The following includes examples of email communications that can be used to communicate to employees about known positive COVID-19 cases or about employees who are self-quarantining due to exposures to known positive COVID-19 cases. You will notice that these communications do NOT identify the name of the employee whose exposure or illness triggered the communications. This is important as you do not want to jeopardize the privacy and confidentiality of that employee. These communications should be further edited and updated to match your company policies and protocols.
Confirmed Employee COVID-19 Case
SUBJECT: An update regarding coronavirus/COVID-19
Hi everyone,
I’m writing to let you know that one of our employees has tested positive for COVID-19. It is important to recognize that this is something that we have planned for extensively, and we are now going to enact the following plans and policies.
This employee works out of [name of the office location] and was last in the location on [insert last date the employee was at the location].
It is the CDC Guidance that anyone who has been in close contact with the confirmed positive case during the 48 hour period preceding the individual’s onset of symptoms (or positive test result) should self-quarantine. Close contact is defined as direct contact with infectious secretions (e.g. being coughed on) or being within 6 feet of the individual for at least 10 cumulative minutes.
That means that we will be reaching out to any employee who we believe has been in close contact with the confirmed positive case while at [name of the office location] during the days of [insert days encompassing the 48 hours preceding the confirmed employee’s symptoms onset or positive test result, whichever is earliest, through and including the last day the confirmed positive employee was at the location].
Self-quarantine is a strategy to restrict the activities and movement of a person who has been exposed to the virus but has not necessarily tested positive. A self-quarantine due to a close contact exposure to a confirmed positive COVID-19 case should typically be 14 days long, as recommended by the CDC. Activities outside the home should be restricted, except to seek medical attention, in which case people should avoid using public transportation. In the event that someone cannot avoid roommates or family, people under self-quarantine should use their own bedroom, wear a face mask, and not share bedding, towels, or dishes. We urge you to take self-quarantine seriously, even among family members, as the medical community has seen extremely high transmission of COVID-19 within households. Regardless of a negative COVID-19 test result, after an exposure, it is recommended that you complete a 14-day quarantine.
If you are feeling sick or have any concerns, please use our healthcare resources. [We offer virtual healthcare, COVID-19 screening, and support through Eden Health.] Additionally, here is the CDC resource that you can consult if you are feeling sick.
We have notified public health officials and may receive further guidance that we will share.
At this point, we are now [insert any additional measures or policies you are enacting related to the office location, such as cleaning or temporary closure of a location].
If you have any questions, please don’t hesitate to reach out. We also invite you to discuss with your manager or our HR team if you have questions or concerns.
Be well,
[SIGNATURE]
Employee directed to self-quarantine (but not a confirmed case)
Note: Not all employers choose to notify employees about these types of instances. Many choose to hold communications to other employees until the self-quarantined employee develops symptoms or tests positive for COVID-19. In many instances, the self-quarantined employee will not develop symptoms or test positive, meaning there was no exposure risk to the remainder of the workforce. In the event the employee does develop symptoms or test positive, depending on the timeline, the self-quarantined employee may not have been in the workplace while they could have been contagious. For these reasons, some employers prefer to hold communications until further developments with the employee.
SUBJECT: An update regarding COVID-19
Hi everyone,
I’m writing to let you know that we have been advised that one of our employees is self-quarantining due to previous close contact with a confirmed COVID-19 case. The employee will be in self-quarantine at home for the next 14 days, starting [insert date]. This employee typically works from [name of the office location].
Based on CDC and public health guidance, no one here needs to take any additional precautions at this time. This office does not need to be restricted, and there is no need for anyone else in this office to self-quarantine.
Self-quarantine is a strategy to restrict the activities and movement of a person who has been exposed to the virus but has not necessarily tested positive. A self-quarantine due to a close contact exposure to a confirmed positive COVID-19 case should typically be 14 days long, as recommended by the CDC. Activities outside the home should be restricted, except to seek medical attention, in which case people should avoid using public transportation. In the event that someone cannot avoid roommates or family, people under self-quarantine should use their own bedroom, wear a face mask, and not share bedding, towels, or dishes.
If you are feeling sick or have any concerns, please use our healthcare resources. [We offer virtual healthcare, COVID-19 screening, and support through Eden Health.] Additionally, here is the CDC resource that you can consult if you are feeling sick.
If you have any questions, please don’t hesitate to reach out. We also invite you to reach out to your manager or our HR team if you have any questions or concerns.
Be well,
[SIGNATURE]
Notifying specific employees that they should self-quarantine as a result of close contact exposure to an employee with a confirmed case
SUBJECT: An update regarding COVID-19
Hi [employee name],
We have been made aware that a fellow colleague has tested positive for COVID-19. They were in the office on [dates].
Through contact tracing protocols, you have been identified as someone who has had close contact with this individual. It is recommended that you self-quarantine for 14 days from the point of last contact which was likely on [date].
[For Eden Health Clients: At this time, we recommend you reach out to Eden Health for medical advice if you have any questions or concerns.] We are happy to set up a conversation to talk through any other questions you might have.
Thank you and be well,
[employer name]
