Resources · Practical Guide
The inspection starts before the knock.
OSHA doesn't schedule appointments. Preparation is what you've documented, posted, and trained before the compliance officer arrives — this checklist covers the sequence, your rights, and the documents that decide outcomes.
What triggers an inspection
Inspections follow a priority order: imminent danger reports, fatalities and catastrophes (report deaths within 8 hours; amputations, losses of an eye, and inpatient hospitalizations within 24), employee complaints, referrals, targeted emphasis programs, and follow-ups. Most employers meet OSHA through a complaint or a programmed emphasis inspection — both arrive unannounced.
- Posting: current OSHA poster; annual summary (Form 300A) posted Feb 1–Apr 30
- Records ready: OSHA 300 logs (5 years), written programs (HazCom, LOTO, respiratory, PPE assessments), training certifications
- Reception protocol: who greets the CSHO, who calls the safety lead, where credentials are verified
- Walkaround team designated; camera and notepad mirror everything the inspector documents
- Employee interviews: employees have the right to private interviews; managers may have counsel present for theirs
- Document requests logged: provide copies, keep originals, track everything handed over
During and after the walkaround
The inspection has three parts: opening conference (scope and reason), walkaround (mirror the inspector — photograph what they photograph, note what they measure), and closing conference (apparent violations discussed). Fix what can be fixed immediately; abatement during inspection is documented goodwill.
Citations arrive by mail, typically within weeks (OSHA has six months). You have 15 working days to respond: pay, request an informal conference (penalties often reduce here), or contest. The informal conference is where reading the cited standard yourself — with its interpretation letters — pays for the subscription many times over.
Every standard referenced here is one search away in RegLogic — start here.
Start HereFAQ
Common questions
Can I require a warrant?
Yes — you may require a warrant, though most employers consent to avoid escalation. Consent can be limited to the complaint's scope. Discuss the policy with counsel before the knock, not during it.
What documents does the inspector ask for first?
OSHA 300/300A logs, the written programs relevant to the visible hazards (HazCom is nearly universal), and training records for the employees observed. Missing paperwork converts observations into citations.
How long do we have to respond to a citation?
15 working days from receipt — to pay, request an informal conference, or file a notice of contest. Missing the window makes the citation a final order.
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