Health and Safety Inspectors, from either the Health and Safety Executive (HSE) or your Local Authority (LA), may visit your workplace for several reasons. These include following up on a reportable incident, investigating a complaint (e.g. from a whistleblower or concerned member of the public), or as part of a routine or unannounced inspection. Being prepared for any inspector visit is key to managing the process both professionally and legally.
This practical guide walks you through the steps businesses should take to prepare for a health and safety visit. From understanding what Inspectors look for to gathering the right documentation, learn how to ensure your workplace is ready and compliant.
Compliance with legal regulations
The Inspector will examine your workplace to ensure it is compliant with health and safety legislation, ensuring your employees and others affected by your workplace activities are protected. Key health and safety legislation includes (but is not limited to):
- Health and Safety at Work etc. Act 1974 – employers have a legal duty to ensure, so far as is reasonably practicable, the health, safety and welfare of employees (and others), who may be affected by their work activities.
- Management of Health and Safety at Work Regulations (MHSWR) – these regulations place a duty on employers to identify, assess and control risks in the workplace and implement control measures, and play a key role in health and safety investigations.
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) – employers are legally required to notify the HSE of specified injuries, occupational diseases, and dangerous occurrences.
Inspectors may also look at other regulations relevant to your work, such as the Control of Substances Hazardous to Health Regulations (COSHH), the Provision and Use of Work Equipment Regulations (PUWER), the Lifting Operations and Lifting Equipment Regulations (LOLER), and the Work at Height Regulations.
What documentation is required?
To demonstrate compliance, documentation must be kept up to date and communicated effectively to your workforce. The Inspector may ask to see any (or all) of the following:
- Health & Safety Policy – signed by senior management (legally required for 5 or more employees).
- Safe Systems of Work – such as risk assessments (and Method Statements where appropriate) for all key tasks and procedures.
- Training Records – dates, attendees, and proof of competency.
- Incident / Accident Reports – investigations and corrective actions.
- Maintenance / Inspection Records – for equipment, machinery and safety systems.
- Emergency Procedures – evacuation plans, drills, and contact lists.
- Safety Audits – copies of safety audits and fire drills etc.
Failure to provide the necessary documentation to demonstrate compliance may result in enforcement action, including improvement or prohibition notices.
What can I do to prepare for a visit?
Review your arrangements objectively and consider whether your systems are suitable, sufficient and reasonably practicable. This may help you avoid penalties or enforcement actions. Areas to focus on include:
- Conducting an internal audit / mock visit to gauge where you are as an organisation.
- Ensuring risk assessments are up to date and suitable for all hazardous activities.
- Making sure staff understand their health and safety responsibilities and know what to expect during an inspection.
- Checking equipment is well maintained and safe to use.
- Confirming that the workplace is clean, tidy, and free from hazards.
- Reviewing training records and evidence of competency.
- Following up on previous audits or incidents to demonstrate corrective actions have been completed.
What should I do during a visit?
Top tips to make the visit easier include:
- Provide a main contact – this may be a manager or supervisor with knowledge of the organisation’s health and safety process who can accompany the inspector during the visit.
- Be open and honest – if you don’t know the answer to a question, follow up later with the correct information.
- Ensure documentation is available – health and safety policy, risk assessments, training records and other key documents.
- Allow easy access – The Inspector may need access to look at equipment, work areas or speak with employees.
- Take notes – Write down any questions from the Inspector, what they look at and any issues they raise.
- Stay professional – keep calm and polite, even if you disagree. You can raise concerns formally later if needed.
- Listen– the Inspector will usually give feedback before leaving. Make sure you understand what has been said and any actions required.
Good health and safety management should be ongoing, not reactive! Complying with health and safety legislation and maintaining good safety practices not only protects your employees, but it also protects your business from enforcement action, fines or even prosecution. If you’re an employer with a pending health and safety visit, or you are uncertain about health and safety compliance in general, EML can help! Contact us on 01942 727200 or email enquiries@employeemanagement.co.uk to speak to a qualified consultant.