In any production unit or manufacturing plant, there are hundreds and even thousands of workers and employees working. Because it’s very important to ensure the safety of the workers and the products being made under strict rules and regulations, customers and clients send third-party evaluators and inspectors to check the production units randomly. During their visit, these inspectors evaluate all the areas that are important for compliance purposes and they prepare a report at the end. This report is shared with the production facility and the client and it shows which areas need improvements, which factors are clearly against the compliance regulations, and what the production unit should do to show improvements. In return for this report, the unit issues a promissory note to comply with requirements.
Importance of Promissory Note to comply with Requirements:
Global customers and clients place their orders with companies where compliance rules and regulations are followed. For instance, a garment buyer who is getting men’s jeans from China finds out that the production unit is using the unsafe sandblasting technique to create designs on the jeans. This is really harmful to the employees and workers. They immediately issue a notice to the production unit explaining the situation and ask them to change the technique and move to some option that is safer and better. In return, the factory or company sends a promissory note to comply with requirements. This is a formal way of saying that the factory is willing to make necessary changes and implement new rules and regulations.
This is just an example of how clients work with global manufacturers. Actually, a multinational company has a compliance department of their own that takes great care of these health and safety issues. When an auditor comes for a compliance visit, they meet with the internal compliance and they both conduct the inspection inside the premises. During their visit, lots of areas and elements are inspected including the working environment, safety of the employees, health concerns, emergency situation planning, safety drills and the behavior of the employees with each other. If there are females working in the factory, harassment is a big issue which is discussed during the inspection.
It’s always possible that there are some concerns that the auditor raises and the rating of the production unit is put on hold. By putting the rating on hold means that the factory won’t receive any production order from the client until the improvements are shown to the auditor and the rating is specified to A grade, B grade or C grade. Meanwhile the factory makes necessary changes in the facility, they write a promissory note to the client and the inspector stating that they have started taking final steps to implement the changes and get the facility ready for inspection in the near future.
Key elements of Promissory Note to comply with Requirements:
- Name of the recipient of the letter
- Name and other details of the person writing the letter
- Date of writing the promissory note
- Subject stating the reason of writing the note
- Formal reference to the previous discussion/meeting
- Details of the issues raised by the individual
- Valid steps taken to show improvement and compliance with requirements
- Further steps that will be taken in the future for improvements
- Details of the next visit to check the improvements
Sample Promissory Note to comply with Requirements
Sigma Compliance Auditing
Date: 14th December, 2021
Subject: promissory note to comply with requirements
Dear Mr. Reynolds,
I hope you are doing well. I am writing this letter in response to your notification about our production unit not following the compliance terms and conditions. I hereby ensure you that we will comply with the requirements as per provided guidelines.
During your inspection of our production facility last week, you pointed out a few elements that should be corrected before we get the A grade from your company to continue the production. I have discussed these points with our internal compliance department and we have made solid plans to comply with the requirements. This promissory note to comply with requirements actually explains how we are planning to tackle the problems and issues within our premises.
The first issue that you raised was to found outside people and guests inside the factory premises without any identification ID. Upon investigating, it was revealed that our receptionist had limited supply of the guest IDs and the guests who couldn’t get an ID were allowed to enter the factory premises for a limited period of time. We have ordered excess number of these IDs and hopefully from next week forward, all the guests will be logged-in at the reception properly.
Another issue that you found was that number of machine operators weren’t wearing safety helmets and goggles. This is a very serious safety concern that we have discussed with the compliance department and supervisors of production unit and they have ensured us that no operator will be allowed to operate a machine without safety precautions. Related to this, there weren’t enough hand sanitizer stations at the entrance of the facility and we have already installed 6 more stations so all the employees can sanitize more often while working inside the factory. In addition to these, all the employees are required to get vaccination and keep their vaccine certificate with them all the time.
Further issues included first aid box being locked and the person with the key was outside of the factory for office work, emergency exit door not opening properly in the production unit II, bathroom floors had slippery tiles and moisture which could cause a serious injury to the employees and people not wearing masks and sitting too close to each other in the production unit. You will be pleased to know that all these issues are resolved now and hopefully you will see lots of improvements during your next visit.
Once you find this promissory note to comply with requirements and you think there is something else that is essential to implement or change, please let us know.
General Manager Production
Lenten Textile Corporation