Nobody should be hunting for a number
When water shows up, nobody wants to search for a phone number or a key. The most common preparation gap isn't equipment or know-how. It's information that lives in one person's phone. A contact sheet puts it in one shared place, and the roles section says who can make which decision.
Fill in the sheet below and review it every quarter and whenever staff or tenants change. Leave blank anything that doesn't apply. Never put passwords or alarm codes in a document many people can read; note where they're stored securely instead.
In a multi-tenant building, add your neighbors' emergency contacts. Water travels through shared walls, ceilings and drains, and a leak next door can become yours before anyone tells you. Agree with neighbors on how you'll alert each other, even through a simple group text, and the gap between a leak starting and the right person hearing about it shrinks. Add the building manager's after-hours route and test it, since a number that rings at an empty desk does nothing at night.
Contacts
| Role | Name | Phone or contact method | After-hours access |
|---|---|---|---|
| Facility manager | |||
| Operations manager | |||
| Safety lead | |||
| Landlord or property manager | |||
| Fire protection contractor | |||
| Plumber | |||
| Electrician | |||
| Roofing contractor | |||
| Insurance agent or broker | |||
| Restoration companies you have checked |
Attach these to the sheet
Who decides
- IfEmergency spending has to be approvedThenName the person who can approve it, and their backup.
- IfOperations need to pause or rerouteThenName the operations lead who makes that call.
- IfSprinklers or fire protection are involvedThenName who works with the contractor and the fire authority.
- IfA leased space is affectedThenName who calls the landlord, and note what the lease requires.
Quarterly review
- Are all names and contact methods current?
- Has anyone joined or left who needs access?
- Did any building work move a valve or a panel?
- When was the after-hours call chain last tested?
Common questions
Should we pick vendors in advance?
Having checked options helps. Confirm them, and keep the final choice open to the situation and your insurer's guidance.
Who should hold a copy?
Facility leads, shift supervisors and anyone with after-hours responsibility.
General information for Commerce City, not a quote or professional advice. In an emergency, call 911.