HSE LETTER FOR EVENT READINESS ENSURING HOUSEKEEPING AND UNAUTHORIZED STORAGE OF MATERIALS AT THIRD PARTY FACILITIES

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Company Name
Date: DD/MM/YYYY
Letter References:(Insert here) 
Response Required: YES/NO 
 
Recipient Company Name 
Address 
 
Attention: Name and Position 
Project: Project name and details 
Project ID: (Insert Here) 
Contract No: (Insert Here) 
Location: (location of violation) 

Subject: Housekeeping and Unauthorized storage of materials at this party facilities.  

Referring to the above subject the Health Safety and Environment (HSE) department made aware and raised the apprehension that the Construction team is unauthorizedly occupying the third-party premises to store their construction materials, waste, equipment, temporary office facilities, etc without a valid permit or a third-party consent. HSE Department has issued specific letters to the Construction team in preparation and adherences of local authorities as follows:

• Date (DD-MM-YYYY) Document Reference: XXX-XX-00001-HSE-XXX-XX001, Description of the subject: Unauthorised storage of materials and equipment at third-party premises.
• Date (DD-MM-YYYY) Document Reference: XXX-XX-00001-HSE-XXX-XX001, Description of the subject: Poor housekeeping
• Date (DD-MM-YYYY) Document Reference: XXX-XX-00001-HSE-XXX-XX001, Description of the subject: Preparing the site for upcoming nation events, etc 

Furthermore, the HSE Department consecutively escalated the mentioned subject during monthly Senior Management Tours (SLT), Project meetings, and Daily HSE site inspections (Ref: XXX-XX-00005-HSE-XXX-XX005) although a momentous action is yet to be taken. Henceforth HSE Department urges the Construction team a noticeable engagement is essential in order to elevate the site to meet the unobjectionable level of local authorities' requirements. 

Correspondingly HSE Department has observed and learned that the information shared by several local authorities that numerous complaints have been escalated concerning non-compliance with general safety regulations in public areas, poor housekeeping maintained along the construction sites, and illegal storage of materials at serval third-party premises.

Herewith HSE Department informs that the Construction team shall confirm an instant plan of action and expedite the removal of materials, equipment, facilities, etc stored unauthorisedly or otherwise the Municipality or the representative of the Authorities may remove the Construction team properties without notice and with monetary penalties. 

Yours faithfully, 

For and on behalf of

Your company names
Your name or project HSE lead name
Position 

CC: Mentioned the name of person and department to be Carbon Copied 
 

Note* 

This report will give you a basic idea for further modification and help the safety officer lone handling a site and struggling to draft a detailed letter to the contractor, subcontractor, department, manager, or worker in charge. The location, the mode of operation, and the environment may vary as per the scope of work and the geography of the workplace.