Template for Executive Letter of Support to Employees
Over the next few months,
will be coordinating the building of our business continuity
plan (BCP). This plan will guide our company's actions in the event of a disaster or crisis, and
will help us restore normal operations as soon as possible. It is our sincere hope that we never
have to implement the plan as the result of a disaster or crisis. However, it is important to have
a plan in place so that if such an event should occur, our company can better protect our
employees and return to normal operations as quickly and efficiently as possible, thereby
minimizing the financial effects of such a disruption on our business and that of our customers.
The decision to move forward with this project is fully supported and endorsed by me and the
senior management of our firm. While there should be little disruption of our daily work, there
may be occasions where your input is required in the development of the plan. Your input and
cooperation are greatly appreciated.
Once complete, these documents will serve as the foundation to help all of us in the event of a
business interruption resulting from numerous disaster scenarios. Furthermore, the BCP will be
reviewed, updated, and improved on a regular basis to assure that it maintains its relevance.
Thank you for helping with this project and making
a better place for all of us!
Establish Your Company’s Concept of Operations
Note to user: This pertains to Section 1, Step B of the planning roadmap. Completing this exercise creates
Chapter 1 of your company’s BCP.
Chapter 1
Concept of Operations
The scope of this plan addresses the physical environment, technology, critical operations, and
critical business processes at each of the company’s locations. In addition, the scope of the plan
addresses the impact of a business interruption on customers and vendors.
List name, physical location and address, and primary communication numbers for all offices
included in the plan.
The objectives of this BCP are to:
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minimize financial loss and reputational impact to the organization and its components;
continue to appropriately serve employees and customers; and
reduce the impact business interruptions can have on the organization’s strategic plans,
reputation, operations, and the ability to remain in compliance with applicable laws and
regulations.
The framework for this business continuity management program is meant to provide an
integrated approach to ensuring the critical processes of business to continue to function, during
and after a disaster or incident that interrupts the operation of the organization.
The key requirements for an effective response are:
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A clear procedure for the escalation and control of an incident or business interruption
Communication with stakeholders
Documented plans to resume interrupted activities
The actions outlined in our plan are not intended to cover every possible crisis as, by their
nature, all incidents are different.
The BCP addresses the following phases of emergency planning: mitigation and preparation;
response; recovery. A summary of actions taken during each of these phases include:
Mitigation and Preparation

Actions taken by the business: continuous review of the BCP and new procedures to
ensure effective recovery of services by all critical departments during any disaster.
Response

Actions taken by the business: personnel ensure the safety of and minimizing injuries to
staff during a disaster.
Recovery

Actions taken by the business: processes required to return the work processes and
support functions to operational stability following an interruption or disaster and
during the return to normal functions.
The standards we follow are informed by the business continuity practices of Disaster Recovery
International. The guidelines we will follow before, during, and after a disaster include:
Before a disaster:
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Reducing dependence on key personnel
Establishing communication channels and chains of command for decision making and
communication with employees
Decreasing potential threats and exposures
Lowering the possibility of a disaster event
Maintaining best practices
During a business interruption:
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Avoiding disruptions to the productivity of a business
Protecting employees and customers
Safeguarding critical assets
Minimizing confusion and delays
After a disaster:
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Reducing potential financial loss and reputational damage
Ensuring organizational stability and an orderly recovery
Rapidly changing business processes (internally and externally) and new threat scenarios (e.g.
cybersecurity, climate impacts) necessitate that management maintains updated and viable
BCPs at all times. The planning done in the preparation of this workbook takes into account the
potential for wide-area disasters that affect the Middle Tennessee region. In light of this, your
company should incorporate staff training and exercise/reevaluate the BCP annually.
Modifications to the plan should be made regularly based upon test results, as well as changes
to technology, procedures, regulations, and personnel. The BCP should be stored electronically,
backed up and saved off site, and distributed in paper form to authorized individuals.
The organization uses an emergency response plan (ERP) that contains actions aimed at
protecting life and property immediately following an emergency situation.
Sample Employee Contact Form
Note to user: It is important to maintain employee contact information for notification purposes. Collect
a primary email address (usually the employee's company email account) as well as a secondary email
address (employee's personal account) so you can still reach employees even if your office is temporarily
unavailable.
Employee Information
Last name
First name
Title/department
*List the employee's role in the BCP (e.g., production recovery team)
BCP Role*
Office
telephone
Primary email
Secondary
email
Template: Roles and Responsibilities
Note to user: This template is to be completed by your planning team. Enter the names of employees that
best fit the roles and responsibilities required. The completed template becomes Chapter 2 of your
company’s BCP.
Chapter 2
Roles and Responsibilities
This section of the plan:
 outlines the various leadership responsibilities of the company’s overall business
continuity management program, summarizing the roles and responsibilities of the
various members before, during, and after an emergency
 outlines the specific teams and the personnel assigned to the defined teams
The business continuity manager with overall responsibility for the company’s plan is:
____(Manager's name)____________________________________
Our company’s BCP includes the following teams:
(Refer to workbook Section 1, Step C for a list of potential recovery teams. Your company's teams may
vary depending on the size and structure of your organization.)
Business Continuity Steering Committee
Team leader: _________________________________
Team members:
Name
Title
Contact information
Crisis Management Team
Team leader: _________________________________
Team members:
Name
Title
Contact information
Emergency Response Team
Team leader: _________________________________
Team members:
Name
Title
Contact information
Recovery Team A
Name of recovery team: _______________________________
Team leader: _________________________________
Team members:
Name
Title
Contact information
Recovery Team B
Name of recovery team:_______________________________
Team leader: _________________________________
Team members:
Name
Title
Contact information
Recovery Team C
Name of recovery team: _______________________________
Team leader: _________________________________
Team members:
Name
Title
Contact information
Overall roles and responsibilities during normal operations, response phase and
recovery phase:
The following table outlines the roles and responsibilities:
Who
Board of directors
Normal Operations
Response Phase of Crisis
1. Establish policies
regarding
development and
maintenance of
business continuity
plans.
2. Review/approve
business continuity
plans.
1. Be informed of the
company’s status and
support recovery
options as necessary.
2. Participate in
communicating the
company’s status to
identified stakeholders
in the crisis
communications plan.
Recovery Phase
1. Support efforts to
maintain
communication
with regulators
and key vendors
and customers.
Who
Executive
management
Business
continuity
steering
committee
Business
continuity
manager
Normal Operations
1. Ensure that the BCP
is properly
maintained and
addresses relevant
threats.
Response Phase of Crisis
1. Convene the crisis
management team.
2. Authorize activation of
the BCP and declare a
disaster if necessary.
3. Provide overall
management during
implementation of the
plan and restoration of
normal business
operations.
4. Arbitrate resource
disputes between
business unit and
support teams.
1. Approve initial
1. Members become the
business unit
crisis management team
recovery and support
upon activation of the
team plans.
BCP and resources the
2. Review and approve
emergency operations
annual update of
center.
BCP.
2. Resources assigned
roles in BCP recovery
teams.
1. Participate in training 1. Serves as emergency
and emergency
coordinator upon
management
activation. Manage the
simulations.
emergency response
2. Ensure that the
and mobilization effort
control and
through the incident
management of the
action plan. Monitor the
BCP takes place.
ongoing response effort,
prioritizing resource
requirements.
Recovery Phase
1. Monitor progress
of ongoing
recovery efforts.
2. Make decision to
close incident plan
upon return to
normal.
1. Participate in
assigned roles on
additional teams
and plans as
identified.
1. Continue
managing the
recovery effort for
affected business
units, as directed
by executive
management.
Who
Emergency
response team
BCP recovery
team leaders
Normal Operations
1. Develop emergency
procedures to ensure
safety of employees
and protection of
building in an
emergency situation.
2. Train employees in
evacuation
procedures.
1. Serve on the business
continuity steering
committee.
2. Assign personnel to
staff the team
necessary to address
emergency situations.
3. Maintain current
recovery plans.
4. Participate in
trainings.
5. Assign and train
backups.
Response Phase of Crisis
1. Provide assistance
in an emergency
situation.
2. See that building is
triaged if affected,
including damage
assessment.
1. Participate as part of
crisis management team
upon active declaration.
2. Report to the
emergency operations
center to begin damage
assessment and
recovery process.
3. Monitor recovery
operations by receiving
and communicating
status reports.
4. Request additional
human resources
support as necessary.
5. Communicate all
decisions made by the
management and
command center to
affected employees
within their
department.
6. Respond to directives
from executive
management in
business interruption
incidents that do not
warrant declaration.
Recovery Phase
1. Support
recovery team
efforts.
1. Manage recovery
effort for their area
until notified of
termination of the
incident by
executive
management/
crisis management
team.
2. Coordinate all
recovery efforts
related to the
team’s standard
operating
procedures.
3. Maintain a log of
the team’s status
and progress.
Who
All employees
Trusted advisors
Normal Operations
Response Phase of Crisis
Recovery Phase
1. Maintain readiness
by being
knowledgeable of the
BCP.
2. Participate in
required training.
1. Non-employees of
the firm who have
detailed knowledge
of the company and
provide additional
capacity to
organization if
needed.
2. Have knowledge of
their roles in the BCP,
should they be
needed.
1. Respond to emergencies
as directed by recovery
team leaders and the
emergency coordinator.
1. Provide support as
directed by
recovery teams.
1. Respond to emergencies
as directed by recovery
team leaders and the
emergency coordinator.
1. Provide support as
needed.