LTB 149/25 – RMG (SHE) Integrated Audits – Involvement and Consultation with CWU Area & Field Safety Representatives
No: 149/25
18th July 2025
Dear Colleague,
RMG (SHE) Integrated Audits – Involvement and Consultation with CWU Area & Field Safety Representatives
The purpose of this LTB is to remind all CWU Area Safety Reps (ASRs) and relevant Field Safety Representatives of the need to engage and be fully involved in the Royal Mail Group, Safety, Health and Environment (SHE) Integrated Audits process.
As previously communicated to Branches and Safety Reps, most recently in LTB 066/24, the Integrated Audits are an annual activity which covers the majority of operational sites across Royal Mail Group including Parcelforce, Fleet, Customer Experience etc.
The agreed position with RMG is that every ASR and relevant Field Safety Rep covering specific business functions will be invited to every audit across their constituency and should be given notice of audit dates and afforded an invitation to participate.
Royal Mail Group and the CWU have agreed that involvement from our CWU ASRs and relevant Safety Reps can add value to the audits by way of information sharing from previous and separate workplace safety inspections and investigations, as they are likely to visit the workplace more often than the Auditor/SHE Technician.
ASRs and Field Safety Reps’ direct involvement in the Integrated Audits can:
- Support the ‘signposting’ of issues from their previous safety inspections and highlight remedial actions that are outstanding in the workplace and issues that could be overlooked.
- Review the ORAs (Offsite Risk Assessments) and test whether it’s working or not, log any problems that need addressing, assist in dealing with hazards and risks that are encountered locally as well as supporting suitable controls to reduce these risks. Also ensuring that local hazard warnings are up to date, accurate and communicated/displayed.
- Check on any Occupational Health and Wellbeing issues with individuals. This can include work stress risk assessments and ensuring that individuals are aware of the RMG Wellbeing Hub and available services including RMG ‘Help@Hand’, which gives individual employees and their family access to fast, free, wellbeing support and services.
- Make sure that local safety committee meetings are taking place with the Workplace Safety Representative (WSR) and that any agreed actions are being undertaken and have been completed with all onsite alongside confirming that the bi-monthly local inspections are taking place.
- Check to ensure all staff are aware of the yard rules and have received yard awareness training and that the managerial controls are in place.
- Check that the colleagues performing deliveries and collections are aware of the dog attack and attack prevention controls and that necessary actions are being undertaken.
- Check that fire evacuations have been conducted with employees.
- Check the required PPE (Personal Protective Equipment) is provided.
- Check to see if there is any faulty equipment on site.
- Check managerial control around daily safety checks.
- Check with new starters to see that their safety training has been completed.
The above is not an exhaustive list and the Integrated Audits offers a further opportunity to engage with WSR and the manager/PiC (Person in Charge) when onsite. Importantly, the audit can offer additional opportunities to discuss health and safety issues with staff and CWU members in the workplace/location to secure extra feedback from individuals on safety issues, risks, hazards and any need for follow up inspections including investigations at customers’ premises for members who work on delivery and collections.
The audits are delivered by the RMG SHE Team and the audits will assess the level of safety and health compliance with key instructions, policies and legal/regulatory requirements as detailed within the SHE MS (Safety, Health, Environment Management System), Security, Compliance and Ethics policies. The Integrated Audit will be conducted onsite and compliance will be assessed through a combination of:
- Data analysis and validation
- Document review
- Discussion and observation
All locations/workplaces will receive an audit notification email at least 2 weeks before the audit takes place but, in some cases, a longer notice period will be given. The average audit should require 1 or 2 days onsite. The relevant ASR and Field Safety Rep will receive the invite email at the same time as the location manager/PiC and if the audit can’t be accommodated, it will be rearranged, again, allowing 2 weeks’ notice.
Initial onsite feedback will be given to the location managers and then an ‘Action Plan’ will be issued via email to the unit. Location/workplace managers/PiCs will be required to monitor and close down actions. Actions must be completed by the required date as set out in the Action Plan. Update reports on the audit actions will be given to the joint health and safety committee relevant to the location, where there can be a discussion on progress.
The audit will be transparent and shared with the relevant ASR and Safety Reps by email. The audit file will remain with the manager onsite to ensure that the correct version of the file is maintained. Any issues and Audit Action Plan progress can be discussed at joint health and safety committee meetings at the workplace/location or at Regional level.
Attached below is the link to 11.1 SHE Management System Audit:
11.1 SHE Management System Audit
Also attached is the Integrated Audit (version 7.1) and guidance in Excel File format.
ASR/Relevant Safety Reps Action:
- All ASRs and relevant Field Safety Reps are asked to give these Integrated Audits priority and ensure they attend and input into the process.
- These Integrated Audits are not and should not be seen as a replacement for the regular safety inspections required.
- The end date for this year’s Integrated Audits cycle is 31st March 2026.
In setting out the above, Royal Mail have confirmed that Safety Technicians will and do share the workplace safety audit dates with both the CWU and Unite/CMA Safety Reps so they can be in attendance and engaged. However, if any issues or concerns arise in terms of providing such audit dates at least 2 weeks in advance or the ability to be fully involved in line with the agreed and joint position between RMG and the CWU, these should, in the first instance, be raised directly with the relevant SHE Technician or the Field Safety Team. Where issues remain, these should be referred to the DGS(P) Department directly.
Any enquiries in relation to the content of this LTB should be addressed to the DGS(P) Department.
Yours sincerely,
Martin Walsh
Deputy General Secretary (Postal)