Introduction
An Occupational Hygiene report should provide clear, concise, informative and verifiable information. This will allow employers, employees, safety representatives and enforcing authorities to understand and draw conclusions about the processes, work activity and the effectiveness of exposure control.
The Report
The report format may vary depending on the purpose of the monitoring and the needs of the client, however they should, as far as possible contain the following common elements:
Section 1
- Name and address of the consultant or organisation carrying out the work - This may be given either within the report or on headed paper
- Title of report - Should give a relevant description of the nature of the survey and what the report relates to.
- Report reference - A unique reference or code, for traceability which should appear on all pages of the report
- Page numbers - A page number and the number of pages contained in the report should appear on all pages of the report e.g. Page 1 of 5
- Name and address of client - The name and address of the site and the name of the person who is to receive the report/or requested the assessment
- Date of the report - Date the report was issued
- Name and signature of the Hygienist/Consultant who carried out the work, prepared the report and who approved the final report
The report should be signed by the person accepting responsibility for the work documented and contained in the report. It should normally be countersigned by an authorising person.
Section 2
Executive summary
The executive summary should be concise and provide information on:
- the purpose of the investigation
- the parameters measured
- a summary of the main findings
- she standard/ACOP which applies
- whether the standards have been met
- actions required
Section 3
Introduction
This should contain:
- detailed description of the purpose of the survey
- the terms of reference under which the report was commissioned
- what information was provided
- who requested the work
- dates of visit(s) and identity of site(s) visited
Section 4
Accreditation (if applicable)
Details of professional competence, quality assurance or accreditation by an independent body should be provided, for example:
- United Kingdom Accreditation Service (UKAS)
- British Occupational Hygiene Society (BOHS)
Section 5
Site visit
This section should provide a comprehensive account of the site visit and a description of what was assessed. For example:
- name(s) of the company and person(s) who visited the site and carried out the monitoring, sampling or survey
- date(s) of the site visit and name of the company representative met
- a detailed and specific description of the process, task and area being monitored, including, but not limited to:
- location, chemicals/substances used, the work process/tasks
- conditions at the time, task frequency and duration
- details of control measures, personal protective equipment and local exhaust ventilation
- details of the number of people monitored and their corresponding work activity, work pattern, shift times and break periods or periods of non-exposure
- any unusual or non-standard conditions should be noted
- photographs and diagrams to provide an illustration of the workplace environment and conditions - these should identify the location, area, plant etc. which was subject to the work at the time of monitoring
Section 6
Methods and measurements
Specific details of the following should be included:
- sampling procedures and the method used, e.g. personal exposures, spot checks or static area background samples
- location, duration, sampling times and flow rates, if applicable
- the sampling and analytical method.eg MDHS, NIOSH
- names of individuals monitored
- limits of detection and analytical caveats
- the analytical laboratory and analysts; including the name and address and details of applicable accreditation.
- details of any deviation from the procedures
Section 7
Results
Results are normally presented in tabular format and must provide specific and unambiguous information, traceable to the original field notes; and include the following types of data/information:
- parameter(s) measured e.g. personal exposure, total or respirable dust, chemical, noise, substance etc.
- unique sample identification
- name or identifier of employee monitored
- description of the operation or process relating to the sample
- sample duration / monitoring times
- sample results / atmospheric concentrations and units of measurement; mg/m3, µg/m3 or ppm
- calculated eight-hour time weighted average
- computation of numerous analytes - additive / synergistic effects (if applicable)
- results of statistical analysis
- local exhaust flow rates / capture velocities
- visual assessments made / relevant observations
- analytical reports from a laboratory should be attached in full
Where there are large quantities of results and information, these may be given in a separate appendix.
Section 8
Discussion
The results, observations and findings should be discussed in this section. The interpretation of the results should be discussed in relation to:
- hazardous properties and health effects of the substances measured
- process, work activity, level, type and duration of exposure in relation to the particular operating conditions observed on the day
- how the exposures measured correlate to workplace exposure limits, or in-house standards for control
The discussion should consider and comment on the effectiveness of the controls in relation to the COSHH principles of good practice e.g. local exhaust ventilation (LEV), personal protective equipment (PPE) and respiratory protection (RPE).
The report should state whether the results and findings show compliance with COSHH and provide an explanation of whether compliance has or has not been met.
Section 9
Conclusion
The conclusion section should be clear and concise and used to set out the key information in a logical and priority order. It should address the questions or concerns that initiated the survey.
Section 10
Recommendations
Provide recommendations where necessary to enable the client to meet the requirement of the applicable regulations or to specify any further information/work required.
Changes and improvements should be listed in priority order with advice on suitable timescales provided.
It is important to make clear which recommendations are essential to achieve compliance and/or reduction of risk and those that are desirable or good practice.
Section 11
References
The report should contain reference to the literature and sources of information used or mentioned in the report.
Section 12
Appendices
Information which is too large or complex to include in the body of the report such as:
- tables of data
- field observations during monitoring
- equipment and calibration details
- certificates of analysis
- diagrams, drawings, photos, maps
Further information
Further advice on monitoring records and reporting can be found at: