Proforma letter to contractors

Date:

Contractor Name

Address

Reference: Health & Safety Arrangements

To Whom It May Concern,

Dear Sir or Madam:

I am writing to you in accordance with the (insert company here) Health and Safety System.  In order for (insert company here)  and yourselves to comply with current Health and Safety standards we believe it is important that you provide the following:

•  Your Health and Safety Policy and Arrangements

•  An Organisational chart showing health and safety responsibilities

• Nominated Health and safety adviser

• Accident details for the last three years

• Details of safety prosecutions or enforcement/ prohibition/ improvement notices issued to the company

• Risk Assessments and Safe Systems of Work applicable to the work

•  Insurance details

•  Training information provided to operational employees

• Membership details of any professional bodies

• Personal Protective Equipment to be worn

• Other Health and Safety precautions such as emergency and accident notification procedures to be followed.

•  Environmental Management Systems or details on how waste is managed.

With this information we will conduct an assessment for the work to be undertaken on behalf of (insert company here). Please note that contracting any of our work to your sub-contractors will not be permissible until your contractors have been approved by (insert company here).

As this is a matter of importance I would appreciate a timely response. Finally, please find attached a copy of our safety policy and arrangements.

Thank you in advance for your co-operation.

Yours sincerely

Health and Safety Co-ordinator