Gather your current manual, branch details, equipment list and job roles. Bring the forms your crew uses. Describe the work you do, from deliveries to service calls and plant work. Mark gaps and old steps. This helps the writer build a policies and procedures manual for your company.
By Propane Safety Pro · Last updated:
Start with the work, then the paperwork
Put the current binder beside a list of your services. Include cylinder work, bulk deliveries and installs. List work you hire others to do. Name who can explain each task. This list helps you prepare. It is not a new list of legal duties.
Bring examples that show where the manual falls short
Bring blank forms. Remove customer and staff details from examples. Note any checks on a form that the manual does not explain. Flag equipment you no longer use. Never send passwords, access codes or private security-plan details in a general inquiry.
Keep separate plans visible
List the DOT security plan, emergency plan and other written programs you keep. A P&P update should take them into account. One book does not meet every duty. For example, 49 CFR 172.802(c) has its own written security-plan rules when that plan applies.
Sources and scope
Questions and answers
Do we need to write the whole manual first?
No. Gather what you have. Name who can explain the work. A clear list of gaps helps more than guessed steps.
Should we mention a planned new branch?
Yes. List what you do now and what you plan to change. Ask the writer which work the quote covers.
Prepare for your review
Gather your current manual, job roles and blank forms. Note the gaps you want the writer to review.
Review P&P manual scope and request options
General information, not legal advice. Check which rules apply with your regulator and a qualified safety or legal reviewer. You still need training and instructions for your equipment.