How to Prep for a Surprise OSHA Visit Without Panic

When OSHA shows up unannounced, most teams feel one thing: panic.

But with a few smart habits, surprise inspections stop being heart-stopping events and start feeling like a predictable part of your safety rhythm. Here’s how to take the anxiety out of the OSHA inspection process.

1. Understand the OSHA Inspection Process

OSHA inspections don't follow a random process, so once you understand the steps, they're far less intimidating. Here’s what to expect:

• Opening conference: The compliance officer explains why they’re there, what areas they plan to inspect, and what documents they’ll need.
• Walkaround: The officer tours the workplace, checks equipment and work practices, and looks for anything that could put workers at risk. They may take photos, collect samples, or ask you to fix serious hazards right away.
• Document reviews and interviews: OSHA reviews your training records, incident logs, and safety documentation. They may also speak with workers to confirm they understand procedures.
• Closing conference: The officer reviews their findings, discusses any issues they identified, and explains what comes next — whether that means fixing hazards, submitting documentation, or awaiting a formal citation.

2. Know What OSHA Looks For

While the fine details will vary, OSHA’s compliance officers are most focused on:

• Physical safety: Guardrails, fall protection, machine guarding, electrical safety, and emergency exits.
• Health risks: Air quality, chemical handling, noise exposure, temperature extremes, and proper ventilation.
• Training and documentation: Hazard communication, emergency procedures, job-specific training, and whether records are complete and accessible.
• Safety culture: Are procedures posted? Do workers know them? Are leaders visibly involved? Is PPE used consistently?
• Incident documentation: How you record hazards, near-misses, and injuries, and whether corrective actions are completed.

3. Build a Reliable OSHA Inspection Checklist

A good checklist keeps your team ready long before an inspector walks through the door. Here’s what yours should include:

• People & Roles: Know who greets the inspector, where the opening meeting happens, who joins the walkaround, and who pulls documents. This keeps the start of a surprise visit organized.
• General Housekeeping: Keep walkways clear, storage areas orderly, trash removed, floors safe, and spill supplies ready.
• Machinery & Equipment: Make sure machine guarding, lockout/tagout procedures, maintenance logs, and emergency stop functions are all in place and up to date.
• PPE: Keep a current list of PPE, check its condition regularly, store it properly, and make sure workers know what to use and where to find it.
• Chemical Safety: Label chemicals correctly, store them safely, keep spill kits ready, and ensure Safety Data Sheets (SDS) are accessible and current.
• Training Records: Know exactly where training documentation is stored and who retrieves it during an inspection.
• Emergency Preparedness: Maintain eyewash stations, fire extinguishers, alarms, exit signs, evacuation maps, and first-aid supplies. And make sure workers know where everything is.

4. Use Technology to Stay Ready 24/7

The easiest way to stay calm during a surprise OSHA visit is to make sure nothing lives on clipboards, in filing cabinets, or in someone’s memory.

That’s why we built EHS Navigator: to take the busywork out of safety management and make your team inspection-ready every day, not just when OSHA shows up.

Here’s how our software works:

• Workers report hazards or incidents right from their phone—a quick note or photo is all it takes.
• The report instantly goes to the right supervisor
• The system tracks the fix from start to finish, showing what was done, when, and by whom.
• If an investigation is needed, the software walks you through it
• OSHA logs are automatically filled out using the incident information you’ve already entered.
• All your safety documents are stored in one place, making them easy to find during an inspection.

EHS Navigator Takes the Panic Out of a Surprise OSHA Visit

A surprise OSHA inspection shouldn’t feel chaotic—and with EHS Navigator, it doesn’t. Whether you’re addressing past violations or staying ahead of new ones, our software keeps everything organized so inspections feel predictable and stress-free. Contact us today!