Can this plan be signed electronically?

Yes. Under the ESIGN Act and state UETA laws, electronic signatures are generally valid for contractual plans when intent, consent, attribution, and retention are satisfied.

Do we need notarization?

Not usually for internal crisis plans. Notarization is only required when state law or specific third-party requirements demand it for enforceability.

What authentication level is appropriate?

Use at least email plus SMS 2FA for approvers; stronger methods (KBA or certified digital signatures) are recommended when regulatory proof of identity is required.

How do we update an approved plan?

Record revisions with version numbers, obtain the same approval sequence as the original, and retain the prior signed version for audit purposes.

Where should signed plans be stored?

Store signed plans in a secure document management system with access controls and an exportable audit trail to support retrieval and compliance checks.

Who should sign the plan?

Signatures typically include the communications lead, chief legal officer, and an executive sponsor; designate alternates and record their authority in the template.

Electronic Signature
Templates
Miscellaneous
Crisis Communication Plan Template

Crisis Communication Plan Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CRISIS COMMUNICATION PLAN TEMPLATE

This Crisis Communication Plan (the Agreement) is entered into by and between:

Client Name:

Service Provider Name:

WHEREAS

WHEREAS, Client operates business activities and assets that, if impacted by an incident, require coordinated external and internal communications to protect reputation, ensure safety, and preserve operational continuity; and

WHEREAS, Service Provider possesses professional communications expertise and will develop, implement, and support the Crisis Communication Plan pursuant to the terms of this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

SCOPE OF WORK

Services and Deliverables Activation Criteria

CRISIS TEAM AND ROLES

Primary Incident Commander:

Team Roster (Enter primary contacts and alternates)

STAKEHOLDERS AND NOTIFICATION LIST

Key Stakeholders Sample Notification Entry

KEY MESSAGES AND MEDIA MATERIALS

Pre-Approved Holding Statement Audience-Specific Messaging

COMMUNICATION CHANNELS

Select primary channels to be used for crisis communications:

Channels Email Phone SMS/Text Social Media Website / Newsroom Press Release

Channel Usage Rules

MEDIA AND SPOKESPERSON PROTOCOL

Designated Spokesperson:

Media Response Procedure

ESCALATION PROCEDURES

Escalation Matrix

MONITORING, REPORTING, AND RECORDKEEPING

Monitoring & Social Listening Recordkeeping and After-Action Review

TRAINING AND EXERCISES

Training Frequency Exercise Description

PAYMENT TERMS

Total Fee Payment Schedule Late Payment Fee

Invoices are due within days of receipt unless otherwise agreed in writing. Overdue amounts accrue interest at the rate specified in Late Payment Fee above.

TERM AND TERMINATION

Effective Date: Term End Date:

Either party may terminate this Agreement for convenience upon written notice delivered to the other party at least days prior to the intended termination date. Either party may terminate immediately for material breach that remains uncured for 30 days after written notice of such breach.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public information disclosed in connection with this Agreement and shall use such information only for the performance of its obligations hereunder. Confidential information does not include information that is or becomes generally available to the public through no breach of this Agreement. The obligations in this section survive termination for a period of three (3) years.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Agreement, including any attachments or schedules executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and understandings, whether written or oral. No amendment or waiver of any provision shall be effective unless in writing and signed by authorized representatives of both parties.

NOTICES

Client Notice Address Provider Notice Address

Client (Print Name):

By:

Date:

Service Provider (Print Name):

By:

Date:

What this Crisis Communication Plan Template Is

A Crisis Communication Plan Template is a structured document that outlines roles, messaging, channels, and escalation steps for communicating during emergencies. It standardizes who speaks for the organization, when and how stakeholders are notified, and what information is released. Use it to prepare pre-approved statements, contact lists, decision triggers, and post-incident review steps so communications are consistent, timely, and legally defensible across operational, legal, and public channels.

Why a Formal Template Improves Incident Response

A consistent template speeds decision-making, reduces inconsistent messaging, and helps protect legal and regulatory obligations. It centralizes contact data, predefined statements, and approval paths so teams can respond within hours rather than days.

Who Typically Prepares and Uses This Template

Organizations assign responsibility for the crisis plan to a small, cross-functional team including communications, legal, operations, and HR.

Corporate communications teams who manage external statements and media inquiries and coordinate with legal on regulatory disclosures.
Legal and compliance teams who review messaging for regulatory, privacy, and litigation risk before public release.
Operations or incident response teams who execute notification workflows and provide technical or situational updates to communicators.

Keep the team list current and assign alternates so coverage continues through absences and prolonged incidents.

Core Sections to Include in a Professional Crisis Communication Plan Template

A complete template organizes essential elements so authors can populate and activate the plan quickly during an incident.

Activation Criteria

Clear triggers and decision rules that define when the plan is activated, who declares an incident, and the communication priority levels to apply.

RACI Matrix

A concise roles-and-responsibilities matrix designating owners for messaging, approvals, stakeholder contact, and media liaison responsibilities during each incident phase.

Stakeholder Directory

Pre-populated contact lists for internal teams, regulators, vendors, clients, and media with alternate contacts and escalation phone numbers.

Pre-Approved Messaging

Template statements and Q&A drafts tailored to incident types that can be adapted and approved quickly to ensure consistent external and internal communications.

Channels & Tools

A channel map listing email, SMS, press release, social media, website banner, and internal intranet steps with responsible owners for each channel.

Post-Incident Review

A standard after-action checklist with timelines for legal review, archival, stakeholder follow-up, and updates to the template based on lessons learned.

Step-by-Step: How to Fill Out the Template

Follow a prioritized sequence to complete the template so approvals and distribution are fast during an incident.

01

Gather Contacts: Collect names and alternate numbers for all stakeholder groups.
02

Define Triggers: Document clear activation criteria and escalation thresholds.
03

Draft Messages: Prepare short, audience-specific statements and Q&A.
04

Approve and Store: Secure signatures, record approvers, and archive the final plan.

Configuring the Online Workflow for Crisis Communications

Set up routing and authentication so the template can be executed reliably from your document platform.

Field	Configuration
Approval Order	Sequential routing: Communications → Legal → CEO
Signer Authentication	Email plus SMS 2FA for external approvers
Template Locking	Restrict edits to designated roles after approval
Audit Trail	Enable timestamps, IP capture, and version history

Where to File and Who Receives the Final Plan

Identify storage locations and distribution endpoints to ensure the signed plan is accessible to required parties after execution.

Primary Archive: Company document management system
Regulatory Filing: Submit copies to compliance or regulator as required
Internal Distribution: Share to secure intranet and leadership email group
External Parties: Provide controlled copies to vendors or partners

Technical and Security Requirements for eSubmission

Use a secure, standards-compliant eSignature platform that supports audit trails and role-based access before distributing the plan.

Document Formats: PDF and DOCX supported
Authentication: Email + SMS or stronger 2FA
Integrations: Connect to CRM and DMS

Ensure the chosen platform can produce a tamper-evident audit record and meets any industry-specific compliance needed for your organization.

Timelines and Recommended Review Cadences

Set clear deadlines for routine maintenance, post-incident updates, and scheduled reviews so the plan remains current and effective.

Annual Review Required:

Review and update the plan at least once every 12 months.

Post-Incident Update:

Revise plan within 30 days after major incidents.

Contact Verification:

Confirm stakeholder contact details every 90 days.

Training Schedule:

Quarterly tabletop drills recommended for activation teams.

Regulatory Reporting Window:

Follow the regulator-specific reporting timelines that apply to the incident type.

Common Risks and Consequences of an Incomplete Plan

Reputational Harm: Uncontrolled messaging damages public trust quickly.

Regulatory Exposure: Missed notifications can trigger fines or sanctions.

Legal Liability: Inaccurate disclosures increase litigation risk.

Operational Delay: No clear roles slow decision-making.

Data Privacy Breach: Wrong channel or recipient can violate privacy rules.

Recordkeeping Gaps: Poor retention hinders audits and investigations.

eSignature Pricing and Feature Comparison for Plan Execution

Compare starting prices, trial availability, bulk send, audit trail, HIPAA support, and envelope limits to choose an appropriate eSignature provider.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Rapid Document Execution

These customer examples show how organizations used electronic workflows and templates to maintain compliance and speed.

Tim Martin — Martin Properties

Property managers adopted online templates to streamline incident messaging and approvals.

Rapid execution on mobile and offline workflows reduced delays.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons — Optica Ventures LLC

A startup centralized communications templates for investor and tenant notices.

Central templates ensured consistent disclosures across stakeholders.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical Tips to Keep the Template Accurate and Actionable

Implement these practices to reduce errors and speed activation during an incident.

Maintain Current Contacts

Verify and test primary and alternate contact details quarterly and after organizational changes to prevent delays during activation and to ensure notification reachability.

Pre-Approve Core Messages

Work with legal to produce short, adaptable statements for common scenarios so communications can be issued promptly without last-minute legal hold-ups.

Conduct Regular Drills

Run tabletop exercises at least twice per year to validate the plan, clarify responsibilities, and identify gaps in channels, approvals, or third-party coordination.

Lock Final Versions

Use version control and access controls so only authorized roles can change approved language; retain signed snapshots for audits and post-incident reviews.

Frequently Asked Questions About Using the Crisis Communication Plan Template

Answers to common questions about e-signing, legal validity, and practical execution when employing the template.

Need help? Contact support

Can this plan be signed electronically?
Yes. Under the ESIGN Act and state UETA laws, electronic signatures are generally valid for contractual plans when intent, consent, attribution, and retention are satisfied.
Do we need notarization?
Not usually for internal crisis plans. Notarization is only required when state law or specific third-party requirements demand it for enforceability.
What authentication level is appropriate?
Use at least email plus SMS 2FA for approvers; stronger methods (KBA or certified digital signatures) are recommended when regulatory proof of identity is required.
How do we update an approved plan?
Record revisions with version numbers, obtain the same approval sequence as the original, and retain the prior signed version for audit purposes.
Where should signed plans be stored?
Store signed plans in a secure document management system with access controls and an exportable audit trail to support retrieval and compliance checks.
Who should sign the plan?
Signatures typically include the communications lead, chief legal officer, and an executive sponsor; designate alternates and record their authority in the template.

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