GUIDE TO WRITING A MEMORANDUM OF UNDERSTANDING (MOU) - Guide to Writing a Memorandum of Understanding (MOU)

Sep 11, 2026

This guide explains how Memoranda of Understanding (MOUs) support disaster preparedness and response by creating formal agreements between organizations. MOUs document collaboration, communication, response roles, and provision of services, facilities, and supplies needed during or after emergencies, including sustaining partner operations. It introduces core MOU elements and provides an adaptable template for tailoring sections, with guidance to include legal counsel review as appropriate.

LanguageEnglish

CategoryLetters

FormatPDF

Pages7

Reading Time3 min

AccessFree to download

Introduction/Background

Purpose

Scope

Definitions

Policy

User Procedure Requirements

Oversight

| GUIDE TO WRITING A MEMORANDUM OF UNDERSTANDING (MOU) | | --- | | In the context of disaster preparedness and response, Memoranda of Understanding (MOU) help establish formal agreements between organizations. These established agreements allow organizations to collaborate, communicate, respond, and support one another during a disaster or other emergency. MOUs are used to document agreements between organizations and agencies to provide services, facilities and/or supplies that may be needed during or after a disaster or emergency. MOUs help to document an organization’s ability to respond to and sustain operations ensuring they are able to meet both their internal needs as well as those of the partner organization. It should be noted that during a crisis resources may be extremely constrained and may result in diminished capacity to fulfill an MOU. These MOUs help create and sustain avenues for communication and collaboration across community institutions.
This guide describes the basic elements of an MOU and provides an MOU Template that can be adapted and customize for any disaster preparedness and response capability. The MOU template the most commonly used section, and additional sections can be included as needed. Not all MOUs will look the same, but the general concepts are transferrable. It is also recommended that involvement and review by legal counsel is included in the development of an MOU as appropriate for your organization and the services laid out in these agreements. This guide was adapted from the US Department of Homeland Security’s “Writing Guide for a Memorandum of Understanding (MOU)”1, which can be found in the Additional Resources section on page 5. | | Introduction/Background | | The Introduction section of the MOU briefly describes the content of the agreement. It describes the need for the collaboration, the community partners involved, and other stakeholders as appropriate. It should be a simple explanation of the agreement and how it fills a potential service or resource gap before, during, or after a disaster or emergency.
Questions to consider:
1. What is this MOU being created to support? | 1 US Department of Homeland Security – “Writing Guide for a Memorandum of Understanding (MOU)”. [https://www. npstc.org/resourceCD/Writing%20Guide%20for%20MOUs.pdf](https://www. npstc.org/resourceCD/Writing%20Guide%20for%20MOUs.pdf) 2. Which community partners are participating in the MOU? This may Include public safety agencies, other governmental bodies, non-profits, or private sector services. 3. Why is this MOU necessary? 4. What are the summary agreements established by this MOU? | Purpose | | --- | | The Purpose section should be a concise statement about what makes the MOU necessary. It explainshow the community partners will collaborate to establish a new capability or ensure functioning of an existing capability, under what circumstances, and who will benefit from it.
Questions to consider:
1. For what service/resource(s) does the MOU apply?
2. Who will activate and oversee this MOU?
3. When will the service/resource(s) be used?
4. How will the service/resource(s) be used?
5. Who are the intended beneficiaries? | | Scope | | The Scope section lists the community partners and jurisdictions ([e.g. city](e.g. city), county, municipality, region) included in the agreement and describes their relationship. This section can also include who are the end users of the service/resource(s), level of command and control for the capability (if it applies), level of government involved, etc.
Questions to consider:
1. Who are the public safety, public service, and other governmental and non-governmental agencies that will use the service/resource(s)?
2. What is the end user of the service/resource(s)? | | Definitions | The Definition section includes the operational and technical specifications associated with the service/resource(s) for which the agreement is writ

FAQs

What role does an MOU play in disaster preparedness and response?

An MOU establishes formal agreements between organizations so they can collaborate, communicate, and support each other during disasters or emergencies. It also documents the ability to respond and sustain operations for both internal and partner needs.

What does the Introduction/Background section of an MOU include?

It briefly describes the agreement content, the collaboration need, the community partners involved, and other relevant stakeholders. It should clearly explain the service or resource gap the MOU addresses before, during, or after an emergency.

Which topics should be covered in the Oversight and User Procedure Requirements sections?

Oversight explains how partners or jurisdictions will deploy new or enhanced services or resources and how recommendations are handled. User Procedure Requirements states obligations such as training, exercises, equipment requirements, responsibilities, awareness, and any financial obligations.

Sep 11, 2026

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