Regulatory inspections are a part of nearly every business operation. Inspections – particularly from the Occupational Safety and Health Administration (OSHA) – are designed to ensure that health and safety guidelines are being followed. In turn, this helps to protect workers from potential sources of injury. By reducing accidents and injuries in the workplace, business owners can drive down their workers’ compensation claims, among many other benefits. To get your business ready for an inspection, read on.

Be Courteous

Business owners should designate employees for specific roles in an inspection scenario, particularly:

  • An employee who will greet the inspector
  • An employee who will accompany the inspector throughout the inspection process
  • An employee or employees who are tasked with gathering any required documentation, such as safety policies, training records, injury reports, workers compensation claim reports, and hazard mitigation records
  • A union representative if the business operates with union workers
  • Backup employees to fill these primary roles as needed

Prepare to Be Surprised

Surprise inspections can sneak up on any business. To prepare, make sure that:

  • Records are kept in a safe location – including any that are required under OSHA guidelines
  • Records are easily accessible
  • Records are complete and thorough

Take Care When Answering Questions

During the course of the inspection, the inspector may ask you some questions. Although this is not an official interview, it’s a good idea to treat it as such. When he or she asks you questions, remember to:

  • Tell the truth
  • Make sure you understand the question
  • Answer the question and nothing else
  • Answer based on your knowledge only. Avoid guessing or speculating

Know the Inspection Priorities

OSHA uses a hierarchy of priorities to allocate inspection and enforcement resources, including:

  • Imminent danger
  • Severe injuries and illnesses
  • Workers’ complaints
  • Referrals from other federal, local, or state agencies, organizations, individuals, or the media
  • Targeted inspections (National, Regional, and Local Emphasis Programs)
  • Follow-up inspections to verify the reduction of hazards

Targeted inspections are conducted to address complaints against hazardous industries or specific workplace hazards.

When  Are OSHA Personnel Not Allowed to Notify in Advance About On-Site Inspections?

OSHA won’t send an on-site inspection notice:

  • If there is imminent danger present and advance notice would enable the employer to correct it as soon as possible
  • To ensure all employee and employer representatives or other necessary personnel will be present to assist in the inspection
  • When an advance notice will decrease the probability of an effective and thorough inspection, especially in complex fatality investigations
  • If an inspection requires special preparations or needs to be conducted outside of regular business hours 

What Is Included in an OSHA Inspection?

An OSHA inspection will have:

  • An opening conference
  • Records and logs review
  • A walk-around inspection
  • A drone inspection
  • Employee, supervisor interviews
  • A closing conference

OSHA Citations

OSHA will issue citations and penalties within 6 months of violations. The enforcement officials must meet the criteria for citing violations, including:

  • Applicable standards or sections of the OSHA act
  • Determining employee/employer responsibilities
  • Employee exposure

Any affected employer can file a case with the review commission within 15 days after  he receives the issued citations.

Is your business covered? Let us help you find the right business insurance solutions that meet your needs and budget. Talk to the team at Kneller Agency today to get started.


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