SAMPLE HSE LETTER TO THE UTILITY TEAM FOR THE UNAUTHORIZED HYDROSTATIC PRESSURE TEST AT THE PUBLIC ZONE

Image credit: Southern California Gas Company (SoCalGas)

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. 

Your company Logo
Company Name
Date: DD/MM/YYYY
Letter References:(Insert here) 
 
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: Unauthorized hydrostatic pressure test at the public zone.

The utility team started the hydrostatic pressure test at the location near the residential complex for 000 diameters of 000-meters length utility lane without notifying and obtaining approval from the Health and safety permit department. The hydrostatic pressure testing and releasing of pressure is a complex system that needs attention at all levels of its processing. It could become a life-threatening concern to the team involved, clients, visitors, neighboring workers, adjacent residents, public pedestrians, motorists, etc. 

Health and Safety department is escalating the apprehension through this safety violation report on an unauthorized hydrostatic pressure test performed and raised the pressure in the utility lane over 9 bars at the above said location. The major non-conformance observed during the visit by the health and safety team for the hydrostatic pressure test is as follows.

1. The pressure test started without a valid permit and associated documentation such as.
1. The permit is requested and approved by the same person since there is no control over the permit.
2. Specific and valid method statement and risk assessment not attached with the permit, nor the document number is referred to.
3. A record of safety briefing or toolbox talk specifically to the activity is not available 
4. The team involved in the hydrostatic pressure test is not formally trained and no record of training is attached.
5. A specific checklist is not used for the hydrostatic pressure test ensuring safety aspects are covered.
6. Most importantly the permit to work was not available on site and CC brought the unauthorized permit on request. 
2. The exposed hydrostatic pressure test point (high and low) is not secured and fenced off to avoid any potential unauthorized entry. 
3. The lock-out tags out (LOTO) system was not implemented for the pressure test.
4. A designated monitoring team was not assigned for the hydrostatic pressure test and holding period. 
5. Safe access or access platform not provided to the gauge, filling, and release points.
6. Whiplash arrester not provided to avoid any detachment of pump hose and fittings, pressure gauge, etc. 
7. Absence of signage to address the activity performed, hazards and risks involved, best practices,s, etc. 
8. The pump provided has no guard for the circulating parts.
9. Emergency preparedness and contact details are not strategically placed.
10. Lack of competent supervision results in the above non-conformances. 

Consecutively the Utility team started the activity without notifying the Health and safety department for site combined inspection for the compliances check of technical aspects for all levels of hydrostatic pressure tests such as:

1. The provision and method of precast thrust blocks are suitably positioned at the point required and the requirement of in-situ concrete thrust block.
2. The gauges used have a valid calibration certificate and are given as required for an accurate reading.
3. Beholding the suitable and recommended parts and connections are used for water filling, pressure reading and releasing, etc. 
4. Decide whether the length performed for the hydrostatic test is safe or whether any further measures shall be taken considering the location is between the live traffic roads.
5. Observing the CC compliances before pressurizing, holding period and pressure releasing areas required, safe,      etc.

The utility team shall ensure the corrective action is in line with the XXX Section 00/Part:0.0.0 and Section:0/Part0, Item:0.0 but is not limited to further improvement of safety aspects before starting the hydrostatic pressure test at Project XX00X00. The Utility team shall be responded with the corrective action and action plan for the safe hydrostatic pressure test no later than 0 days.

Yours faithfully, 
 
For and on behalf of
Your company names
Your name of the project lead name and
Position 
CC: Mentioned the name of the person and department to be Carbon Copied to this letter.

HOW TO WRITE A LETTER FOR SAFETY VIOLATION OF HYDROSTATIC PRESSURE TEST