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OSHA INSPECTIONS

You have 15 working days to respond to OSHA citations once you’ve received them by certified mail. After that, the penalties become final, and you must pay them in full. Don’t delay! Our team helps owners, HR professionals, safety managers, and attorneys with compliance after an unexpected OSHA inspection or complaint.

Call to complete a free safety and health phone consultation.

Have us lead or assist your team at the OSHA informal conference.

We’ll work to reduce, reclassify, or eliminate fines and citations.

Together, we’ll get employees home safely by building safer workplaces.

DON’T FACE AN OSHA INFORMAL CONFERENCE ALONE

Trusted OSHA Inspection Help - Lancaster Safety

OSHA inspections can be stressful.

Most OSHA inspections are unplanned, so when an OSHA Officer shows up, it can be overwhelming for your team. Unexpected fines and legal language can leave any employer, safety professional, or supervisor unsure of what to do next. Who should handle it, what documentation is needed, and will we receive fines afterward? These are all natural questions safety leaders have.

Did you know?

OSHA provides penalty discounts to small businesses operating in good faith. Correct hazards right away, and you may qualify for a 15% discount on penalties.

Don’t pay unnecessary fines. 

When OSHA sends you the certified citations in the mail, you do not have to accept the proposed penalty. You have the right to request an informal conference, and we highly recommend it. This is your chance to clarify misunderstandings and negotiate penalties. We specialize in navigating this conversation with confidence and clarity.

Don’t risk your safety record.

Some businesses choose to pay the fines “to be done with it,” but anyone can access your inspection data through OSHA’s public records. For companies in the construction industry, this can make bidding on future jobs harder! Lancaster Safety helps eliminate or reclassify your citations to achieve the best possible outcome.

Take action today! Set up a consultation to learn more about the process.

Our team has handled thousands of cases and understands what OSHA evaluates during inspections. We’re not affiliated with OSHA, but we do work closely with OSHA Area Offices and have team members who serve as Special Government Employees to conduct VPP audits. We will:

  • Guide you through the inspection process
  • Explain everything in plain language
  • Work to reduce, reclassify, or eliminate OSHA citation penalties
  • Help protect your record and employees, and keep your bottom line healthy
  • Plan for a safer future by establishing a robust safety program, so if OSHA revisits, you’ll be ready!

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SHOW GOOD FAITH &
PLAN FOR A SAFER WORKPLACE 

20+ years

Helping to keep employees safe on the job

On average, we secure a 50% reduction in OSHA penalties for our clients. Our goal is to pursue a favorable settlement during the informal conference, which often means reducing or eliminating fines, decreasing the total number of citations, or lowering the classification of the citations. We work closely with you every step of the way until OSHA closes the case.

1000s

Our team has handled thousands of OSHA Inspections

$10M +

We’ve saved our clients over $10 million in penalties!

FAQs ABOUT OSHA INSPECTIONS 

Reasons for an OSHA Inspection

An OSHA inspection happens when a Compliance Safety and Health Officer (CSHO) visits your site. Inspections are typically triggered by complaints, referrals, or incidents like injuries or fatalities. Over half of inspections fall under these categories and are unplanned. About 20% come from employee complaints. Take these concerns seriously as they could lead to a formal inspection and do not punish employees for reporting safety hazards (source).

  1. Imminent Danger Situations

     These types of inspections include “any conditions or practices in any place of employment which are such that a danger exists which could reasonably be expected to cause death or serious physical harm immediately or before the imminence of such danger can be eliminated…” These inspections usually stem from serious workplace accidents that result in injuries such as amputation, serious illnesses, or temporary disability.

  2. Fatalities and Catastrophes

     As opposed to imminent danger situations, which focus on prevention of fatalities or catastrophic events, these inspections occur after a fatality or workplace catastrophe has actually occurred. These types of incidents must also be reported to OSHA within 8 hours of their occurrence.

  3. Complaints

     OSHA’s employee responsibilities give employees the right to request an inspection at their workplace if they feel that there are unsafe or unhealthful conditions that violate OSHA’s standards. As part of a strong safety culture, employees should be encouraged to first report all violations to management. In turn, management must be armed with the authority and resources to fix the hazard. However, if the employee feels that the company has not adequately removed the danger, they do have the right to anonymously report the violation to OSHA.

  4. Referrals 

    Referral-initiated inspections are similar to complaint-initiated inspections; however, the report of a violation is made from another credible source such as a state or local agency, individual, organization, or the media.

  5. Follow-Up

    Depending on the circumstances of an initial inspection, the methods used to remove the cited hazards, or the documentation provided to OSHA, a follow-up inspection may be conducted to verify that hazards related to previous citations are no longer a threat to the employees’ safety or health.

  6. Planned or Programmed Investigations

     Companies that are involved in specific highly hazardous operations, based on the type of work or industry classification, or that have experienced high injury & illness rates are likely to be inspected under this category.

It is important to remember that inspections are typically conducted with no prior notification. Under very special circumstances, OSHA may give the employer a short notification period (notice can be less than 24 hours). It is very important to be ahead of OSHA and to take a preventative look at the hazards that your employees are exposed to. Arming yourself with the knowledge and understanding of how OSHA inspections come about and preventing these red flag situations through safety education and practices is the best medicine to remedy the fear of the unknown when it comes to OSHA.

Any company can be subject to an inspection, don’t let OSHA catch you off guard. LSCI can help you reduce your chances of fines and citations with any of our multiple safety services.

Yes, OSHA compliance officers often talk privately with employees to assess conditions. Employees are protected under OSHA’s laws from employer retaliation.

You’ve made it through the opening conference, a rigorous inspection of your facility, and then the OSHA Officer leaves. What comes next… citations, penalties, nothing?! This unknown waiting period can be frustrating and unsettling for several reasons. Check out this short video to learn more!

Deadline for Responding to OSHA Citations

OSHA citations are sent by certified mail, requiring a signature to confirm receipt. From that date, you have 15 working days to respond. If no action is taken, the penalties become final and must be paid in full.

That’s why we recommend scheduling an OSHA Informal Conference with our team immediately. We help you act within the deadline and work to reduce, reclassify, or eliminate your fines before they become final.

OSHA Requirements Overview

  • Provide a workplace free from recognized hazards
  • Comply with OSHA’s rules and regulations
  • Conduct safety and health hazard assessments
  • Provide proper training in a language that workers understand
  • Develop and maintain updated written safety programs outlining workplace safety policies and procedures
  • Provide employees with access to Safety Data Sheets (SDS)
  • Post the OSHA workplace poster and have employees read it
  • Keep records of work-related injuries and illnesses
  • Report serious incidents, such as fatalities or hospitalizations to OSHA
  • Do not punish workers who raise safety concerns or report violations

See our OSHA Requirements Starter Guide to get started!

Preparing for an OSHA Inspection

Great! It’s always best to be proactive, and having a solid understanding of the inspection process itself will allow you to be prepared before an inspector might show up at your door. Check out this short video that highlights an OSHA Inspection Overview. Find out how OSHA determines which companies to inspect, listen to an overview of the OSHA inspection itself, and learn about what types of fines that might be issued afterwards. Here are the 3 parts involved in an OSHA inspection:

1. The Opening Conference

The OSHA inspector starts by showing their credentials, including their photo and serial number. They’ll explain why your workplace was selected for inspection and outline the scope. Then, they’ll request key safety documentation, like:

  • Required OSHA Records like a Form 300 (injuries/illnesses)
  • Written Safety Programs
  • Safety & Health Training Logs
  • SDS Logs
  • Preventive Maintenance Records
  • And more!

Not having proper records or keeping them poorly can start the inspection off badly. The OSHA 300 logs must be submitted within 4 hours of the request. If you’re unsure about your recordkeeping, we recommend getting expert help. Check out our free OSHA Recordkeeping webinar to get up to speed.

 2. The Walkaround

With your documentation, the OSHA inspector will tour the worksite. They’ll start by checking the hazards that triggered the inspection but can expand to any new hazards they find. A heat-related inspection could turn into a look at your forklift’s maintenance history if it appears worn-down.

If potential health hazards like airborne contaminants or noise are spotted, a follow-up visit for air or noise monitoring may be scheduled.

The inspector will also likely interview employees privately. Employees have the right to speak confidentially. Ask yourself: Is your company taking employee safety seriously? If not, some workers might welcome an opportunity to share concerns with an official.

 3. The Closing Conference

After the walkaround, the OSHA inspector will either hold the closing conference on-site or schedule it later, once they’ve reviewed all documentation. Inspections can take up to 6 months.

Violations are specific OSHA standards that were violated. If you’re under the General Industry Standard 1910, violations could range across various areas (for example).

You may receive deadlines and possible fines. Remember, your employees also have rights, which the inspector will explain to them or their representative.

OSHA Penalty Amounts

OSHA penalty amounts increase annually by January 15th to adjust for inflation. You can review a current breakdown of penalty amounts here. 

Penalty types:

  • Willful: Employer knowingly disregards safety or shows indifference to worker safety
  • Serious: Hazard could cause injury, illness, or death
  • Repeated: Cited for the same or similar violation within the past 5 years (citation issuance date or final abatement date, whichever is later)
  • Other-than-Serious: Relates to safety but not serious enough to cause major harm

Employee Misconduct

When an employee blatantly disregarded the safety rules, we might be able to help!

For example, we had a client who was doing their best to keep safety a top priority on the job, and they had employees break the rules when OSHA was watching from across the street!? The employer used one of OSHA’s ‘affirmative defenses,’ employee misconduct.

Essentially, they proved the following elements:

  1. The employee was trained in fall protection and other necessary safety topics.
  2. The company had a written fall protection program in place as well as other safety
    policies to clearly outline what their rules and requirements are.
  3. They do enforce their safety program through a documented disciplinary action plan.
  4. They conduct and document regular job-site inspections.

Once all of this information was provided to the compliance officer, he didn’t even issue citations because this incident was unpreventable employee misconduct.

TESTIMONIALS FROM BUSINESSES WE SERVE

Our Safety Net Guarantee

The Safety Net Guarantee offers 100% money-back assurance if you’re unsatisfied within an initial period (either 14 or 30 days, depending on the service). Unlike workplace hazards, working with Lancaster Safety is NO risk—you can simply email within the designated period to request a refund if you feel you haven’t received sufficient value. This guarantee reinforces Lancaster Safety’s commitment to providing a confident, risk-free partnership that prioritizes your satisfaction!

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View Our Privacy Policy By submitting your information, you are consenting to receive future emails from Lancaster Safety Consulting, Inc. with information on OSHA compliance. You may easily opt-out at any time.