This is general guidance, not legal advice. For citations or fatality investigations, retain an OSHA attorney immediately. Call us at support@davanjiehssolutions.com for on-call support during an active inspection.
First 10 minutes — your action plan
1 Verify their credentials
Politely ask to see the compliance officer's OSHA credentials (federal ID card with photo). Write down their name and badge number. Note the date and arrival time.
2 Notify leadership immediately
Call your owner, CEO, plant manager, and EHS leader. The senior person on-site should accompany the inspector. Do not delay the inspector while you wait, but get leadership en route immediately.
3 Ask the reason for the visit
OSHA inspections have one of four triggers: programmed, complaint, referral, or accident/fatality. You're entitled to know which. Document their answer.
If complaint-based: request a copy of the complaint (you may have to wait for the close-out).
4 Conduct the opening conference
The inspector will explain scope and process. Take detailed notes — what areas they'll inspect, what records they want, who they want to interview. Have a designated note-taker if possible.
5 Gather these documents now
- OSHA 300 log (current year + previous 5 years)
- OSHA 300A summary (signed and posted Feb 1 – April 30)
- OSHA 301 incident reports for each 300 entry
- Written safety programs (HazCom, LOTO, PPE, etc.)
- Training records for the past year
- SDS library (or location of)
- Inspection records (forklift, harness, fire ext.)
- Equipment maintenance logs
During the walk-around
✓ Do this
- Walk with the inspector at all times. Never let them roam unattended.
- Take parallel photos. Every photo the inspector takes, you take the same one.
- Correct hazards immediately if safe to do so. Fixing a violation during the walk-around can sometimes downgrade severity.
- Answer factual questions about your operation directly (machine names, hours of operation, employee count).
- Ask why they're noting something so you can address it in real time.
✗ Do NOT do this
- Don't volunteer information. Answer what's asked; don't elaborate.
- Don't admit fault ("Yeah we know that's been broken for a while" is a citation waiting to happen).
- Don't sign anything that admits violations. You can sign acknowledgment of receipt, not admission of guilt.
- Don't refuse access without a warrant — but you may request that the inspector get one (this is a significant decision; consult counsel first).
- Don't let employees be interviewed without representation — they have the right to refuse interviews or have a co-worker present (non-supervisory employees only).
- Don't fix something improperly during the walk. A bad quick-fix becomes evidence.
Employee interviews
i What to tell your employees
Brief your team in advance (or quickly during a visit):
- They can speak to OSHA — or decline.
- For non-supervisory employees: OSHA may interview them privately without management present. The employee may bring a co-worker.
- For supervisors/managers: company representation (attorney) should be present.
- Answer truthfully. Don't speculate. "I don't know" is a complete answer.
Closing conference
6 Listen, take notes, don't argue
The inspector will summarize findings. Take detailed notes. Ask clarifying questions but don't argue findings — that's for the formal response.
Ask about:
- Each finding by standard citation (e.g., 1910.147)
- Severity classification (other-than-serious, serious, willful, repeat)
- Expected timeline for written citations (typically 6 months from inspection)
- Informal conference rights and deadlines
After the inspection
7 Document everything within 24 hours
- Write a full timeline while it's fresh.
- Preserve all photos taken during the walk.
- Save copies of every document handed over.
- Brief leadership and prepare for citation response.
- Consider retaining an OSHA attorney if violations are likely.
- Begin corrective actions on items you agree are valid.
You have 15 working days from receipt of citations to:
- Pay penalties (and lose appeal rights)
- Request an informal conference with the OSHA Area Director
- File a formal Notice of Contest
Don't miss this window. Mark it on the calendar the moment citations arrive.
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If you have an active OSHA inspection or need urgent guidance, reach out. We'll respond as fast as we can.
Disclaimer: This page is general EHS guidance and not legal advice. For citations, fatalities, or willful violations, consult an OSHA attorney immediately.
