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11 holding statement email templates
When a crisis breaks out, one of the very first things that you need to do is to issue a holding statement (internally and externally). If company operations are disrupted, customers will want to know how they’ll be impacted. Employees may be concerned and will want answers. The media might be knocking on your door and blowing up your inbox. All of these “audiences” will want information before you even have a chance to assess the situation and begin communicating. They might need information via press release, email, text, or all of these. That’s where a holding statement comes in. Here are 11 holding statement email templates that you can use & customize to fit the needs of your company, audience, and situation.
How to use this internal communications accessibility checklist
This resource is designed to help you respond quickly and effectively during a crisis with our collection of holding statement email templates. Here’s how to make the most of it:
- Make a copy: Click “Make a copy” when you open the templates to customize them for your own company’s specific needs and the crisis at hand.
- Use it as your first step in crisis communication: Run through the templates to draft an immediate holding statement. Choose the template that best fits your situation and fill in the relevant details.
- Tailor the message: Replace placeholders like [what happened], [location], and [time] with the specifics of the incident. Be sure to adjust the tone to match the severity of the crisis and your company’s communication style.
- Train your team: Share the templates with your crisis management team, from communications to HR, so everyone is aligned on how to address different audiences (employees, customers, media) effectively during an emergency.
- Confirm accuracy: Before sending any communication, double-check with key stakeholders (like legal and leadership) to confirm the statement is accurate and aligns with company policies.
- Automate where you can: Use internal communication tools (Workshop can help!) to quickly distribute holding statements, and track responses if necessary.
If you have any questions or need further assistance, feel free to reach out to us at marketing@useworkshop.com.
What you’ll find in these holding statement email templates (+ quick tips!)
These templates are designed to help you respond quickly and effectively in times of crisis. Here’s what you’ll find in each template:
Structure & format: Each template follows a clear, easy-to-adapt format with placeholders you can fill in to quickly tailor the message to your specific situation.
Different crisis scenarios: From workplace injuries to technical issues and employee misconduct, the templates cover a variety of potential crises, helping you address each one appropriately.
Tone guidance: We’ve provided language that fits the severity of the situation, so you can communicate with clarity, compassion, and professionalism, no matter the crisis.
Audience-specific messaging: These templates include guidance on addressing different groups (employees, customers, and the media) so you can make sure your messages are relevant and well-targeted.
Action steps & next updates: Every template includes clear next steps, so recipients know what to expect moving forward, whether that’s more information, updates, or media briefings.
A few quick tips to help you maximize your impact:
Act fast: A holding statement should be your first step—don’t wait for all the details to emerge before communicating. Let people know you’re aware and working on it.
Keep it simple: Stick to the facts, be transparent, and avoid speculation. Clear, concise messages help build trust during a crisis.
Stay calm & compassionate: Show empathy, especially when addressing sensitive situations like workplace injuries or customer issues. People will appreciate your sincerity.
Review before you send: Always have your crisis management team, legal, and HR departments review the statement to ensure accuracy and appropriateness.
Think about follow-up: Let recipients know when they can expect the next update and keep them informed as the situation evolves.
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