An Inspector Calls

What should you do if an HSE Enforcement Officer turns up at your business?

We have laid out some steps to follow if an Enforcement Officer arrives at your site. The overall message is: treat them with due respect, be honest, talk about your business positively:

• Stay Calm and be Cooperative: Greet the inspector(s) politely and remain calm. Cooperation is key to a smooth inspection process.
• Verify Identification: Politely ask to see the inspector’s identification to confirm their authority. This is something that you should do, and they would expect you to ask. In reality, they will usually offer their identification before being asked.
• Provide Access: Allow the inspector access to all areas of your premises. They have the legal right to inspect any part of your workplace. It is appropriate to offer them warnings about more hazardous areas (such as radiation sources, paint spraying areas, etc.)
• Gather Relevant Personnel: Ensure that key personnel, such as health and safety managers or supervisors, are available to assist the inspector.
• Provide Documentation: Be ready to provide any requested documentation, such as risk assessments, safety policies, training records, and maintenance logs. While this can be sent to the inspector after the visit, a better impression may be made by demonstrating accessibility.
• Answer Questions Honestly: Respond to the inspector’s questions truthfully and provide any necessary information about your health and safety practices. Things will deteriorate rapidly if you are caught in a deception. If you don’t know, just say “I don’t know … where that is/where those records are/etc.”
• Take Notes: Keep a record of the inspection, including any advice or instructions given by the inspector.
• Follow Up: If the inspector identifies any issues or areas for improvement, address them promptly. You may receive written advice, an improvement notice, or a prohibition notice depending on the severity of the issues. Confirm all relevant actions in an email to the inspector, with photographs if appropriate.
• Seek Clarification: If you don’t understand any part of the inspector’s feedback or instructions, ask for clarification. You will not be able to satisfy their questions is you do not understand what is being asked.
• Appeal if Necessary: If you disagree with the inspector’s findings, you have the right to appeal. Follow the instructions provided in the formal notice.

By following these steps, you can ensure that the inspection process is handled professionally and that any necessary improvements are made to maintain a safe workplace.