A Business Owner’s Guide to OSHA Inspections

The phrase "OSHA is here" can cause a wave of anxiety for any business owner. An inspection by the Occupational Safety and Health Administration can feel intimidating, but it doesn't have to be. Understanding the process, knowing your rights and responsibilities, and maintaining a constant state of readiness can transform an inspection from a source of stress into an opportunity to validate and improve your safety program.

This guide will walk you through the world of OSHA inspections as they relate to CFR 1910 (General Industry) and CFR 1926 (Construction). We'll cover why inspections happen, what to expect when an officer arrives, and how you can prepare your business to be inspection-ready at all times.

The Purpose of an OSHA Inspection

OSHA inspections are the agency's primary method for enforcing workplace safety and health regulations. The core purpose is to ensure employers are providing a work environment free from recognized hazards that are likely to cause death or serious physical harm. An inspector, known as a Compliance Safety and Health Officer (CSHO), conducts these visits to identify potential violations and verify that the company’s safety program is effective.

Inspections serve to:

• Determine compliance with specific OSHA standards.

• Identify and document workplace hazards.

• Guide employers in correcting identified issues.

• Protect employees from unsafe working conditions.

Ultimately, the goal is preventative. By enforcing standards, OSHA aims to reduce the number of workplace injuries, illnesses, and fatalities across the country.

What Triggers an OSHA Inspection?

OSHA has a system of priorities for conducting inspections, as it lacks the resources to visit every workplace. Understanding these priorities can help you gauge your own risk of being inspected. Inspections generally fall into two main categories: unprogrammed and programmed.

Unprogrammed Inspections

These inspections are not scheduled in advance and typically result from a specific event or report. They take priority over programmed inspections.

• Imminent Danger: This is OSHA's top priority. An imminent danger situation is any condition where there is a reasonable certainty that a hazard exists that can be expected to cause death or serious physical harm immediately. The CSHO will ask the employer to correct the hazard immediately or remove endangered employees.

• Fatalities and Catastrophes: OSHA must be notified within 8 hours of a work-related fatality and within 24 hours of an in-patient hospitalization, amputation, or loss of an eye. These reports will almost always trigger an on-site inspection.

• Employee Complaints and Referrals: One of the most common triggers is a complaint from a current employee or their representative regarding a workplace hazard. Referrals can also come from other government agencies, medical professionals, or even media reports.

• Follow-Up Inspections: These are conducted to verify that previously cited violations have been corrected. Failure to abate a violation can result in significant additional penalties.

Programmed Inspections

These are proactive, scheduled inspections that target high-hazard industries, workplaces, or specific types of hazards. OSHA uses data on injury rates and other factors to select businesses in industries like construction and manufacturing for these planned visits. These initiatives focus on preventing problems before they occur.

What to Expect During an Inspection: The Three Phases

An OSHA inspection is a structured process with three distinct stages. Knowing what happens in each phase helps you navigate the visit professionally.

1. The Opening Conference

The inspection begins when the CSHO arrives at your worksite. They will present their official credentials, which include a photograph and a serial number. You have the right to verify these credentials by calling the local OSHA office.

During the opening conference, the CSHO will:

• Explain why your workplace was selected for inspection.

• Describe the scope of the inspection (e.g., comprehensive "wall-to-wall" or partial).

• Outline the procedures for the walkaround, employee interviews, and closing conference.

• Request relevant documents, such as your injury and illness logs (OSHA Forms 300, 300A, 301) and written safety programs.

An employer representative and an employee representative have the right to accompany the inspector during the walkaround.

2. The Walkaround

This is the fact-finding portion of the inspection. The CSHO, accompanied by the employer and employee representatives, will walk through the areas of the workplace covered by the inspection. They will be looking for hazards and potential violations of OSHA standards.

During this phase, the inspector may:

• Take photographs or videos.

• Take measurements (e.g., noise levels, air contaminants).

• Point out apparent violations that can be corrected immediately.

• Interview employees privately about their working conditions and safety training.

It is important to be cooperative but to stay within the defined scope of the inspection. Answer questions truthfully and provide the documents requested, but avoid volunteering extra information or speculating.

3. The Closing Conference

After the walkaround is complete, the CSHO will hold a closing conference with the employer and employee representatives. During this meeting, the inspector will:

• Discuss all identified hazards and apparent violations.

• Explain the potential citations and penalties that may be issued.

• Outline the rights and responsibilities of the employer, including the process for contesting citations.

• Discuss the required timelines for correcting violations (abatement dates).

It's crucial to take detailed notes during this conference. Ask for clarification on any points you don't understand. Note that the CSHO does not issue citations on the spot; those are sent later by mail from the OSHA area director.

How to Prepare for an OSHA Inspection

The best way to handle an inspection is to be prepared for one every single day. An inspection-ready workplace is, by definition, a safer workplace.

• Maintain Compliance: The foundation of preparation is having a robust and active safety program that meets all relevant OSHA standards for your industry. This includes conducting regular self-audits to find and fix hazards before an inspector does.

• Organize Your Records: Keep all required documentation in one organized and easily accessible location. This includes your OSHA 300 logs, written safety plans (like Hazard Communication or Lockout/Tagout), training records, and equipment inspection logs. An inability to produce required documents quickly can be a red flag.

• Train Your Employees: Ensure all employees are trained on the hazards of their jobs and your company's safety procedures. They should also know their rights during an OSHA inspection, including the right to speak privately with an inspector.

• Designate an Inspection Team: Decide in advance who will represent the company during an inspection. Designate a primary contact and a backup. This person should be knowledgeable about your safety program and trained on how to manage the inspection process professionally.

The Benefits of Being Inspection-Ready

Striving to be continuously prepared for an OSHA inspection offers benefits that go far beyond avoiding fines. It fosters a proactive safety culture where hazards are addressed systematically. This leads to fewer accidents, lower workers' compensation costs, and improved employee morale. When employees see a genuine commitment to their well-being, they become more engaged and productive.

An inspection-ready business is a well-run business. It demonstrates to employees, customers, and regulators that you prioritize safety not just for compliance, but because it is the right thing to do. So, while an unexpected visit from OSHA may never be welcome, it can be a smooth and even constructive experience if you are prepared.

How Must Be Safety Can Help Your Business Stay Inspection-Ready

Must Be Safety, LLC is your partner in OSHA compliance, offering expert guidance every step of the way. Our team provides tailored on-site and online training, in-depth workplace safety audits, and safety program consulting to help you prepare for OSHA inspections with confidence. With OSHA-authorized instructors and experience across industries, we identify gaps, deliver practical solutions, and train your team in both English and Spanish. Whether you need a compliance check, customized training, or ongoing consulting, Must Be Safety helps ensure your business is always ready for a safe and successful OSHA inspection.