Need a Variance for Metric Consideration? FREE Template!

📢 Don't PANIC! 📢

In a perfect world, safety performance would be measured holistically—taking into account proactive efforts, training programs, and a strong safety culture. But in the Oil & Gas industry, Total Recordable Incident Rate (TRIR) is often the defining metric for client pre-qualifications.

For small contractors with less than 100 employees, this can create an unfair disadvantage. A single recordable incident can skew TRIR drastically, making it seem like your company is unsafe—even when you have strong safety practices in place.

🔍 where a Variance Request comes in

By providing alternative safety metrics (such as SBIR, leading indicators, and audit performance), you can prove your company’s commitment to safety and request reconsideration from clients.

💡 In this post, I’m sharing a FREE Variance Request Template that you can use to present your case effectively. If you’ve been following my blog, you’ll know I’ve covered this topic before—now, I’m giving you the tools to take action!

📥 Download the template below, customize it, and strengthen your bid opportunities today!

[Company Letterhead]

[Date]

[Oil Operator Client Name]

[Client Company Name]

[Client Address]

[City, State, Zip Code]

Subject: Variance Request for Safety Metric Consideration

Dear [Client Representative's Name],

I hope this letter finds you well. We at [Your Company Name] greatly appreciate the opportunity to work with [Client Company Name] and value the commitment to safety that both of our organizations uphold.

We understand that Total Recordable Incident Rate (TRIR) is a key safety metric used in prequalification processes. However, as a smaller contractor with [Number] employees, a single recordable incident disproportionately impacts our TRIR compared to larger organizations with significantly higher total work hours.

To provide a more accurate representation of our safety culture and performance, we request a temporary variance that considers alternative safety metrics, including:

1. Severity-Based Incident Rate (SBIR) – Measures the actual impact of incidents rather than the frequency alone.

• Formula: (Total Severity Days × 200,000) / Total Hours Worked

• Current SBIR: [Insert SBIR] (Lower severity incidents indicate strong hazard mitigation.)

2. Near Miss Reporting Rate – Demonstrates proactive hazard identification and risk reduction.

• Formula: (Near Miss Reports × 200,000) / Total Hours Worked

• Current Rate: [Insert Near Miss Rate] (Higher rate suggests active safety engagement.)

3. Corrective Action Closure Rate – Highlights our commitment to resolving safety issues promptly.

• Formula: (Closed Actions / Total Actions) × 100%

• Current Rate: [Insert Closure Rate] (Demonstrates swift corrective action.)

4. Training Completion Rate – Ensures our workforce is well-trained in safety practices.

• Formula: (Completed Trainings / Required Trainings) × 100%

• Current Rate: [Insert Completion %] (Proactive training mitigates potential hazards.)

5. Employee Participation in Safety Meetings – Reflects our commitment to safety engagement.

• Formula: (Attended Employees / Total Employees) × 100%

• Current Rate: [Insert Participation %] (Higher participation fosters a strong safety culture.)

While we acknowledge our TRIR, our company has maintained a strong safety performance and implemented corrective measures to continually enhance workplace safety. We kindly request that these additional metrics be considered in your contractor prequalification process, allowing us to continue providing quality services while upholding the highest safety standards.

We would appreciate the opportunity to discuss this request further at your earliest convenience. Please feel free to contact me at [Your Contact Information] to arrange a meeting or provide any additional information you may require.

Thank you for your time and consideration. We look forward to continuing our partnership with [Client Company Name] in a safe and productive manner.

Sincerely, [Your Name]

[Your Title]

[Your Company Name]

[Your Contact Information]

🔹 Don’t let a single metric hold your company back! 🔹

Now that you understand how a Variance Request can help you showcase your true safety performance, it’s time to take action. I’ve put together a fully editable Word document so you can quickly customize and submit your own request to clients.

📥 Click here to download your FREE Variance Request Template now! [Click Here]

💡 Have questions or need guidance on how to improve your company's safety for the future after crafting the perfect request?

Drop a comment or reach out—I’m here to help!

#SafetyExcellence #HSE #VarianceRequest

⁉️ What are your thoughts? Have you ever had to write a Variance Request? Drop a comment below!

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