<Insert Your Company S Name>

Dear <Insert Name>;

Thank you for requesting my assistance in conducting an<Insert Audit Type>audit for you Occupational Health and Safety Program. I am definitely looking forward to working with you and your facility. This letter will serve as a confirmation and provide further details in regards to the process.

This <Insert Audit Type> audit will be taking place at <Insert Organization’s Name>and<Insert Lead Auditor’s Name> will be the Lead Auditor. This audit will be conducted using the Continuing Care Safety Association Audit Instrument. The WCB account number for <Insert Organization’s Name> is<Insert WCB Number>, and the Industry Code is <Insert Industry Code>.

The audit will include approximately two days of on-site activities. Please note that the timeframe is tentative depending on circumstances and will be followed as closely as possible:

Date / Time / Location

Audit Activities:

Pre-Audit Meeting

A pre- audit meeting will be held prior to the commencement of the on-site activities. The purpose of the meeting is to set forth the goals of the audit, introduce the auditor as well as the audit instrument, and answer any questions the participants may have. It will be your responsibility to set up the meeting and inform the appropriate participants to attend this meeting, such as Senior Management, Members of the Occupational Health and Safety Committee. The duration of the meeting will last no longer than half an hour.

Documentation Review

For ease and timeliness of the audit process please have the following documents readily available in order for the auditors to complete the documentation review portion of the audit:

☐Occupational Health and Safety Manual(s)

☐Company Health and Safety Policy and Procedure Manual(s)

☐Written Assignment of Responsibilities and Accountabilities for:

Management
Supervisors
Workers
Contractors / Visitors
Health and Safety Committee

☐Job Descriptions / Inventory of Job Tasks

☐Hazard Assessment Forms (blank, completed and updated)

☐Hazard Controls including:

Types of controls identified
Procedure for rating hazards/hazard rating forms (blank and completed)
Safe work procedures / practices
General Rules
Work schedule / job rotation
Hazard Assessment training records and course material

☐Preventative Maintenance Program

☐PPE Policy

☐Inspection Policy / Program including:

Inspection checklists (blank and completed)
Inspection reports
Corrective Action Forms / Procedure
Policy / Procedure for reporting concerns / unsafe conditions

☐Hiring / Training policy / Application process / pre-screening processes

☐Disciplinary Policy

☐Orientation package / Orientation checklist

☐Training materials / records

☐On-the-job training documentation

☐Emergency Response Plan including:

Evacuation Procedures
Communication procedures
Responsible Personnel / Training record
Emergency Numbers
Documented emergency drills or table top exercises
First aid records
First aid training records

☐Incident Investigation information including:

Policy / procedure
Forms – blank and completed
Incident Investigation training records and course material

☐Communications:

Health and Safety meeting minutes / tool box meetings, etc.
Bulletins / Newsletters
Visitor Information Brochure/Package
Contractor agreements, correspondence, meeting minutes, etc.

☐Statistic reporting system / documents

frequency rate,
severity rte,
cost per claim, etc.

☐Previous Health and Safety Evaluations / Audits

☐Action plan from previous evaluations

Employee Interviews

Auditors will need to interview management and employees at all levels and all shifts, including part time staff, volunteers, and contractors if possible. According to the information I have received, there are <Insert Number> staff members. Therefore, I am required to conduct approximately <Insert Number>interviews drawn from all areas. To complete the required number of interviews, representative of all levels, roles and shifts, while auditors are onsite I have put together the following interview schedule.

Please share this audit interview schedule with your leadership team, including middle managers and front-line supervisors, and advise them that auditors will select front-line workers from their departments based on this schedule. Auditors will attempt to provide as much advance notice as possible to the affected department managers and front-line supervisors; however, auditors will not be able to share the names of the interviewees they are selecting.

Audit Communication

To avoid potential delays during the onsite audit activities, please notify department managers and front-line supervisors of the need to make themselves and their workers available for possible interview selection according to the dates and times included in the attached interview schedule.

Please also ensure department managers and front-line supervisors have advised their teams that auditors may approach them during the onsite audit activities for the purposes of conducting health and safety management system interviews.

Observation Tour

The tour of the facility is to observe practices and procedures. Legislative compliance and compliance with company policies are also observed. Auditors will conduct the observation tour after the interview portion of the audit process is completed.

Post – Audit Meeting

A post- audit meeting will be after the Observation tour is completed. The purpose of the post – audit meeting is to discuss the Key Strengths and Key Recommendations, and to answer any questions that the participants may have. The same people should attend this meeting as the pre- audit meeting. The duration of this meeting should last no longer than one hour.

If you have any questions or concerns please contact me at <Insert Phone number>.

Sincerely,

Auditor #1 - Interview Schedule <Date>

Time / Position / Department / Shift
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Auditor #2 - Interview Schedule <Date>

Time / Position / Department / Shift
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&lt;Insert Your Company S Name&gt;

<Insert Your Company S Name>