The forms are produced in a carbon pad format (1 + 3 copies), each page being a different colour. They are to be used as follows:
At construction visits, the pink copy of the form should be given to the representative on site. The top (white) copy should be posted to the head office as soon as is practicable.
The form, as with letters, needs to differentiate between legal requirements and best practice advice, and should also make reference to any relevant legislation.
To save inspectors' time, a separate list of the most frequently used legislation has been prepared for use with the form.
Insert the appropriate reference number in column 2 rather than the full title of the legislation.
The list will require regular review and revision by FOD HQ as legislation changes occur and so has not been included on the form itself .
A copy of the leaflet What to expect when a health and safety inspector calls: a brief guide for businesses, employees and their representatives should be given out with each form.
At the bottom of each form the term 'Duty Holder No' is used in place of COIN ‘Customer No' as it was considered that the latter had advisory connotations.
The location number should be added and the location's postcode should be included in the address to assist COIN inputting.
When a form had been issued at a visit 'IVR1 and 2 issued' should be entered in the COIN Service Order Note.
However a reference to these forms should not be used as a substitute for giving a clear and informative pen-picture of the important issues at the workplace and the inspector's judgement about standards and actions.
It is important that all copies of the form are legible. To avoid any potential disputes over clarity, abbreviations should not be used.
Stocks of the forms (FOD IR (05.01) and FOD IR (Cont) (05.01)) are available from Cherry Lane. They should be ordered in the usual way using requisition form PS 2.
