Document No.

: AT/FSMS/P/05
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 1 of 5
SOP - 05 : PROCEDURE FOR COMMUNICATION
1. PURPOSE:
To facilitate an effective internal communication between the various levels and functions of
the company, and effective external communication with interested parties about relevant
aspects of the system.

To achieve BCBC-
Better Communication - Better Coordination, Better Cooperation and Better Compliance.

2. SCOPE:
This procedure describes how the organization receives, documents, and responds to
communications. In addition, it discusses proactive steps that the organization takes to
maintain a meaningful dialogue on food safety and quality matters.

3. RESPONSIBILITY:

 Quality Assurance (QA) / Food Safety Team Leader (FSTL)

o Received and response to Inquiries to and from external parties.
o Communicate to other department for additional supporting documents as
required.
o Ensure to record communications and archive accordingly.
o Responsible for ensuring that all employees are informed of the policies, critical
control points, food hazards, significant environmental aspects and impacts,
hazardous identification & risk assessment, operational control, emergency
requirements and systems objectives and targets.

 Operation Head
o Overall responsibility to ensure the seamless communication within Aramtec
organization.
o Identify and document the necessary control measures to be followed during
external communication.
o Shall approve all official external communication to authorities, and the public.

 Department Head
o is responsible for coordinating the communication of the Aramtec policies,
procedures and other issues concerning the management and staff.
o Responsible to give supporting documents required for sending to external parties.
o Responsible to handle inquiries that fall to their scope of responsibility

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/05
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 2 of 5
SOP - 05 : PROCEDURE FOR COMMUNICATION
o Responsible to assure that their staffs carry out appropriate and effective
communication procedures and activities.
4. DEFINITIONS:
 Communication: a process by which information is exchanged between individuals
through a common system of symbols, signs, or behavior.

 Internal Interested parties: Aramtec employees in all level of organization

 External Interested parties: an individual or organization that is not connected to

Aramtec. (i.e. Supplier, Customer, Consultant, 3 Party Auditor, Municipal Inspector
rd

etc.)

5. PROCEDURE:
5.1. Internal Communication

5.1.1. Communication channel for Internal communication may include, but not limited
to:
o Electronic mail
o Phone Calls
o Staff meetings
o New employee Orientation
o Existing Staff Refresher training
o Bulletin board and posters
o audio-visual
o Memoranda and employee letters

5.1.2. Dept. head shall be responsible for establishing and maintaining clear lines of
communication and define and implement processes for the communication
about FSMS within the company. The communication shall include, but not
limited to:
 Communications about management system policy updates
 Management system objectives & targets
 Significant environmental aspects and impacts
 Hazards & risks
 Management system performance
 Outputs of management reviews
 Audit results
 Nonconformities
 Legal and regulatory issues
 Accomplishments

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/05
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 3 of 5
SOP - 05 : PROCEDURE FOR COMMUNICATION
5.1.3. Any feedback/suggestion from the employees would be reviewed and actions
implemented after discussions with concerned Heads of Departments.

5.1.4. Policies and objectives shall be posted on notice boards. Policies need to be
communicated to ensure that all staff understands it.

5.1.5. Dept. head shall actively encourage feedback and communication from
employees through Preventive & Improvement Action Request in improving
organization’s performance and achievement of the system objectives.

5.2. External Communication

5.2.1. Mode of Communication - External communication channels in Aramtec shall
include but not limited to:
o Email using company account
o Letters with company letter heads
o Phone calls using company number
o Documents and records after management approval

5.2.2. General Rules for external communication

Require that the information provided by the organization:
o be understandable and adequately explained to the recipient(s); and
o present an accurate and verifiable picture of the organization and its Food
safety management system, its environmental performance, or other related
matters

5.2.3. Management of Communication from external parties

o Inquiries and other communications received (by mail, fax, telephone, in
person, etc.) from external parties concerning the organization’s Food
Safety and Quality matters may be received by the organization’s
representatives, including Food Safety Team Leader, Operation Head, and
Quality Assurance Officer, among others. All such communications are
reviewed by the managing director or his designee to determine the
appropriate response.

o Inquiries and communication to and from representatives of local regulatory

or food safety agencies, delegated to the organization’s Food Safety Team
Leader. In the absence of Food Safety Team Leader, communications with
regulatory representative is delegated to the Quality Assurance Officer, who
maintains records of all such communications (both incoming and
outgoing).

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/05
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 4 of 5
SOP - 05 : PROCEDURE FOR COMMUNICATION

o Food Safety Team leader to receive document and respond to such

communications and maintain records of these communications, unless
another designated person has been named to respond.

o Department Heads may communicate directly with external parties

regarding their activities. If so, departments shall document and maintain
records of these communications. These communications should be
forwarded to the Food Safety Team Leader who’s managing centralized
back up.

o Department Heads may receive and process response that fall within his
scope of responsibility only.

o Copies of all other written communications on Food Safety and Quality

Matters are maintained by Quality Assurance Officer. All non-written
communications from external parties are documented using telephone logs
or similar means. All records of external communications are maintained as
discussed in Procedure for Records Management.

5.2.4. Outreach to External Parties

o On an as-needed basis, the organization solicits the views of external
parties on Food Safety Management System, its implementation and
performance, and other related matters. In particular, such outreach is
conducted when significant changes at the facility are being considered,
such as facility expansion or other actions that might affect the actual or
potential hazard impacts of the organization’s products, activities, or
services.

o As part of the Management Review process, the Food Safety Team Leader
as designated to conduct the Review evaluates proactive efforts to
communicate with external parties. Based on Food Safety evaluation and
other factors, the organization’s management determines the need for
outreach with external parties and how such communications can be carried
out most effectively.

5.3. Incident Communication

 When an incident occurs, the department head should be informed immediately.
 The person reporting the incident shall fill the Incident Report and submit it to the
department head.
 The department head shall investigate the incident and recommend corrective
action as appropriate and do necessary follow up.

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/05
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 5 of 5
SOP - 05 : PROCEDURE FOR COMMUNICATION
 Once the Manager has filled in his/her part, a copy of the form shall be forwarded
to the hygiene Officer, and, with the advice of the Operation head, will determine
the need to file the report to the relevant local regulatory authorities or the other
interested parties.

6. REFERENCE RECORDS:
 Emails archived
 Letters
 Voicemails, notes, or postcards
 Incident report
 Minutes of meeting

7. REVISION HISTORY:

SL. NO. CHANGES MADE REVISION NO REVISION DATE

1 Initial Issuance 00 00

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY