What Happens During a Health & Safety Inspection? (And How to Prepare)

The Reality: Recent Health & Safety Inspection Failures

Recent Cases Show the Real Cost:

What Triggers a Health & Safety Inspection?

Planned Inspections:

• Routine sector visits – HSE targets specific industries annually
• High-risk business inspections – construction, manufacturing, healthcare
• Follow-up visits – checking previous improvement notices have been addressed
• New business checks – ensuring start-ups understand their obligations

Reactive Inspections:

• Accident reports – serious injuries trigger immediate visits
• Employee complaints – whistle blowing about unsafe conditions
• Public complaints – concerns from customers or neighbours
• Intelligence-led visits – information suggesting non-compliance

Joint Inspections:

• Fire authority visits – often combined with HSE inspections
• Local authority checks – especially for retail and hospitality
• Environmental health – food safety combined with workplace safety

What Happens During a Health & Safety Inspection: The Process

The Arrival (First 15 Minutes):

• Inspector identification – they’ll show official credentials
• Initial discussion – brief explanation of the visit purpose
• Key personnel – they’ll want to speak to managers and safety representatives
• Immediate safety concerns – any obvious dangers will be addressed first

The Walk through (30-60 Minutes):

• Physical inspection – examining workplace conditions
• Documentation review – checking policies, risk assessments, training records
• Employee interviews – speaking to workers about safety practices
• Equipment checks – testing safety systems and emergency procedures

The Discussion (15-30 Minutes):

• Initial findings – inspector shares immediate observations
• Questions and clarifications – opportunity to explain your procedures
• Improvement areas – discussion of any issues identified
• Next steps – explanation of any formal action required

What Health & Safety Inspectors Actually Look For

The “Big 5” Inspection Focus Areas:

1. Risk Assessments and Documentation

• Written risk assessments for all significant hazards
• Regular reviews and updates to assessments
• Evidence of implementation – not just paperwork
• Staff involvement in risk assessment process

2. Training and Competence

• Records of safety training provided to all staff
• Competency assessments for high-risk activities
• Induction training for new employees
• Refresher training schedules and records

3. Safe Systems of Work

• Clear procedures for high-risk activities
• Method statements for complex tasks
• Permit systems where required
• Emergency procedures and evacuation plans

4. Equipment and Maintenance

• Regular equipment inspections and maintenance records
• PAT testing of electrical equipment
• Personal protective equipment provision and use
• Safety device functionality – guards, alarms, emergency stops

5. Management Commitment

• Health and safety policy clearly communicated
• Management involvement in safety decisions
• Resource allocation for safety improvements
• Monitoring and review systems in place

Common Health & Safety Inspection Failures

Documentation Disasters:

• Missing risk assessments – “we do it in our heads” isn’t acceptable
• Outdated policies – documents from years ago with no recent review
• No training records – unable to prove staff competency
• Missing accident book – no system for recording incidents

Physical Safety Issues:

• Blocked fire exits – storage or equipment obstructing escape routes
• Faulty equipment – machines with broken guards or safety devices
• Poor housekeeping – slip and trip hazards throughout workplace
• Inadequate first aid – empty or inaccessible first aid kits

Management Failures:

• No appointed safety person – nobody taking responsibility
• Lack of consultation – staff not involved in safety decisions
• Inadequate resources – safety seen as cost rather than investment
• Poor communication – policies exist but staff unaware

How to Prepare for a Health & Safety Inspection

30 Days Before (Ongoing Preparation):

Documentation Audit:

•  Review all risk assessments for completeness and currency
•  Check training records are up-to-date and accessible
•  Ensure health and safety policy is current and communicated
•  Verify accident book is properly maintained

Physical Inspection:

•  Walk through workplace identifying obvious hazards
•  Check all safety equipment is functional and tested
•  Ensure fire exits are clear and emergency lighting works
•  Verify first aid kits are stocked and accessible

Management Systems:

•  Review consultation arrangements with employees
•  Check competent health and safety advice is available
•  Ensure management commitment to safety is documented
•  Verify monitoring and review systems are active

Day of Inspection:

Be Prepared:

• Designate a guide – someone knowledgeable about your safety systems
• Gather documentation – have key documents readily available
• Brief key staff – ensure they understand their roles
• Stay calm and cooperative – inspectors appreciate honest engagement

During the Visit:

• Answer honestly – don’t try to hide problems or make excuses
• Ask questions – inspectors can provide valuable guidance
• Take notes – record any advice or requirements given
• Show commitment – demonstrate your genuine concern for safety

What Happens After a Health & Safety Inspection?

No Action Required:

• Compliant business – inspector satisfied with standards
• Minor advice given – informal guidance on improvements
• Good practice noted – recognition of excellent safety management

Improvement Notice:

• Specific requirements – detailed actions you must take
• Time limits – deadlines for completion (usually 21 days minimum)
• Follow-up inspection – inspector will return to check compliance
• No prosecution – if you comply within the time limit

Prohibition Notice:

• Immediate danger – activity must stop until made safe
• Serious consequences – business disruption and potential prosecution
• Urgent action required – safety improvements before resuming work
• Professional help needed – complex issues requiring expert support

Prosecution:

• Serious breaches – significant failures in safety management
• Court proceedings – formal legal action with potential fines
• Reputation damage – public record of safety failures
• Ongoing consequences – insurance and tender implications

Professional Support for Health & Safety Inspections

You Need Professional Help If:

• You’ve received an improvement or prohibition notice
• Your business has complex safety requirements
• You lack internal health and safety expertise
• Previous inspections have identified recurring issues
• You’re in a high-risk industry with frequent inspections

How Professional Support Helps:

• Pre-inspection audits – identifying issues before inspectors arrive
• Documentation development – creating compliant policies and procedures
• Training coordination – ensuring staff competency is demonstrated
• Inspector liaison – professional representation during visits
• Post-inspection support – help implementing any requirements

Our Health & Safety Support for Inspection Readiness

Our Inspection Preparation Services:

Essentials Package – £44.99 + VAT/month

• Monthly compliance reviews via phone and email
• Documentation templates for policies and risk assessments
• Inspection preparation checklist to ensure you’re ready
• Priority support when inspectors arrive

Pro Package – £97 + VAT/month

• Everything in Essentials, plus:
• Annual on-site inspection – we audit before HSE does (worth £250)
• Customised documentation developed for your specific business
• Staff training coordination – ensuring competency is demonstrated
• Inspector support – professional guidance during visits

Premier Package – £249 + VAT/month

• Everything in Pro, plus:
• Quarterly compliance reviews – staying ahead of changing requirements
• Fire risk assessments – comprehensive safety coverage (worth £499)
• Incident investigation support – professional help when things go wrong
• Legal support coordination – expert assistance if formal action is taken

Real Success Stories: Inspection Preparation That Works

Don’t Wait for the Knock on the Door