What is a contractor monthly HSE report?
Oil and gas clients ask each contractor for a monthly HSE report and review it in a monthly meeting. The report shows the hours worked, the injuries and their rates, vehicle crashes and the distance driven, near misses, the IVMS results of the drivers, inspections done and the actions still open. Most clients compare contractors on the same few rates, so a contractor that brings them clearly and on the same basis every month has an easier meeting.
This template splits the work in two: an Excel workbook that holds the monthly data and does the arithmetic, and a PowerPoint deck that tells the story of the month with editable charts.
How to use the report
- Set it up once: on Settings, enter the company, client, contract and the client's targets.
- Add the month: hours and cases from the incident register; distance, crashes, IVMS events and driver colors from your tracking reports; inspections and toolbox talks.
- Read the KPIs: month, rolling 12 months and year to date, each against the target.
- Update the actions: what was closed, what is open and what is overdue.
- Fill the deck: paste the figures into the charts' data (right click, Edit data), replace every text in square brackets and delete the "Example data" tags.
How are the rates calculated?
To try the same rates on your own figures, or to see how many hours without a case bring a rate back under the target, use the LTIF, TRIR & Vehicle Crash Rate Calculator.
Worked example: October 2026
- A contractor of about 850 people and 160 vehicles worked 210,000 hours and drove 420,000 km in October, with no recordable case and no crash.
- Over the last 12 months it had 4 recordable cases and 2 lost time injuries in 2,365,000 hours: rolling TRIR 1.69 and LTIF 0.85, both above the example targets of 1.50 and 0.80.
- 4 crashes in 4,730,000 km give a rolling crash rate of 0.85 per million km against an example target of 0.60.
- IVMS: 3 of 150 drivers in red (2.0%), inside the example limit of 3%, and 1.07 IVMS events per 1,000 km.
- One of four actions is overdue: rollover protection on LV-102, due 25 October.
Common mistakes in monthly HSE reports
- One month's rate as the headline. A month with no case shows 0.00; the client looks at the rolling rate.
- Changing the basis. Per 200,000 hours one month and per million the next makes the trend meaningless.
- Hours and cases for different people. Count the same staff and subcontractors in both.
- IVMS figures with no action. Name the drivers in red and the coaching booked, not only the count.
- Actions without dates. An action with no due date is never overdue and never closed.
Sources
- Case types and the per-million-hours basis: IOGP, Safety performance indicators – 2019 data (report 2019se, September 2020). Source: IOGP.
- Land transportation management and crash KPIs: IOGP Report 365, fourth edition, 2020. Source: IOGP. Last reviewed 21 October 2026.
What the template does not do
The template follows no single client's report format; add the slides and indicators your client asks for. Case definitions and targets are your client's. The workbook does not read your incident register or tracking system: you copy the figures in each month. For the driver ratings themselves, see the IVMS Contractor Compliance Kit; for a general fleet operations review, the Monthly Fleet Review Deck.