident or tenant contacts, who approves entry, how vacant and occupied spaces are distinguished, and how accessibility or other occupant needs are escalated. Restoration providers should not be assumed to replace property-management communications.
A tabletop review can expose missing contacts, inaccessible utility information, unclear authorization limits, and dependencies on a single employee. Record corrections and repeat the review after staffing, construction, or system changes.
Frequently Asked Questions
Does a restoration pre-loss plan replace an OSHA emergency action plan?
No. Restoration planning concerns property information and response coordination. Employers remain responsible for applicable workplace emergency-action requirements and life-safety procedures.
Should a property pre-authorize restoration spending?
Authorization limits are a business and legal decision for ownership or management. If used, they should be written, current, understood by authorized contacts, and subject to the applicable contract and emergency conditions.
How often should the plan be reviewed?
Review it when contacts, tenants, access systems, utilities, hazards, vendors, or building conditions change, and on the organization’s established exercise schedule.
Key definitions
- Restoration plan
- The property-focused information used after life-safety actions are underway.
Authoritative Sources
- OSHA: Emergency Action Plans, 29 CFR 1910.38Supports: Workplaces may need emergency action planning.
- Ready.gov: Business Emergency PlansSupports: Business emergency plans identify actions and responsibilities.
- FEMA: Emergency Management Guide for Business and IndustrySupports: Emergency planning benefits from assigned roles and current information.
Professional Services
Related guidance
Require Professional Assistance?
Speak directly with a restoration specialist or dispatch a crew immediately.