OSHA 2025 Updates and Guidance
Print this Article | Send to Colleague
Many of us have wondered what an OSHA inspection entails and what to do if a violation is found. With the help of Federated Insurance, we are sharing what to expect from an OSHA inspection, what happens after, and how to prevent a citation.
OSHA inspections have three parts, identifying a location, inspecting the location, and following up after the inspection. If your job site is a location that OSHA has identified for an inspection, it is best to be cooperative and approach the inspection with a positive attitude. While you can require an inspection warrant, OSHA will obtain the warrant and return to the job site. Often it is best to grant the inspectors access when they arrive on site, rather than asking for a warrant to search.
There are certain reasons why OSHA would come to a job site including:
1. Imminent danger
2. Severe injuries reported previously
3. Employee complaint
4. Referral from a state or federal agency, or a report from the public
5. Targeted inspection of a high-risk industry
6. Follow-up inspection of a business that had been inspected previously
OSHA requires that injuries be reported within a set time frame, a death on the job must be reported within 8 hours and a hospitalization, amputation, or loss of an eye must be reported within 24 hours. These types of injuries would lead to a targeted inspection to ensure these types of injuries would not happen to someone else. Some state plans require other reporting, or shorter time frames to report, so it is important to know your local laws as well.
Once an inspection begins, OSHA inspectors conduct an opening conference to explain the purpose and scope of the inspection. At the conference, the company provides a designated contact to work with OSHA while they are on site. Inspections will occur by inspecting the physical work area and training and safety records.
If violations are identified during the inspection, they will be covered in the closing conference. Violations can result in costly penalties, anywhere from $16,550 per violation per day, to $165,000 per violation per day. Violations are categorized by severity:
1. Serious – could result in death or serious harm
2. Other than serious
3. Failure to abate – the problem was identified but not fixed
4. Willful – serious violation of an issue that the company did not fix
A company has 90 days from the date of the violation to correct the issue or submit a plan to correct it. Responses could include a request for an informal conference, which can often result in a lower penalty, contesting the violation which must be done in writing within 15 days, or doing nothing which is an acceptance of the violation.
To prepare for an OSHA inspection, it is important to understand what OSHA standards apply to your industry. Not every standard is applicable, but those standards that are should be addressed to ensure compliance. A company should have a written safety plan and keep training records. It is good to regularly assess the workplace for safety hazards and PPE availability and compliance. Complete OSHA 300 logs are also important and will be reviewed during an audit. The 300 logs are required for companies over 10 employees and track any injuries over the last five years.
OSHA’s top violations for 2024:
1. Fall protection
2. Hazard communication
3. Ladders
4. Respiratory protection
5. Lockout/Tagout
6. Powered Industrial Trucks
Federated can help by providing:
· Consultations of OSHA standards specific to your industry
· Complimentary safety programs
· An agent can provide a simulated walkthrough and review of potential violations
· PPE resource discounts
· Training resources
· OSHA 300 log training and resources
We all want to have a safe and productive work place, and taking advantage of the resources available can help prepare you for an OSHA inspection and keep everyone safe at work.
