By Mike Martin, CHST, CUSP
Vice President, Services | CHST, CUSP
When it comes to workplace safety, most companies understand that OSHA (Occupational Safety and Health Administration) is the top regulatory authority. But understanding how OSHA enforces its standards can make a big difference when preparing your teams, your jobsite, and your culture to meet the mark. OSHA’s role extends far beyond rulemaking; it includes inspections, citations, corrective actions, and support programs that aim to keep workers safe and businesses running smoothly.
Let’s break down what OSHA enforcement looks like, why inspections happen, what to expect during a visit, and what you can do if a violation occurs.
What Is OSHA’s Mission?
At its core, OSHA’s mission is to ensure safe and healthful working conditions for workers across the U.S. The agency does this by setting and enforcing standards, providing training, and supporting outreach and education. Established under the Occupational Safety and Health Act of 1970, OSHA’s mission is to reduce injuries, illnesses, and fatalities through proactive prevention and strong enforcement.
But it’s more than just rules. OSHA’s presence in the field helps raise awareness, support employers, and level the playing field, ensuring all companies are held to the same safety expectations.
What Are Your Requirements Under OSHA Compliance?
OSHA compliance starts with the employer. According to the 1970 Occupational Safety and Health Act, employers must provide a workplace “free from recognized hazards” that could cause death or serious harm. This includes following OSHA standards specific to their industry, properly training employees, maintaining records, and displaying the official OSHA Job Safety and Health poster.
Employees also carry responsibility. They must follow safety protocols, use protective equipment, and report unsafe conditions. OSHA exists not to punish—but to protect—and that only works when both sides of the workforce take responsibility.
What Causes an OSHA Inspection?
Inspections are one of OSHA’s primary enforcement tools, and they don’t happen at random. Here are the main triggers for a workplace inspection:
Imminent Danger
If OSHA receives a report that immediate death or serious harm could occur, they respond quickly. These situations are rare but prioritized above all else.
Severe Injuries or Death
If a worker is killed or severely injured on the job, OSHA must be notified, and an inspection is often initiated to investigate the root cause.
Referrals / Complaints
Workers or outside agencies can file formal complaints. If OSHA determines the complaint is valid, they may launch an inspection.
Targeted Inspections
OSHA also conducts programmed inspections in high-risk industries or among employers with high injury rates. These are strategic efforts to reduce overall harm in hazardous sectors.
4 Steps of an OSHA Inspection:
While inspections can feel stressful, they follow a standard process. Knowing what to expect during the OSHA inspection process helps you stay ready and focused.
1. Preparation
Before arriving onsite, the OSHA compliance officer reviews records, inspection history, and any specific concerns (e.g., complaint details or injury reports). To be prepared, you should keep documentation up to date—like safety training logs, injury and illness records, and hazard assessments. A well-documented safety program makes the opening steps smoother and builds credibility from the start.
2. Opening Conference
This initial meeting sets the tone. The officer explains why the inspection is occurring, what areas will be reviewed, and what the process will involve. It’s your opportunity to ask questions, clarify expectations, and introduce your safety manager or point of contact.
3. Walkaround
During the walkaround, the compliance officer inspects the facility or jobsite, takes notes and photos, and may interview employees. You can accompany them, take your own notes, and correct hazards on the spot. Keep in mind: being cooperative and responsive shows commitment to safety and can influence the outcome.
4. Closing Conference
Once the inspection ends, the officer discusses findings and potential violations. This is not the time for surprises—it’s a professional debrief. You’ll receive information about next steps, possible citations, and your rights as an employer. Keep records of this meeting and ask about timelines, follow-ups, and appeals.
Further Reading: What is OSHA Compliance?
How to Respond to an OSHA Violation
If OSHA identifies violations, your response is critical. Don’t wait—take proactive steps immediately after the closing conference.
Take Corrective Action
Address hazards as soon as possible. Document every action taken—from signage updates to PPE purchases. Timely corrections can reduce penalties and protect your team moving forward.
Request Informal Conference
You can request a meeting with the OSHA Area Director to discuss citations, penalties, or deadlines. This is a chance to clarify misunderstandings, present evidence, or negotiate abatement terms.
Appeal the Citation(s)
If you believe a citation is unjustified, you have the right to contest it through the OSHA Review Commission. This is a formal process, and you may want legal or professional support to ensure a strong case.
Stay OSHA Compliant with SMG
Staying ahead of OSHA’s enforcement process starts with building a strong safety foundation—one that’s practical, consistent, and tailored to your risks. That’s where Safety Management Group comes in.
From safety audits and gap assessments to onsite safety advisors and contractor safety management programs, we help clients meet—and exceed— compliance requirements. Our team partners with yours to build real-world solutions that improve safety culture and prepare you for safety inspections before they happen.
Let’s make safety work for your people and your business.
