If you were unexpectedly admitted to hospital, would someone know which medication you take? Could they find your medical aid details or arrange care for your children?

A home emergency file gives the people helping you somewhere to start. It doesn't need to include every piece of paperwork you own.

Start with the information someone would need today, then add the documents relevant to your household.

Step 1: Gather Your Supplies

You will need:

• One ring-binder.
• Labelled dividers.
• Plastic document sleeves.
• Paper and a pen, or a computer and printer.
• Copies of relevant documents.

Use separate sheets rather than a bound notebook. You can replace a page when medication, contacts or arrangements change.

A computer is optional. Clear handwritten pages work too.

Step 2: Label Five Sections

Keep the binder securely. Make a separate copy of the basic emergency contact sheet and keep it in an accessible household location.

Step 3: Complete the “Start Here” Page

Write down:

• Your full home address, including unit number and useful directions.
• Two trusted contacts, preferably including someone outside your household.
• Your security company or building-management emergency number, if applicable.
• These South African emergency numbers:

When calling, give your exact location, explain what happened and provide a callback number. 

Tell the trusted contacts that you have listed them.

Step 4: Make One Medical Summary per Person

Start a separate page for each person. Include:

• Full name and date of birth.
• Emergency contact.
• Medical conditions and known allergies.
• Medication names, doses and frequency.
• Doctor, clinic and pharmacy contacts.
• Medical aid membership and dependant number, if applicable.
• Any assistance or communication needs.

Check medication details against the latest prescription. Add a copy behind the summary where relevant.

South African disaster guidance recommends recording essential family and medical information, including medication details. 

Write “Last updated” and the date on every summary.

Step 5: Add What Each Life Stage Needs

You do not need separate binders. Put these additions behind the relevant person’s medical summary.

Babies and Toddlers

• Birth certificate copy.
• Location of the Road to Health Booklet.
• Parent or legal guardian contacts.
• Feeding routine, allergies and relevant care instructions.
• Backup caregiver’s details.

The Department of Health says the Road to Health Booklet should accompany a child to clinic, doctor and hospital visits. Keep the original available for appointments. 

Schoolchildren and Teenagers

• School, aftercare and transport contacts.
• People authorised through the school to collect them.
• Relevant parenting plans or court orders.
• Any clinician-provided emergency care plan.
• Location of prescribed emergency medication.

Complete the school’s collection procedures. Listing someone in your binder does not itself authorise collection.

Students and Adults

• Work, campus or residence contacts.
• Identity document and passport copies, where relevant.
• Insurance and roadside-assistance details.
• Arrangements for anyone depending on them.

For pregnancy, add maternity-provider contacts, the planned delivery facility, and the location of the patient's antenatal records.

Adult family members should decide who may access their private information.

Older Adults and Anyone Needing Ongoing Support

• Caregiver or care-home contacts.
• Essential daily care instructions.
• Mobility, hearing, vision or communication needs.
• Equipment instructions and supplier contacts.
• Agreed backup arrangements for power-dependent medical equipment.
• Relevant pension or SASSA reference details.

These additions depend on the person’s needs, rather than age alone. Disaster guidance recommends support networks and backup arrangements for people relying on regular care or life-sustaining equipment. 

Step 6: Write the Household Backup Plan

On one page, answer:

• Who can care for children or dependent adults?
• Who can collect them through the agreed arrangements?
• Who can look after pets?
• Where will everyone meet if you must leave home?
• Where are emergency supplies kept?

Speak to the people involved before relying on them.

Step 7: Record Contacts and Document Locations

In Insurance & Important Contacts, list relevant insurers, policy references and claims numbers. Add employer HR, attorney, accountant or financial-adviser contacts where applicable.

In Document Locations, record where to find:

You can list where private records are held without putting every statement in the binder.

The Master’s estate-reporting guidance requires original wills, so make sure your family knows where yours is stored. 

Get professional advice about legal authority to act for someone. The binder itself does not provide that authority.

Step 8: Store It, Share the Location and Test It

Choose a secure place that the appropriate trusted person can access. A water-resistant pouch can help protect paper documents. 

If practical, keep a protected digital backup in the same section order. Limit access and don't rely on a single phone.

Do not include banking PINs, banking passwords or card security codes. SABRIC warns against sharing banking credentials, including with family members. 

Finally, ask your trusted person to find:

• An emergency contact.
• A medication list.
• An insurance claims number.

If they struggle, simplify the file. Review it regularly and after changes such as a birth, move, new school, diagnosis or medication change.

Start Small, Make It Useful

Your first task is simple: gather the binder, complete the contact page and write one medical summary per person.

In immediate danger, leave or call for help first. Never delay collecting the file.