When environmental factors affect your employees’ ability to safely do their jobs, you need to be able to act fast. Use our sample inclement weather email to employee templates to respond quickly and effectively to any and every weather event.
The effectiveness of your emergency response communications relies heavily on how quickly you can send them to your employees. A quick response will have the greatest chance of alerting your employees to issues that affect their work and safety.
We’ve created 20+ sample inclement weather emails to employees that you can use as templates for your own emergency communications. Download our free templates and customize them to suit your specific business needs.
Your employees should be able to read and understand your emergency weather alerts as quickly as possible. Your weather alerts can be sent via different methods like email, SMS, phone calls, intranet messages, or any other form of emergency notification system.
When drafting your inclement weather notices, consider what internal communication channels to use. While your messages should always be clear and concise, the medium you use to contact your employees will determine how much information you can include. For extreme emergencies that require immediate communicatioon, using an SMS alert system might be preferable to email.
No matter the specifics of the situation at hand, your inclement weather notices should all contain certain information to aid your employees:
You can adjust the information you include based on the nature of your business. For example, businesses with in-office employees will need to send different notifications than those businesses with a remote workforce.
Pro tip: Create and send multilingual emails to ensure that all staff fully understand critical messages and warnings.
If you’re struggling to come up with content for your inclement weather announcement, try using ContactMonkey’s ChatGPT email generator for your emails. Simply describe what you need to announce, including specific information, and then edit the outputted text according to your audience.
Your inclement weather alerts will differ depending on the nature of your remote workers. If your remote workers are localized within a particular area, then you can likely issue a weather alert to all your employees and know that it is relevant for them.
But for companies that have remote workers spread across a country or the entire globe, you’ll need to shift your approach. Those who are responsible for assessing weather conditions and issuing warnings should be wary of where remote workers are located and craft communications for them accordingly.
We recommend creating different lists of employees based on location. This will optimize your weather alert sending, and reduce the chances of an employee receiving a weather alert that doesn’t affect them.
With ContactMonkey’s List Management feature, you can easily create your own custom email lists—without needing IT. These lists can integrate with your Human Resource Information System (HRIS) like Workday and ADP, as well as Azure Active Directory, so they’ll automatically update as employees join and leave your organization.
Weather comes in all shapes and sizes, and can impact your business in myriad ways. We’ve put together a comprehensive list of different closed due to weather templates for inclement weather email alerts that you can use for your own business.
Before we get into specific weather alerts, check out these general “Office Closed” inclement weather messages. These can be useful for when you need to get a message out quickly without getting into the specifics of why the weather caused the closure.
You’ll notice our sample inclement weather memo to employees templates use merge tags—text fields denoted by >. Merge tags are used to add personalized subject lines and body copy to your emails, and insert information specific to the recipient.
Personalized information in your emails’ subject line increases open rates by +22%.
Subject: OFFICE CLOSURE: Office(s) closed until [date/time or further notice] due to inclement weather
Due to [recent weather event], we have decided to close our [offices/workplace/job site] until [date/time or further notice]. Please stay at home and do not risk your safety.
If you have any questions or concerns about this closure, please contact your [manager/supervisor], >. We will be monitoring the weather and will alert you when we reopen our [offices/workplace/job site].
[Head of HR/internal communications]
An inclement weather message differs from the previous example in that it doesn’t necessarily include announcing an office closure. Use this kind of email to alert your employees to weather that will affect their commute or job site, but not to the extent to warrant closure.
Subject: WEATHER ALERT: Inclement weather on [date]
Please be aware that [your city/office location] will be experiencing [details of inclement weather] on [date of weather event].
Our [offices/building/job site] will remain open during this time, but we advise that you use caution while travelling to and from our [offices/building/job site].
For further details about this weather alert, please contact your [manager/supervisor] or follow this link: [link to details about weather].
[Head of HR/internal communications]
Sometimes the weather warrants attention out of convenience rather than precaution. Especially for outdoor jobs, bad weather can impact your employees’ ability to work comfortably.
Inform your employees about upcoming bad weather and include recommendations for them to prepare accordingly.
Subject: Weather considerations for [date]
Please plan for poor weather on [date] to avoid discomfort while at your job. The forecast is calling for [specific weather], and we encourage you to prepare accordingly.
Consider bringing appropriate apparel to mitigate [specific bad weather] with you on [date]. If you have any questions, or concerns about your ability to do your job on [date], please contact your [manager/supervisor].
[Head of HR/internal communications]
Adverse weather is more severe than inclement weather, as adverse weather directly impedes your employees’ ability to safely complete their jobs. This can include increasing danger on their commute or rendering a job site unsafe or unworkable.
Whereas an office closure due to inclement weather can be done out of precaution, adverse weather almost always necessitates an office closure.
Subject: OFFICE CLOSURE: Adverse weather forecast for [location] on [date]
Be advised that there is extreme adverse weather affecting [office/location] on [date]. Our [offices/building/job site] will remain closed until further notice.
Do not come into the [offices/building/job site]. Please take the appropriate precautions to ensure your safety during this time. Contact your [manager/supervisor] if you have any questions about our safety procedures or your ongoing projects.
For more information about this current [weather event], please visit [link to additional weather information].
[Head of HR/internal communications]
You can also feature the specific type of weather in your email alert. If you are in an area that regularly experiences a particular kind of inclement weather, it can be useful to have an email template that addresses that specific occurrence.
Subject: THUNDERSTORM WARNING: Use caution on [date of inclement weather]
Weather reports predict [moderate/severe] thunderstorms happening in [location] on [date/time]. Please use caution when travelling to [office/location/job site].
If you do not feel safe coming into work on [date of storm], please contact your [manager/supervisor] to make alternate arrangements. For more details about this upcoming thunderstorm, please visit [weather website or resource].
[Head of HR/internal communications]
Your employees may be affected differently by various weather conditions. For such conditions, it’s useful to describe how the weather could affect their ability to work to help them decide which course of action to take.
Subject: COLD WEATHER ALERT: Use caution on [date]
There is a cold weather advisory for [location] on [date]. Please take the appropriate precautions to ensure your safety. Extreme cold weather can cause adverse driving conditions and possible power outages.
Our [offices/location/job site] will [be closed/remain open] on [date]. Please contact your [manager/supervisor] to coordinate any precautions you need to take.
For more information about this cold weather alert, please visit [website with additional information].
[Head of HR/internal communications]
When cold temperatures turn into a full-blown blizzard, your company will need to communicate different precautions for your employees to take.
Most blizzard conditions will necessitate closing your workplace due to the impacts on transit or the maintenance of your building or job site. Blizzards can result in longer workplace closures than other forms of adverse weather due to the labour required to remove excess snow.
Subject: BLIZZARD WARNING: [Offices/Location/Job Site] closed until further notice.
Due to the [upcoming/ongoing] blizzard conditions in [location], we have decided to close our [office/location/jobsite] until further notice. Please stay at home and take the proper precautions to stay safe during the blizzard.
For additional resources about the [ongoing/upcoming] blizzard, please visit [website with safety recommendations]. If this closure drastically impacts your ability to do your work, please contact your [manager/supervisor] to decide a course of action.
[Head of HR/internal communications]
An ice storm can affect your business operations in a similar way to a blizzard. An ice storm may have a higher chance of causing a power outage, so be sure to provide resources to your employees about working offline.
Ice storms can also impede your employees’ commutes. Use your judgment to determine whether to keep your workplace open during an ice storm.
Subject: WEATHER ALERT: Ice storm forecast on [date]
An ice storm is forecast for [location] on [date], and this will likely impact our [office/location/job site]. We are deciding whether the severity of the storm warrants closure of our [office/location/job site].
Ice storms have an increased possibility of damaging power infrastructure, so be sure to take the proper precautions to remain safe in the event of a prolonged power outage. Please consult [website] for additional information about staying safe during a power outage.
In the event that the ice storm causes widespread power outages, your [manager/supervisor] will provide you with instructions for working offline. If you have any questions, please contact your [manager/supervisor].
[Head of HR/internal communications]
Other weather conditions can impact your employees’ safety while not impacting your workplace being open or closed. Heatwaves pose serious health risks to many demographics, so ensure your employees know to take precautions while commuting to and from work and while at work.
Subject: HEAT ADVISORY: Extreme heat forecast for [date]
We are advising employees to take precautions in advance of the forecast heatwave happening on [date]. Follow these suggestions for dealing with extreme heat: [website].
If you are experiencing effects from this heatwave, please contact your [manager/supervisor] to inform them of your situation.
[Head of HR/internal communications]
Certain locations may experience extreme weather events unique to that environment. For businesses located in tropical regions, the threat of hurricanes and cyclones poses a huge issue for employee safety and business operations.
When sending weather alerts about weather like tropical cyclones and hurricanes, your employees’ safety has to be the primary concern. Be sure to emphasize the action your employees need to take in order to ensure their safety.
Subject: TROPICAL CYCLONE WARNING: Follow government guidelines and seek safety
We are aware that [relevant government body] has issued a tropical cyclone warning for [location]. If you are in the affected area, please follow [relevant government body] instructions to ensure your safety.
[Link to government guidelines for emergency safety]
Please stay safe during this time. You are not expected to continue work until the weather threat has passed and the situation has been properly assessed. We will do our best to stay in touch with [company]’s employees to make sure everyone is safe.
[Head of HR/internal communications]
When weather conditions affect your employees in a specific way, use your weather alert emails to highlight the hazard and offer remedies. This email weather update informs employees of hazardous driving conditions and outlines how they should respond to stay safe.
Subject: WEATHER ALERT: Hazardous driving conditions in [location]
Please use caution when driving to our [office/location/job site] on [date]. There will be hazardous road conditions on [road/highway/street] due to [weather conditions].
If you do not feel comfortable driving into the [office/location/job site], we encourage you to use an alternative form of transportation or [work from home/relevant substitute].
For more information about driving conditions, please visit [website link to weather updates]. Please contact your [manager/supervisor] if you have any questions/concerns about current driving conditions.
[Head of HR/internal communications]
Flooding can impact your business in numerous ways. Flooding at your business location can prevent your employees from completing their work, while flooding throughout a large geographic area can prevent your employees from commuting to work and can pose other issues to their safety.
Due to the wide variety of ways flooding can affect your business, we’ve provided two templates: one for flooding localized to your business, and one for flooding affecting a large area, like a town or a city.
Worksite flooding
Subject: OFFICE CLOSURE: Efforts underway to clear flooding
Over the past [timeframe], we’ve experienced extensive flooding at [office/location/job site] due to [reason for flooding].
We are in the process of clearing the flooding and making necessary repairs. The [office/location/job site] will be closed until further notice while we recover from the flooding.
Your [manager/supervisor] will contact you with updated information about your [work/projects] so that you may continue working from home.
We will alert you when the office has reopened. Thank you for your patience and understanding.
[Head of HR/internal communications]
Local flooding
Subject: WEATHER ALERT: Flooding reported in [location]
There has been extensive flooding in [location], and we are advising employees to avoid the area. If the flooding interferes with your commute or your ability to work, please contact your [manager/supervisor] to inform them of your situation.
If you have been directly impacted by the flooding, please take the appropriate measures to ensure your safety. You can learn more about flooding safety precautions from [website with relevant information].
Please stay safe and take however much time you need to respond to this situation.
[Head of HR/internal communications]
For businesses that experience a variety of weather-related interruptions, a more general email template can be used. A work from home email template lets employees know to stay at home in the event of a weather-related issue.
The main focus of the template is to let employees know they’re working from home; you can still include the reason for the decision, but the emphasis is on working from home.
Subject: Staff are encouraged to work from home on [date]
We are advising employees to work from home on [date] as forecasts indicate [details of weather that warrants working from home]. We will resume in-person work once the weather conditions are less adverse.
Please contact your [manager/supervisor] should you need any further information about your responsibilities when working from home. They’ll be happy to provide you with the resources you need.
[Head of HR/internal communications]
Looking for a specific weather alert to fit your business needs? You can create your own sample inclement weather emails using ContactMonkey’s email template builder.
Using the drag-and-drop controls, add different sections into your weather alert email and customize the copy. Include links to relevant resources and contact information should your employees require it:
It’s likely your employees check their emails with their mobile devices, especially if your email was sent at an irregular time. Be sure your inclement weather email alert displays properly on mobile using the Preview function:
Once you’re happy with your sample inclement weather memo to employees, you’re ready to send it or save the template for when you need it.
Your weather alert emails communicate important information to your employees that impact their safety. Measuring how your employees engaged with your weather alert emails can help you create more effective emails in the future.
You can measure email engagement using a combination of quantitative and qualitative metrics. Track email metrics like open rate, click-through rate, read time, and more to measure the reach of your emails:
If your organization has internal or external regulations around email privacy, you can use ContactMonkey’s anonymous email tracking to gather email metrics while maintaining your employees’ privacy.
Combine this data with qualitative feedback directly from your employees to learn where your emails succeeded or needed improvement. Conduct employees surveys and gather anonymous employee feedback to contextualize your email data:
Collect both email metrics and employee surveys in the days after your business sent out an email weather alert. Your employees can let you know what worked and what didn’t, and provide you with ideas to improve your response in the future.
We have sample emails for a wide variety of business cases:
To write an inclement weather email, consider what kind of weather disruptions your business could experience. Create your inclement weather emails based on the different locations of your offices or job sites, including details about what to do in case of inclement weather.
To announce that your business is closing due to weather, send an email to your employees describing the nature of the closure and the steps they should take. Be sure to send the email so you give your employees enough time to change their plans and react accordingly.
To communicate with your employees during a disaster, consult your crisis communication plan. Your crisis communication plan will identify steps, timelines, and stakeholders for dealing with a disaster affecting your business and employees.
Weather alert emails need to be sent promptly. The sooner your employees know what to expect, the sooner they can prepare for it. Email templates expedite this process and help your business respond to issues as quickly as possible.
With ContactMonkey, you can quickly create and customize email templates in response to a variety of time-sensitive situations. You can use our email template builder to modify, personalized, and send your emails all from the same platform. Then, after your email has been received, you can access the analytics dashboard to see how your email performed, so you can make improvements in the future.
Learn how to use ContactMonkey to draft your weather alerts, send them to your employees, and track their success. Book a free demo to see ContactMonkey in action.
