An OSHA inspection can happen at any workplace, often without prior notice, and can have significant consequences if your business is unprepared. Understanding the OSHA inspection process and preparing accordingly can help your organization navigate these evaluations confidently.
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The Occupational Safety and Health Administration (OSHA) oversees approximately 8 million workplaces across the United States. In FY 2022, OSHA conducted 31,820 inspections, including 17,739 (about 56%) unprogrammed inspections triggered by factors such as:
OSHA has around 1,850 inspectors who work with state partners to ensure worker safety, translating to approximately one inspector for every 70,000 workers. Given the potential for significant penalties and mandatory corrective actions, it's crucial to be prepared for an OSHA job site inspection.
Taking proactive steps before an OSHA visit can help minimize risks and ensure compliance. Establishing a strong safety culture and regular internal reviews will put your workplace in the best position when an inspection occurs.
To ensure compliance and create a safer work environment, employers should take proactive steps to identify and mitigate hazards. The following key measures will help maintain workplace safety:
Regularly evaluate your workplace for potential hazards and implement corrective measures.
At Axcet HR Solutions, we offer professional risk assessments to help small- to mid-sized businesses identify vulnerabilities and ensure OSHA compliance.
Ensure all machinery and tools are in proper working order.
Provide appropriate PPE and enforce its use.
Conduct safety training sessions and keep detailed records of employee participation.
Maintain accurate logs of work-related injuries and illnesses as required by OSHA.
Perform routine self-audits to identify and rectify potential violations before they attract OSHA's attention. This proactive approach can significantly reduce the likelihood of citations during an official inspection.
Understanding what happens during an OSHA inspection can help your business respond confidently and minimize disruptions. Here are six key steps of the inspection process, from the initial arrival of the compliance officer to the closing conference.
When an OSHA Compliance Safety and Health Officer (CSHO) arrives:
The CSHO will present their credentials upon arrival. Employers are required to grant them entry, but the inspection does not have to proceed until the appropriate company officials are present.
Train front-line employees to notify designated management personnel immediately.
You may request a brief delay to assemble the appropriate team to accompany the inspector. This ensures the right personnel are available to manage the inspection process effectively.
During this meeting, the CSHO will:
Clarify the reason for the inspection, whether it's a routine visit, a response to a complaint or another cause.
Define whether the inspection will be comprehensive or focused on specific areas.
The CSHO will tour the facility to assess compliance:
Ensure management and, if applicable, union representatives accompany the inspector. Under OSHA’s updated walkaround rule, employees may also designate a third-party representative, including non-employees, to participate.
This allows specialists with relevant expertise or language skills to assist in the evaluation.
Employers should prepare for third-party involvement while protecting sensitive business information. Learn more about OSHA’s updated walkaround rule >>
The inspector may take photographs or videos; it's advisable for your team to document the same areas for your records.
Limit the inspection to agreed-upon areas to prevent exposure to potential unrelated violations.
The inspector may interview employees to gather insights:
You may be present during interviews with managerial staff.
Non-management employees may be interviewed privately.
After interviews, debrief employees to understand the questions posed and responses given.
The CSHO may request to review records such as:
OSHA Form 300 and related documents.
Policies and procedures related to workplace safety.
Proof of employee training sessions and attendance.
Provide only the documents specifically requested and keep copies of all materials shared.
After the inspection:
The CSHO will outline any apparent violations and discuss possible corrective actions.
OSHA has up to six months to issue formal citations, which will include details on violations, proposed penalties, and deadlines for correction.
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Upon receiving any citations, assess their validity and the feasibility of proposed corrective actions.
Address cited hazards within the specified timeframe to avoid additional penalties.
You have the right to request an informal conference with OSHA to discuss citations, penalties, or abatement dates.
If you disagree with the citation, you must file a notice of contest within 15 working days from receipt.
OSHA standards evolve to address emerging workplace hazards. For instance, recent initiatives include:
Launched in May 2023, this OSHA program allows inspectors to initiate inspections if they see employees working at heights, even outside scheduled visits. Falls are a leading cause of fatal workplace injuries, so employers should proactively mitigate risks. Learn more about OSHA’s NEP on falls >>
Effective July 13, 2023, this OSHA initiative addresses rising injury rates in warehouses and distribution centers. Employers should assess and reduce workplace hazards to ensure compliance. Learn more about OSHA’s NEP on warehousing and distribution >>
Additionally, OSHA has recently implemented new regulations focusing on:
Employers must implement measures to protect workers from heat-related illnesses in both indoor and outdoor settings.
Ensuring that PPE properly fits each employee to enhance safety and reduce injury risks.
Regularly consult OSHA's official website and subscribe to updates to stay informed about changes that may affect your workplace.
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Your response during an OSHA inspection can significantly impact the outcome. Advanced preparation not only helps mitigate potential violations and fines but also fosters a safer work environment.
As a certified PEO, Axcet HR Solutions provides comprehensive risk management and workplace safety services to help businesses stay compliant and protect their employees.
Our experts ensure your company is prepared for OSHA inspections, minimizing risks and maintaining a safe work environment. Schedule a consultation to learn how we can support your compliance efforts.
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