External communication procedure of ems

1. TPS-Pakistan Ltd. Operational Procedure:EOP-43-02 Revision: A Page 1 of 3
EXTERNAL COMMUNICATION
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The purpose of this procedure is to provide for a system and instructions, and to assign
responsibilities for communicating with external interested parties regarding
environmental issues.
II APPLICATION
This procedure applies to all incoming and outgoing communication with external
interested parties regarding environmental issues. This may include requests for
information, complaints, suggestions, press releases, regulatory and compliance issues,
registration issues, communication of the environmental policy, and other such issues
related to the environment and the EMS.
III RESPONSIBILITY AND AUTHORITY
The EMR is responsible for receiving, logging, evaluating, and responding to all
external communication received from interested parties.
Marketing, Sales, and Purchasing are responsible for informing customers, suppliers and
the public about our environmental programs and initiatives, and the registration of our
EMS.
IV DEFINITIONS
Interested Party: Individual or a group concerned with or affected by the
environmental performance of an organization (ISO 14001 Section 3.2).
V PROCEDURE
I. Receiving and Logging External Communication
1.1 All communication from interested parties, whether written or verbal, is forwarded to
the EMR. Telephone calls are documented in a memo established during, or
immediately following, the conversation with the interested party.
1.2 Letters, faxes, e-mail, memos of telephone conversations, minutes of meetings, etc., are
recorded in the external communication log maintained by the Environmental
Representative. The record includes:
 Date; 
 Identification of the interested party; 
 Brief description of the subject, or issues raised; 
 Distribution of the communication (if any); 
 Response required: Yes/No; 
 Brief description of response (if any); 
 Internal corrective, preventive or other actions (if any). 
Originator: Approved by:
Date of Issue:

2. TPS-Pakistan Ltd. Operational Procedure:EOP-43-02 Revision: A Page 2 of 3
EXTERNAL COMMUNICATION
2. Responding to External Communication
2.1 The EMR reviews the incoming communication and determines which other functions
should be informed or involved, what response should be given to the originator (if any),
and whether any internal actions should be considered to address issues raised in the
communication. These decisions and determinations are recorded in the external
communication log.
2.2 If a decision regarding the response or internal actions cannot be made at this point due
to lack of information, the EMR notes this in the log and initiates the process of
gathering the necessary information. When appropriate, the originator is informed about
the anticipated delay in responding to his or her communication.
2.3 A representative of the top executive management must be involved when the
communication pertains to policy matters or has potential legal consequences, or
otherwise requires top management decisions.
3. External Communication of the Environmental Policy
3.1 The full text of our environmental policy is available to the public. The policy is
displayed at the front gate and in the main lobby, and is posted on our Internet site. Any
requests for the environmental policy are responded to by either mailing a copy or
directing the person to our Internet site.
4. External Communication of Significant Aspects
4.1 The first management review of the EMS considers whether information on significant
environmental aspects should, or should not, be communicated externally. The decision
is recorded in the minutes of this first review. The decision may be revisited at any
subsequent review.
5. External Communication structure
5.1 The first management review of the EMS considers whether information on significant
environmental aspects should, or should not, be communicated externally. The decision
is recorded in the minutes of this first review. The decision may be revisited at any
subsequent review.

3. TPS-Pakistan Ltd. Operational Procedure:EOP-43-02 Revision: A Page 3 of 3
EXTERNAL COMMUNICATION
Communication with interested parties
Authorities (local, national)
PTA-NZ
Customers
Suppliers
Subcontractors
Financial institutions (e.g. banks, if applicable)
Insurance companies
Shareholders (if applicable)
NGO’s (environmental groups)
VI ASSOCIATED DOCUMENTS
 Internal Communication -Oper. Proc. EOP-43-0l 
 EMS Management Review -Oper. Proc. EOP-60-0l 