Emergency Drill Report Template

Instructions for Use

Purpose: Document emergency drills and exercises to verify preparedness, identify improvement opportunities, and maintain records of training activities.

How to Complete:

1. Complete this form during or immediately after each emergency drill
2. Fill in all sections with specific, factual information
3. Document both strengths and areas for improvement objectively
4. Collect feedback from participants before finalizing
5. Assign corrective actions to responsible individuals with target dates
6. File completed report in document repository
7. Track corrective actions to completion

When to Use:

• Fire evacuation drills (annually per office)
• Tabletop exercises (scenario-based discussions)
• Environmental spill drills
• Other emergency response exercises

Review and Follow-Up:

• Environmental Lead reviews all drill reports
• Corrective actions tracked per SW-IMS-PRO-005 (Nonconformity and Corrective Action)
• Results discussed in management review
• Trends analyzed annually to improve emergency preparedness

Owner: Environmental Lead (overall responsibility), Office Managers (local drills)

---

Emergency Drill Report

1. Drill Information

Field	Information
Drill ID	[Auto-generate or assign: DRILL-YYYY-MM-NNN]
Drill Date	[YYYY-MM-DD]
Drill Type	[ ] Fire Evacuation [ ] Tabletop Exercise [ ] Environmental Spill [ ] Medical Emergency [ ] IT/Cybersecurity [ ] Other: ________________
Location/Office	[ ] Karlstad [ ] Stockholm [ ] Uddevalla [ ] Multi-office [ ] Remote/Virtual
Start Time	[HH:MM]
End Time	[HH:MM]
Total Duration	[Minutes]
Conducted By	[Name and role of drill coordinator/facilitator]
Planned or Unannounced	[ ] Planned (staff notified in advance) [ ] Unannounced (surprise drill)

---

2. Participants

Total Number of Participants: [Number]

Participant List (or attach separate sign-in sheet):

Name	Role	Department/Office	Emergency Role (if applicable)
[Name]	[Role]	[Department]	[Fire Warden, First Aider, Incident Commander, etc.]
[Name]	[Role]	[Department]
[Name]	[Role]	[Department]
[Name]	[Role]	[Department]

Expected Participants (if applicable): [Number of staff expected to be in office]
Absentees: [Number/names of staff who did not participate - note if on leave, customer site, etc.]

---

3. Scenario Description

Scenario Type: [Brief description of the emergency scenario used for the drill]

Scenario Details:
[Describe the drill scenario, including:

• What emergency was simulated (e.g., "Fire in server room on 2nd floor")
• Initial conditions and assumptions
• Any specific challenges or complications introduced
• For tabletop exercises: scenario timeline and inject points]

Drill Objectives:
[ ] Test evacuation procedures and timing
[ ] Practice emergency communication
[ ] Verify Emergency Response Team coordination
[ ] Test equipment and resources
[ ] Assess decision-making and incident command
[ ] Other: _______________________________________________

---

4. Drill Execution

4.1 Fire Evacuation Drill (if applicable)

Metric	Result	Target	Met?
Evacuation Time (alarm to all clear)	[MM:SS]	< 5 minutes	[ ] Yes [ ] No
All areas checked by Fire Wardens	[ ] Yes [ ] No	Yes	[ ] Yes [ ] No
All staff accounted for at assembly point	[ ] Yes [ ] No	Yes	[ ] Yes [ ] No
Fire alarm activated successfully	[ ] Yes [ ] No	Yes	[ ] Yes [ ] No
Assembly point used correctly	[ ] Yes [ ] No	Yes	[ ] Yes [ ] No

Evacuation Details:

• Alarm activation method: [Manual pull station, automatic, verbal announcement, etc.]
• Routes used: [Which exits and stairways were used]
• Assembly point: [Location used]
• Muster process: [How staff were accounted for]
• Weather conditions: [If relevant to outdoor assembly]

---

4.2 Tabletop Exercise (if applicable)

Facilitator: [Name]
Duration: [Minutes]

Scenario Progression:
[Describe how the scenario unfolded, key decision points, and inject questions]

Key Decisions Made:

1. [Decision point and outcome]
2. [Decision point and outcome]
3. [Decision point and outcome]

Communication Tested:

• Internal notifications: [ ] Effective [ ] Needs improvement
• External notifications (authorities, customers): [ ] Effective [ ] Needs improvement
• Management escalation: [ ] Effective [ ] Needs improvement

---

4.3 Environmental Spill Drill (if applicable)

Simulated Spill: [Type and quantity - e.g., "500ml printer toner spilled in office"]
Spill Kit Used: [ ] Yes [ ] No
Spill Kit Location Known: [ ] Yes [ ] No
Containment Successful: [ ] Yes [ ] No
Cleanup Completed: [ ] Yes [ ] No
Disposal Procedure Followed: [ ] Yes [ ] No
PPE Used Correctly: [ ] Yes [ ] No [ ] N/A

Time to Contain: [Minutes]
Time to Complete Cleanup: [Minutes]

---

5. Observations and Performance

5.1 What Went Well (Strengths)

[List specific positive observations, actions that were effective, and good practices demonstrated]

---

5.2 Issues Identified (Areas for Improvement)

[List specific problems, delays, confusion, or failures observed during the drill]

Issue #	Issue Description	Severity	Category
1	[Describe the issue - be specific]	[ ] High [ ] Medium [ ] Low	[ ] Procedure [ ] Equipment [ ] Training [ ] Communication [ ] Other
2
3
4

Severity Definitions:

• High: Could result in injury, significant environmental impact, or failure to respond effectively
• Medium: Could cause delays or confusion but response would still be effective
• Low: Minor issue with limited impact

---

6. Equipment and Resources

Equipment Checked/Used:

Equipment/Resource	Available?	Functional?	Location Known?	Issues Noted
Fire extinguisher(s)	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Fire alarm system	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
First aid kit	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Spill kit	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Emergency contact list	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Emergency lighting	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Communication devices (phones, radios)	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Assembly point signage	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No
Other: ____________	[ ] Yes [ ] No	[ ] Yes [ ] No [ ] N/A	[ ] Yes [ ] No

Equipment Issues Requiring Action: [List any equipment that needs repair, replacement, or restocking]

---

7. Emergency Response Team Performance

Role	Name	Performance Rating	Comments
Incident Commander	[Name]	[ ] Excellent [ ] Satisfactory [ ] Needs Improvement
Fire Warden(s)	[Name]	[ ] Excellent [ ] Satisfactory [ ] Needs Improvement
First Aider	[Name]	[ ] Excellent [ ] Satisfactory [ ] Needs Improvement
Muster Coordinator	[Name]	[ ] Excellent [ ] Satisfactory [ ] Needs Improvement
Communication Coordinator	[Name]	[ ] Excellent [ ] Satisfactory [ ] Needs Improvement

Team Coordination: [ ] Excellent [ ] Satisfactory [ ] Needs Improvement
Comments: [Describe how well the team worked together, communication effectiveness, leadership clarity]

---

8. Participant Feedback

Feedback Collection Method: [ ] Verbal debrief [ ] Survey [ ] Email [ ] Other: __________

Summary of Feedback:
[Summarize feedback from participants - what did they observe, what concerns were raised, what suggestions were made]

Representative Comments (anonymous):

• "[Quote]"
• "[Quote]"
• "[Quote]"

---

9. Lessons Learned

Key Takeaways:

1. [What did we learn from this drill?]

Best Practices to Replicate:
[List effective practices that should be documented and replicated in future drills or actual emergencies]

Knowledge Gaps Identified:
[Identify areas where staff lack knowledge or skills - informs training needs]

---

10. Corrective and Improvement Actions

Action #	Action Description	Responsible Person	Target Date	Priority	Status
1	[Specific action to address issue or improve performance]	[Name/Role]	[YYYY-MM-DD]	[ ] High [ ] Medium [ ] Low	[ ] Open [ ] In Progress [ ] Completed
2
3
4
5

Priority Definitions:

• High: Must be completed before next drill or within 30 days
• Medium: Should be completed within 90 days
• Low: Desirable improvement, complete within 6 months

Tracking: All corrective actions shall be tracked per SW-IMS-PRO-005 (Nonconformity and Corrective Action Procedure)

---

11. Procedure and Plan Updates

Does this drill require updates to emergency procedures or plans?
[ ] Yes [ ] No

If Yes, identify documents requiring update:

Document	Required Change	Responsible	Target Date
[Document ID and name]	[Description of change needed]	[Name/Role]	[Date]

---

12. Next Drill Planning

Next Drill Scheduled: [YYYY-MM-DD]
Next Drill Type: [Fire evacuation, tabletop, spill response, etc.]
Location: [Office or multi-site]

Recommendations for Next Drill:
[Suggestions for scenarios, areas to focus on, participants to include, etc.]

---

13. Overall Assessment

Overall Drill Success: [ ] Successful [ ] Partially Successful [ ] Unsuccessful

Justification:
[Explain the overall rating based on objectives achieved, issues encountered, and readiness demonstrated]

Emergency Preparedness Status: [ ] Adequate [ ] Needs Improvement [ ] Inadequate

Recommendations:
[High-level recommendations for improving emergency preparedness based on this drill]

---

14. Sign-Off

Completed By:

Name	Role	Signature	Date
[Name]	Drill Coordinator		[YYYY-MM-DD]

Reviewed By:

Name	Role	Signature	Date
[Name]	Environmental Lead		[YYYY-MM-DD]
[Name]	Office Manager (if applicable)		[YYYY-MM-DD]

Approved By:

Name	Role	Signature	Date
[Name]	Management Team Representative		[YYYY-MM-DD]

---

15. Distribution

This report shall be distributed to:

• Environmental Lead
• Office Manager(s)
• Emergency Response Team members
• Management Team
• All participants (summary)
• Document repository (filed)

Filed in: [Location/folder in document management system]
Report ID: [Drill ID]

---

Attachments

Attach supporting documentation as applicable:

• Participant sign-in sheet
• Photographs (equipment, assembly point, issues identified)
• Participant feedback forms/surveys
• Scenario materials (tabletop exercise injects, handouts)
• Equipment inspection records
• Other: ___________________________

---

Document Control

Version	Date	Author	Changes
1.0	[TBD]	[Author]	Initial release

---

Approval

Role	Name	Signature	Date
Environmental Lead
Management Team Representative