✅ OSHA Inspection Checklist
Prepare for OSHA inspections with this comprehensive checklist. Being prepared reduces stress and helps avoid citations.
Why Preparation Matters
OSHA inspections can happen:
- Routine inspections - Scheduled visits
- Complaint-based - Worker complaints trigger inspections
- Accident investigations - After incidents
- Follow-up inspections - After previous citations
- Programmed inspections - High-hazard industries
The 4-Hour Rule
OSHA must give you 4 hours notice for programmed inspections (unless imminent danger). Use this time wisely.
Pre-Inspection Preparation (Ongoing)
Documentation Ready
- OSHA 300 Log - Current and accurate
- OSHA 300A Summary - Posted February-April (if required)
- OSHA 301 Forms - Incident reports completed
- Safety Data Sheets (SDS) - Available for all chemicals
- Training Records - Documented and organized
- Inspection Reports - Internal safety inspections
- Toolbox Talk Records - Attendance and topics
- Equipment Inspection Logs - Cranes, lifts, tools
- Permit Records - Hot work, confined space, etc.
- Medical Records - Fit testing, hearing tests (if applicable)
Program Documents
- Written Safety Program - Comprehensive and current
- Hazard Communication Program - SDS access, labeling
- Respiratory Protection Program - If respirators used
- Lockout/Tagout Program - Energy control procedures
- Confined Space Program - If applicable
- Fall Protection Program - If work at height
- Scaffold Safety Program - If scaffolds used
- Crane/Rigging Program - If cranes used
- Electrical Safety Program - Qualified person procedures
- Emergency Action Plan - Evacuation procedures
Compliance Postings
- OSHA Job Safety and Health Poster - Posted prominently
- OSHA 300A Summary - Posted February-April (if required)
- Emergency Contact Numbers - Posted
- First Aid Location - Clearly marked
- Fire Extinguisher Locations - Marked and accessible
- Emergency Evacuation Routes - Posted
Day-of-Inspection Checklist
When Inspector Arrives
- Designate Company Representative - PM, Safety Manager, or Owner
- Verify Inspector Credentials - Check ID badge
- Request Opening Conference - Understand scope of inspection
- Document Inspector's Name - Get business card
- Note Inspection Type - Complaint, accident, programmed, etc.
- Accompany Inspector - Never let them walk alone
- Take Notes - Document everything inspector observes
- Photograph What Inspector Photographs - Match their documentation
During Walkaround
- Stay With Inspector - Don't leave them unattended
- Answer Questions Honestly - But don't volunteer extra information
- Document All Conversations - Write down questions and answers
- Note Any Measurements - Heights, distances, etc.
- Identify Any Violations - So you can fix immediately
- Request Copies of Photos - Inspector must provide
- Ask About Violations - If you see something, ask if it's a violation
Common Violation Areas to Check
Fall Protection
- Guardrails at 6+ feet (or fall protection)
- Stair rails and handrails installed
- Holes covered or guarded
- Leading edge protection
- Personal fall arrest systems properly used
- Ladders secured and at proper angle
Electrical Safety
- GFCI protection for temporary power
- Cords in good condition (no cuts, exposed wires)
- Cords not run through water or doorways
- Lockout/tagout procedures followed
- Electrical panels accessible (36" clearance)
- Ground fault protection
Scaffolding
- Base plates/mud sills installed
- Guardrails and midrails installed
- Toeboards installed (if overhead work)
- Access ladders/stairs provided
- Competent person inspections
- Proper bracing and connections
PPE
- Hard hats worn where required
- Safety glasses/goggles worn
- High-visibility vests worn
- Hearing protection (if noise over 85 dBA)
- Respiratory protection (if needed)
- Foot protection (steel toe if needed)
Housekeeping
- Walkways clear
- Debris removed regularly
- Materials stored safely
- No tripping hazards
- Adequate lighting
- Fire extinguishers accessible
Closing Conference
- Request Closing Conference - Always ask for this
- Review All Citations - Understand each violation
- Ask About Abatement Dates - When must violations be fixed
- Clarify Any Questions - Don't leave confused
- Get Citation Copies - Request written citations
- Note Appeal Deadlines - Usually 15 working days
Post-Inspection Actions
Immediate (Same Day)
- Fix Any Hazards Immediately - Especially serious violations
- Document All Fixes - Photos, dates, actions taken
- Notify Team - Share inspection results
- Review Citations - Understand each violation
Within 15 Days
- File Notice of Contest - If contesting citations (if needed)
- Submit Abatement Plan - How you'll fix violations
- Request Informal Conference - Discuss citations with OSHA
- Calculate Penalties - Understand financial impact
- Implement Corrective Actions - Fix all violations
Ongoing
- Prevent Recurrence - Update programs and training
- Follow-Up Inspection Prep - OSHA may return
- Share Lessons Learned - Train team on violations
- Update Safety Program - Incorporate fixes
Common OSHA Violations (Top 10)
| Rank | Violation | Typical Penalty |
|---|---|---|
| 1 | Fall Protection | $16,131+ |
| 2 | Hazard Communication | $16,131+ |
| 3 | Ladders | $16,131+ |
| 4 | Scaffolding | $16,131+ |
| 5 | Respiratory Protection | $16,131+ |
| 6 | Lockout/Tagout | $16,131+ |
| 7 | Powered Industrial Trucks | $16,131+ |
| 8 | Fall Protection Training | $16,131+ |
| 9 | Eye and Face Protection | $16,131+ |
| 10 | Machinery and Machine Guarding | $16,131+ |
Inspection Rights
You have the right to:
- ✅ Request opening conference - Understand scope
- ✅ Accompany inspector - Stay with them at all times
- ✅ Request warrant - If inspection seems improper
- ✅ Protect trade secrets - Don't disclose proprietary info
- ✅ Request closing conference - Review findings
- ✅ Contest citations - File Notice of Contest within 15 days
- ✅ Request informal conference - Discuss before formal contest
Quick Reference: What to Say
Opening Conference
Inspector: "I'm here to conduct an inspection." You: "Thank you. I'd like to understand the scope of this inspection. Is this a complaint-based inspection, accident investigation, or programmed inspection?"
Inspector: "I need to see your OSHA 300 log." You: "Certainly. Let me get that for you. I'll accompany you during the inspection."
During Walkaround
Inspector: "I notice there's no guardrail here." You: "Thank you for pointing that out. We'll address that immediately. Is this a violation?"
Inspector: "Can I take photos?" You: "Yes, and I'd like to take matching photos for our records. Can you provide copies?"
Closing Conference
Inspector: "Here are your citations." You: "Thank you. I'd like to review each citation. What are the abatement dates? Can we schedule an informal conference?"
Related Resources
Tips for Success
- Be Prepared Always - Don't wait for inspection notice
- Fix Issues Immediately - Shows good faith
- Document Everything - Photos, dates, actions
- Stay Professional - Be courteous and cooperative
- Know Your Rights - But exercise them appropriately
- Learn from Citations - Use as training opportunity
The Best Defense
The best way to pass an OSHA inspection is to maintain compliance every day, not just when inspectors arrive.