An emergency contact form for trips records who your agency should call if a traveler cannot be reached, plus the phone numbers and time zone that make a call possible. Keep it to contact details and the relationship, and handle health information through a separate process. Review each record before departure, because a contact who has changed numbers is of no use in a crisis.
Emergency contact form: 2,400 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Emergency contact form template: 480 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Staff reading a contact record do not need health details to reach a contact. If a supplier or a local service needs health information, collect it through a separate process with a stated purpose and the traveler's consent.
A contact who has not been asked may not answer, and may be caught off guard in an emergency. Ask them first, and record their answer in the form.
A contact record needs a phone number and a time zone, not an identity or account number.
A contact only needs the trip name, the dates and your agency's phone number. Full itineraries carry supplier names, room numbers and traveler details that the contact does not need to act in an emergency.
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Traveler full nameUse the name your agency has on the booking. | Short text | Required | Matches the record to the right traveler when a contact calls your office. |
Trip name or codeUse the trip name or code from your own system, not a booking or payment number. For example: Coastal trip, October | Short text | Required | Gives staff a trip name or code to find the right trip file, instead of searching by date. |
Trip start date | Date | Required | Shows the first day the contact details must be current. |
Trip end date | Date | Required | Shows when the record stops being active, so staff know when your retention rule applies. |
Emergency contactAsk the contact before you list them, and tell them that you will use their number only for trip emergencies. | Section header | Separates the traveler's details from the person your staff would call. | |
Emergency contact full name | Short text | Required | Names the person your staff should ask for first. |
Relationship to travelerSpouse or partnerParentChildSiblingFriendColleagueOther | Dropdown | Required | Helps staff decide whether a family member, partner or friend is the right first call. |
Primary phone numberInclude the country code, for example +1 for the United States. | Phone | Required | The main number staff will try first. |
Alternate phone numberLeave this blank if the contact has no second number. | Phone | Optional | A second number gives staff another route when the first one goes unanswered. |
Email address | Optional | Lets staff send written trip details when a call cannot connect. | |
Contact's time zone or countryFor example: Eastern Time, United States | Short text | Required | Calls placed at the wrong hour delay the response; the time zone tells staff when to try. |
Contact has agreed to be listedYes, they have agreedNo, I need to ask them first | Single choice | Required | Records whether the person knows they are on the form before staff rely on the number. |
Example only, not a real submission
A contact who has not agreed to be listed needs a conversation before you rely on the record. Call the traveler, confirm the contact's details, and record the outcome in your own trip file.
Before departure, call or message the contact to check the primary number and time zone. Note the date you checked, so you know which records are current.
Submissions are stored, then a scheduled job picks them up on an hourly production run. The form's creator is notified after that run, so keep the numbers you need in your trip file. Do not rely on the form as an emergency channel.
Every record appears in the grid, and CSV export is available there. Export only the trips a staff member is working on, and delete your copies according to your agency's retention rule.
Collect the traveler's name, the trip name or code, the trip dates, one emergency contact with a relationship, a primary phone number with its country code, and the contact's time zone. Ask whether the contact has agreed to be listed. Keep medical history, passport numbers and card details out of the form.
The fields above are the minimum for a trip contact record. If you copy them into a template, keep the phone numbers and time zone near the top, since staff reach for those first when they need to call an overseas contact.
Yes. One shared contact can be unreachable at the moment you need them, and a group leader's number is not the right first call for every traveler. Each traveler should name their own contact, even when a group leader collects the forms.
Ask travelers to check their details when they book and again a few days before departure. Phone numbers and time zones change, so a record from last year is a weak basis for a call. Keep the trip dates in each record so staff can tell which records are current.
Yes, a parent or guardian can be the emergency contact. Confirm who may consent to travel and receive information about the trip under your agency's policy and the rules that apply where you operate, because this guide does not cover those rules.
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