Five Tips for a Successful OSHA Inspection

Navigating an Occupational Safety and Health Administration (“OSHA”) inspection can be intimidating, but with the right preparation and mindset, it doesn’t have to be. Here are five tips to help you approach and succeed in your next OSHA inspection.

1. Understand the Inspection Process

Knowing what to expect on inspection day is essential. OSHA inspections generally follow a standard format: an opening conference, a walk-through of the facility, interviews with staff, and a closing conference to discuss the inspector’s findings. Familiarize yourself with these steps and review OSHA’s General Duty Clause, industry-specific regulations, and non-mandatory guidelines to ensure you’re aware of the standards inspectors will focus on.

Consider setting aside a dedicated space for the opening and closing conferences, where you can comfortably discuss the reason for the inspection, the scope of the inspection, the inspector’s findings, and other relevant matters. By knowing what to expect, you’ll be able to act with confidence, even if surprises arise.

2. Assign Roles and Responsibilities

One of the most effective ways to stay organized on inspection day is to have a clear plan and assign specific roles. Designate a primary contact to greet the inspector and accompany the inspector throughout the visit, ideally someone who understands both the facility layout and the applicable OSHA regulations. This representative should be prepared to answer questions, provide context, and access documentation as needed.

Additionally, designate a secondary team member to handle record retrieval and support the primary contact. Ensure both individuals know where key documents are stored and are familiar with the facility’s safety procedures and programs. Having a well-organized team reduces delays and demonstrates your commitment to safety.

3. Have Records Readily Available

Documentation is often a critical part of the inspection, and OSHA inspectors will likely ask for specific records, potentially including injury and illness logs, training records, Safety Data Sheets (SDSs), and inspection or audit records. Having these documents readily accessible can streamline the process and avoid unnecessary downtime.

Consider using a digital system to organize records, allowing your team to retrieve information quickly when requested. It’s a good idea to conduct a mock inspection of your record-keeping before the day of the inspection, ensuring all relevant documents are up-to-date and accessible. However, on inspection day, you generally shouldn’t produce documents that aren’t requested. 

4. Encourage Cooperation and Maintain a Professional Demeanor

When the inspector arrives, maintain a cooperative tone and professional demeanor among your team. OSHA inspectors are trained to spot hazards, so don’t try to cover up potential issues that an inspector may have already seen. If the inspector identifies a problem, calmly explain any corrective actions you’ve taken or plan to take. Avoiding defensiveness and demonstrating a proactive stance will typically help establish goodwill with the inspector.

Similarly, recognize that OSHA inspectors are there to perform their jobs. Be respectful and professional at all times, but don’t be too friendly, as the inspector isn’t your friend. Additionally, remind staff that the inspection is an opportunity to show your commitment to their safety, not strictly a fault-finding exercise.

5. Stay Calm and Focused During the Walk-Through

During the walk-through portion of the inspection, remain calm and attentive. The inspector may ask questions or stop to observe particular processes or equipment, so ensure your team is prepared to answer questions and provide information when requested. This can also be a good time to communicate your dedication to safety by sharing recent improvements you’ve implemented.

If the inspector points out a potential hazard, note it without argument. Document any observations or instructions from the inspector, which can be valuable for follow-up actions. Remember, your focus on inspection day is to demonstrate your efforts and engage constructively with the process.

Conclusion 

With clear roles, organized documentation, and a cooperative mindset, you can approach OSHA inspections confidently. By understanding the inspection process, assigning responsibilities, demonstrating professionalism, and remaining focused during the walk-through, you’ll set yourself up for success on inspection day. Beyond just complying with OSHA regulations, a positive inspection experience also reinforces your commitment to providing a safe and healthy workplace for your employees.