🚨 Emergency Contact Form

Critical Contact Information for Landlords & Property Managers

✓ Essential Tenant Safety Document

24/7 Emergency Access

2+ Contacts Required

PDF Instant Download

2026 Updated

🚨 Why Emergency Contacts Are Critical

In case of fire, flood, medical emergency, or other crisis at your property, having current emergency contact information can save lives and protect property. This form should be collected from every tenant and updated annually.

🏠 Property & Tenant Information

Property Address *

Unit/Apartment

City, State ZIP *

Tenant Name(s) *

Move-In Date

📱 Tenant Contact Information

Primary Cell Phone *

Secondary Phone

Email Address *

Employer/Workplace

Work Address & Phone

🚨 Emergency Contact #1 (Primary)

👤 Primary Emergency Contact

Full Name *

Relationship *

Primary Phone *

Alternate Phone

Email Address

City/State (Location)

Has Key: This person has a key to the property

Authorized: May authorize emergency repairs on tenant’s behalf

🚨 Emergency Contact #2 (Secondary)

👤 Secondary Emergency Contact

Full Name *

Relationship *

Primary Phone *

Alternate Phone

Email Address

City/State (Location)

👨‍👩‍👧‍👦 Household Information

⚠️ Important for First Responders

This information helps emergency personnel know how many people may need assistance during a fire, medical emergency, or other crisis.

Total Adults

Total Children

Total Pets

Names & Ages of Children (if any)

Pets (Type, Name, Special Needs)

🏥 Medical Information (Optional but Recommended)

💊 Why Medical Info Can Save Lives

In a medical emergency, first responders need to know about conditions like diabetes, heart disease, severe allergies, or mobility issues. This information can be life-saving.

Known Allergies (Medications, Foods, Environmental)

Medical Conditions

Current Medications

Primary Care Doctor

Doctor Phone

Preferred Hospital

Health Insurance Provider

Mobility Assistance Required: Someone in household needs assistance evacuating (wheelchair, walker, oxygen, etc.)

🚗 Vehicle Information

Vehicle 1 (Year, Make, Model, Color, License Plate)

Vehicle 2 (Year, Make, Model, Color, License Plate)

Parking Space/Garage Assignment

🏢 Landlord / Property Manager

Landlord/Manager Name *

24/7 Emergency Phone *

Office Phone

Management Address

✍️ Authorization & Signature

✅ Tenant Authorization

By signing below, I authorize the landlord/property manager to contact the emergency contacts listed above in case of emergency at the property. I also authorize emergency entry to the premises if I cannot be reached during an emergency situation that poses immediate threat to life or property.

I authorize the landlord to contact my emergency contacts in case of emergency

I authorize emergency entry to my unit if there is an immediate threat to life or property

I certify that the information provided is accurate and I will notify the landlord of any changes

Tenant Signature

Print Name *

Date *

Tenant Signature (sign above after printing)

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Complete Guide to Tenant Emergency Contact Forms

An emergency contact form is one of the most critical documents a landlord can collect from tenants. In emergencies ranging from fires and floods to medical crises and break-ins, having accurate, up-to-date contact information can literally save lives and prevent thousands of dollars in property damage.

Key Insight: Many landlords don’t realize that emergency contacts aren’t just for medical emergencies. They’re essential when you need to reach someone about a burst pipe at 2 AM, a fire alarm that won’t stop, or when police need to verify if someone should be on the property.

Why Every Landlord Needs Emergency Contact Forms

Life Safety Situations

Medical emergencies: If a tenant is incapacitated, EMTs and hospitals need to contact family members
Fire or evacuation: First responders need to know how many people and pets may be inside
Welfare checks: Police may need to verify who lives at the property
Missing persons: Family members need to be contacted if tenant cannot be located

Property Protection Situations

Water emergencies: Burst pipes, flooding, or leaks that need immediate attention
Security issues: Break-ins, suspicious activity, or alarm activations
Utility emergencies: Gas leaks, electrical fires, or power outages
Weather damage: Storm damage requiring immediate repairs or evacuation

Administrative Situations

Extended absence: When tenant is unreachable for extended periods
Lease violations: Contacting guarantors or co-signers
Move-out coordination: When tenant has abandoned property
Legal matters: Serving notices when tenant cannot be found

What Information Should You Collect?

Category	Information	Why It’s Important
Emergency Contacts	Name, relationship, multiple phone numbers, email, location	Reach someone who can make decisions on tenant’s behalf
Household Info	Number of adults, children, pets; names and ages	First responders need to know who may be inside during emergency
Medical Info	Allergies, conditions, medications, doctor, preferred hospital	EMTs need this information for proper treatment
Vehicle Info	Make, model, color, license plate	Identify tenant presence, parking issues, abandoned vehicles
Work Info	Employer, work address, work phone	Reach tenant during business hours for urgent matters

Best Practices for Landlords

💡 Best Practice

Collect emergency contact forms at move-in AND request updates annually with lease renewals. People change jobs, phone numbers, and relationships — outdated information is useless in an emergency.

When to Collect & Update

At lease signing: Make it part of your standard move-in paperwork
At lease renewal: Request updated information each year
After major life changes: Marriage, divorce, new job, new phone number
After household changes: New roommates, children, or pets

How to Store Securely

Physical copies: Keep in tenant file with lease and other documents
Digital backup: Scan and store in property management software
Quick access: Keep summary sheet of all tenant emergency contacts in one place
Secure storage: This is sensitive information — protect it accordingly

Frequently Asked Questions

Can I require tenants to provide emergency contacts?

Yes. You can make emergency contact information a required part of your lease application and move-in paperwork. It’s a reasonable request that protects both landlord and tenant interests.

What if a tenant refuses to provide emergency contacts?

You can decline to rent to someone who won’t provide basic safety information. However, you cannot discriminate based on protected characteristics. Focus on the safety and business justification for requiring this information.

How often should I update emergency contact information?

At minimum, request updates at each lease renewal (typically annually). You may also want to request updates if you notice a tenant has changed jobs, gotten married/divorced, or had other major life changes.

Can I contact emergency contacts about rent collection?

Generally, emergency contacts should only be used for genuine emergencies. However, if you cannot reach a tenant for an extended period and have concerns about their welfare or the property, contacting emergency contacts may be appropriate.

Should I require medical information?

You cannot require medical information, but you can strongly encourage it. Explain that this information helps first responders provide appropriate care. Some tenants may choose not to disclose medical conditions, which is their right.

Related Landlord Forms

Tenant Information Sheet — Comprehensive tenant details for your records
Move-In Condition Report — Document property condition at move-in
Pet Agreement Addendum — If tenant has pets listed on this form
Rent Receipt Template — Track rental payments professionally

⚠️ Privacy Notice & Disclaimer

This form collects sensitive personal and medical information. Landlords must store this information securely and use it only for legitimate emergency and property management purposes. Consider your obligations under state privacy laws and fair housing regulations. This form is provided for informational purposes only and should be reviewed by legal counsel for your specific situation.