The Apartment Emergency Response Plan: Guide & Template
Emergencies happen, and you usually can’t anticipate the impact they will have. However, you can prepare for emergencies by creating an emergency response plan.
If you are reading this you are likely a property manager, owner, or something similar. It is your responsibility to keep tenants safe, including in emergency situations.
Let’s talk about how to create an emergency response plan, and why it is important for your property's safety.
What is an emergency response plan?
To understand how to build an effective plan, we have to discuss what an emergency response plan is.
An emergency response plan is a blueprint for action during emergencies.
Although the topic is simple, creating a response plan is challenging. There are many factors you have to consider when planning. Depending on the location of your building you should prepare for different situations.
For example, if your area is prone to tornados, plan for that. If you're located on the coast, plan for hurricanes.
What is the purpose of an emergency plan?
Now that you have a sound understanding of what a response plan is, let’s dive into why you should have one.
Like we said earlier, as a property manager or owner, you are responsible for resident safety. Creating a disaster plan can keep your residents safe and can truly save lives.
You should craft a plan to keep tenants safe, but this plan can also keep your building safe. A well-designed response plan could save you thousands of dollars in property damage.
The purpose of an emergency response plan is to keep your tenants and properties safe when disaster strikes.
How to create an apartment emergency response plan
Let’s start building the plan for your properties. The main steps of crafting this plan are:
1. Identify potential emergencies
2. Create evacuation plans
3. Designate emergency response team members
4. Establish communication protocols
5. Plan for business continuity
Step 1. Identify potential emergencies
Every building is susceptible to some type of disaster or emergency. In this step, it is critical that you understand the risks that you face.
Common emergencies to plan for:
Fires -
Prevention: Install auto shut off devices and smoke detectors in all units. This can prevent fires from starting or damaging property.
Suppression: Provide working fire extinguishers to prevent fires from growing. Consider installing fire alarm systems such as sprinklers.
Water leaks & flooding -
Install leak detectors to prevent small leaks from turning into emergency situations.
Gas & carbon monoxide leaks -
Post gas shutoff valve maps in maintenance rooms and install detectors.
Natural disasters (region specific) -
Consider earthquakes, hurricanes, tornados, snowstorms, and extreme temperatures.
Power outages -
Plans should include backup power, lighting, and communications.
Security threats -
Communicate with authorities and tenants to ensure safety and security.
Medical emergencies -
Provide medical training to staff and equipment, such as defibrillators. This can prevent medical emergencies from escalating.
Step 2. Create evacuation plans
Evacuating residents is essential for safety in many emergency situations.
Plan an evacuation route for every tenant in every unit of the building. This includes planning specifically to help elderly or disabled tenants.
Post simple, color-coded maps in accessible locations in hallways and units. These maps should be easy to understand and follow in a crisis situation.
Ensure emergency exit signs and emergency lighting are working. This helps tenants see their escape routes clearly. It is also required by building fire codes which could save you money in fines or penalties.
Step 3. Designate emergency response team members
Each member of your management staff should have a role in case of emergency. With effective team work, building damage can be minimized and resident safety can be enhanced.
For example, your building manager could be responsible for checking buildings during evacuation.
Provide regular training for your team members. You never know when an emergency is going happen, keep your staff ready.
Step 4. Establish communication protocols
Training your team is important, but keeping your tenants informed is arguably more important. When tenants know the plan, the safety of the building and other residents increases.
Educate tenants about your emergency procedures when they move in. Consider holding regular safety fairs to keep them updated.
Another element of communication is during an actual emergency. Choose simple methods such as a PA system or SMS notifications to save time and lives.
You also must communicate with your team during an emergency. Establish protocols about which radio channels to use or which numbers to call.
Step 5. Plan for business continuity
Ensure your apartment operations can recover and function after a crisis. Your building is where your residents live. Planning for continuity ensures that they can go home after an emergency.
Regularly update your tenants through the appropriate channels. Provide them with information about plans for temporary housing if necessary.
Communicate with vendors and contractors to repair damage. Quick response ensures your tenants can return to their normal lives as soon as possible.
Planning for continuity reduces downtime, protects your revenue. It also shows your tenants you’re prepared to keep them safe when they need it most.
Emergency Response Plan Template & Example
Check out this template while we are working on designing our own.
The US Fire Administration says
“Residents could have less than 2 minutes to escape a home fire once the smoke alarm sounds”
Peter Thorpe, CEO at FireAvert, remembers responding to a call at an apartment building
“Tenants had to flee their homes and watched helplessly as the fire spread towards their apartments.”
This destructive blaze started as a small cooking fire. An emergency response plan from this apartment manager could have saved the building.
How much does apartment damage cost?
The US Fire Administration reports that in 2023 there was over $11.2 billion of fire damage. Forbes reports that major natural disasters cost the U.S over $165 billion.
That is only the cost of the damage itself. As a property manager or owner, you could be liable for the damage to your tenants possessions. You can minimize liability with an emergency response plan.
The simple act of creating a plan could save you money through insurance costs. Installing prevention devices, such as an auto stove shutoff, could reduce insurance premiums.
Improve property safety through effective plans
In this guide we talked about what an emergency plan is and why you should have one. We talked about the 5 steps of a response plan:
1. Identify potential emergencies
2. Create evacuation plans
3. Designate emergency response team members
4. Establish communication protocols
5. Plan for business continuity
Keep your tenants safe and prevent building damage with this emergency response plan.
At FireAvert we focus on helping property managers prevent fire and water damage. The problem is multifamily buildings are at a higher risk for damage.
We provide detection and prevention equipment to reduce the costs you incur. Learn more about our solutions and bulk pricing here.
