What does an auditor ask a propane dealer for?
A loss-control representative and a state inspector want paper you can put in their hand. Written procedures. A hazmat security plan if you haul bulk propane. Training records. An SDS binder. Tank and cylinder files. Driver and truck files. Some of that is a book we write. Some of it is records only you keep.
We write documents from a fixed template to your operation. We do not do the audit, the inspection, or the training. Three rows below are ours — the Policies & Procedures manual, the DOT hazmat security plan, and the SDS/HazCom binder. The other six stay in your own files. The table below is the split.
Ask for the intake form — one form, about an hour Or call 610-228-0887 and ask for Bill.
What papers do they actually ask to see?
This is the pile that shows up on a propane dealer’s desk. It is not a ranked study and it is not every possible ask. Your state and your carrier can add to it.
| What they ask for | Who usually asks | Our book, or your own records? |
|---|---|---|
| Written policies and procedures | State inspector / AHJ, and insurance loss-control | Policies & Procedures manual — we write it from your intake. You still have to run what it says. |
| Hazmat security plan | DOT investigator, and often loss-control if you haul bulk | DOT Hazmat Security Plan — we write the plan. Annual review dates and training completions stay in your file. |
| Hazmat training records | DOT / PHMSA, and loss-control | Your own records. The security plan includes the pages that say how you will document 172.704 training. We do not train the crew or keep the sign-in sheets. |
| HazCom program and SDS binder | OSHA-style review, and loss-control | SDS / HazCom binder — we write the written program and the binder. Current SDS sheets still have to match what you actually handle. |
| Cylinder requalification records | DOT cylinder inspection, and loss-control | Your own records. We do not requalify cylinders and we do not keep the stamps. |
| Cathodic protection / tank records | State inspector / AHJ, and loss-control | Your own records. Tank tests, anode readings, and leak checks live in your shop file or your field app. We do not inspect tanks. |
| Emergency response information | DOT on the truck, and inspector in the office | Your own records on the truck (the papers that ride with the load). The policies manual names the call list and leak response. The live ERG and shipping papers stay yours. |
| Driver qualification files | FMCSA / state, and loss-control | Your own records. CDL, medical card, road test, drug and alcohol file. We do not keep driver DQ files. |
| Vehicle inspection records | FMCSA / state, and loss-control | Your own records. Pre-trip, periodic inspection, and maintenance. The policies manual can name the pre-trip. The completed forms stay in your truck file. |
What is ours, and what is not?
Our deliverables on this list are the written Policies & Procedures manual, the DOT hazmat security plan, and the SDS / HazCom binder. We build them from a fixed template to the operation you describe on the intake form. Print-ready. Built within a week of your completed form.
We do not deliver training. We do not do the loss-control visit. We do not stand in for the AHJ. Cylinder stamps, tank readings, driver files, and truck inspections stay in your shop. If a line in the table says “your own records,” that is the honest answer.
Insurance professionals at Aegis, Nationwide, and eMaxx Assurance Group have recommended Propane Safety Pro to propane operators they work with.
See whether a propane company needs written policies and procedures and whether you need the security plan. Ask for redacted sample pages if you want to see the shape before you send the form.
Ask for the intake form — one form, about an hour
Or call 610-228-0887 and ask for Bill.
Last reviewed: September 11, 2026. Author: The Propane Safety Pro team. General information for propane dealers, not legal advice. Your state and your carrier can ask for more than this list.