What are the Stages of an OSHA Inspection?

Stage 1: OSHA Selects the Workplace for Inspection

An OSHA inspection typically begins with the agency determining which workplace should be inspected and why. OSHA does not inspect every workplace on a routine schedule. Instead, inspections are generally prioritized according to the potential severity of hazards, reported concerns, and the agency's enforcement priorities.

Common reasons a workplace may be selected for inspection include:

• Imminent danger situations: OSHA may prioritize workplaces where conditions could reasonably be expected to cause death or serious physical harm before normal enforcement procedures could address the hazard.
• Severe injuries and fatalities: OSHA may inspect a workplace following a work-related fatality, hospitalization, amputation, or loss of an eye, depending on the circumstances and applicable reporting requirements.
• Worker complaints or referrals: A complaint from an employee or a referral from another source may lead OSHA to investigate potential safety or health hazards at a workplace.
• Targeted inspections: OSHA may conduct inspections focused on specific industries, workplaces, hazards, or worker populations identified as having elevated risks.
• Follow-up inspections: OSHA may return to a workplace to determine whether previously identified violations have been corrected or whether required corrective actions have been completed.
• High-hazard industries or workplaces: Workplaces with a history of serious hazards, high injury rates, or operations involving significant occupational risks may receive greater inspection attention.

The reason for an inspection can influence its scope and what the compliance officer focuses on once the inspection begins.

Stage 2: The OSHA Compliance Officer Arrives

When the OSHA compliance officer arrives, they will present official credentials and explain the reason and scope of the inspection. The employer can verify the officer's identity, and an employee representative may participate in the inspection. In appropriate circumstances, an employer may also have the right to require OSHA to obtain a warrant.

Stage 3: Opening Conference

The inspection generally begins with an opening conference, where the compliance officer explains why OSHA is conducting the inspection and what it will cover. Employer and employee representatives may participate. The inspector may also request relevant records, documents, and other information needed for the inspection.

Stage 4: Walkaround Inspection

During the walkaround, the OSHA compliance officer tours the workplace to observe working conditions and identify potential hazards. The officer may examine equipment, machinery, PPE, signage, and safety procedures, as well as take photographs or measurements and speak with employees. If additional hazards are identified, the inspection may be expanded.

Stage 5: Document and Record Review

OSHA may review records and documents relevant to the inspection, such as OSHA 300 Logs, written safety procedures, training records, exposure monitoring records, and equipment inspection or maintenance records.

Keeping these records accurate, complete, and organized helps demonstrate how safety requirements are being managed and makes it easier to provide requested information during an inspection.

Stage 6: Employee Interviews

OSHA may interview employees to learn more about workplace conditions, safety practices, and how work is actually performed. Employees may be interviewed privately, while management interviews generally focus on the employer's safety programs, procedures, and responsibilities. Employees should provide truthful, accurate information and avoid guessing if they do not know an answer.

Stage 7: Closing Conference

After the inspection, the compliance officer holds a closing conference with employer representatives to discuss the findings. The inspector may review apparent hazards or violations, explain potential corrective actions, and outline the next steps. A closing conference does not necessarily mean that OSHA has issued citations; any citations and proposed penalties are determined after the inspection process is completed.

Stage 8: OSHA Determines Whether Citations Are Appropriate

After completing the inspection, OSHA reviews the evidence and determines whether any OSHA standards were violated. If violations are established, OSHA may issue citations and proposed penalties. A citation generally identifies the alleged violation, the applicable standard, required abatement, and any proposed penalty.

Stage 9: Employer Receives and Responds to Citations

If OSHA issues citations, the employer should review them carefully and correct the cited hazards within the required timeframe. Citations may need to be posted as required. If the employer disagrees with the findings, they may have the right to contest the citations or proposed penalties within the applicable timeframe.

Stage 10: Abatement and Follow-Up

After receiving citations, the employer must correct the identified hazards within the required timeframe and provide any abatement documentation OSHA requires. Depending on the circumstances, OSHA may conduct a follow-up inspection to confirm that violations have been corrected. Failure to address violations by the required deadline can result in additional enforcement action.