WHAT TO DO IFOSHA ARRIVES
Purpose
Oregon OSHA inspections may occur without advance notice. The purpose of this meeting is to ensure employees and supervisors respond professionally, cooperate with the compliance officer, protect employee rights, and accurately document what occurs during the inspection.
Our goal is simple:
Be respectful, tell the truth, do not guess, and immediately notify company management.
If an Oregon OSHA Compliance Officer Arrives
The first employee contacted should:
- Be polite and professional.
- Ask to see the compliance officer’s official identification.
- Immediately notify the project superintendent, supervisor, safety manager, or designated company representative.
- Escort the compliance officer to a safe waiting area when practical.
- Do not unnecessarily delay or interfere with the inspection.
- Do not begin answering detailed questions about company programs, policies, records, or incidents unless you are the person authorized to provide that information.
A supervisor or company representative should participate in the opening conference and accompany the compliance officer during the jobsite walkaround when permitted.
During the Opening Conference
The company representative should determine:
- The reason for the inspection;
- The intended scope of the inspection;
- Whether it involves a complaint, accident, referral, programmed inspection, or follow-up;
- Which records Oregon OSHA is requesting;
- Which areas of the workplace will be inspected;
- Whether photographs, video, measurements, or sampling will be performed;
- Whether any trade secrets or confidential areas may be involved; and
- Who will represent the employer and employees during the inspection?
Take written notes throughout the opening conference.
Be Respectful and Cooperative
Employees and supervisors must remain calm and professional.
Do:
- Be courteous;
- Follow normal safety procedures;
- Answer questions truthfully;
- Ask for clarification when a question is unclear;
- Continue correcting hazards as part of normal safe operations; and
- Notify the company representative of any safety issue identified.
Do not:
- Argue with or threaten the compliance officer;
- Interfere with the inspection;
- Hide equipment, employees, records, or hazardous conditions;
- Destroy, change, backdate, or create records after the officer arrives;
- Coach employees on what to say;
- Guess or provide information you do not know to be accurate; or
- Make jokes, sarcastic comments, or unnecessary statements about safety practices.
Answer Only What You Know
If you know the answer, respond truthfully and briefly.
If you do not know the answer, say:
“I do not know the answer to that question. Our supervisor or safety representative may be able to help you.”
Do not speculate or guess.
Employees should answer questions about their own work, training, equipment, and experience honestly. Questions involving company policy, legal interpretations, injury records, written programs, or management decisions should be directed to the appropriate supervisor or company representative.
Photographs and Video
Oregon OSHA may take photographs, video, measurements, and samples during an inspection.
When the compliance officer takes a photograph, the employer representative should, when it can be done safely and without interfering:
- Take a photograph of the same area;
- Stand as close as reasonably possible to the same location and angle;
- Take both close-up and wide-angle photographs;
- Record the date, time, location, and subject of the photograph;
- Note who was present;
- Document whether employees were actually exposed to the condition;
- Photograph any guarding, warning signs, barricades, or controls not visible in the officer’s photograph; and
- Take before-and-after photographs if a condition is corrected.
The purpose is not to challenge the officer at the jobsite. It is to preserve an accurate record in case questions arise later about the condition, angle, distance, employee exposure, or corrective action.
Never place yourself in danger to take a photograph.
Correcting Hazards During the Inspection
If the compliance officer or an employee identifies a hazard:
- Stop the affected work when necessary.
- Protect employees from exposure.
- Correct the condition promptly when it can be done safely.
- Document the original condition when appropriate.
- Document the corrective action.
- Record who corrected it and when it was completed.
- Notify the supervisor and safety representative.
Immediate correction demonstrates that the company takes safety seriously. However, correcting a condition does not necessarily prevent Oregon OSHA from citing a violation that existed before it was corrected.
Do not admit that a violation occurred. State the facts and explain the corrective action taken.
Employee Interviews
Oregon OSHA may interview employees and may conduct interviews privately.
Employees must:
- Tell the truth;
- Describe what they personally know or observed;
- Avoid guessing;
- Say when they do not understand a question;
- Ask the officer to repeat or explain unclear questions;
- Avoid repeating rumors or speaking for other employees;
- Never sign a statement they have not read or do not understand; and
- Request a copy of any written statement they sign, when available.
The company must not retaliate against an employee for participating in an Oregon OSHA inspection or raising a safety concern.
Supervisors must not attempt to sit in on a private employee interview unless the employee requests their presence and Oregon OSHA allows it.
Documents and Records
Only an authorized company representative should provide company records whenever possible.
Before providing records:
- Identify exactly what was requested;
- Keep a written list of documents provided;
- Provide accurate and complete records that are responsive to the request;
- Keep copies of all documents supplied;
- Protect legally confidential or trade-secret information when applicable; and
- Never alter, recreate, backdate, or destroy a record.
Commonly requested records may include:
- OSHA 300, 300A, and 301 records;
- Safety committee or safety-meeting records;
- Employee training documentation;
- Equipment inspection records;
- Accident and near-miss investigations;
- Written safety programs;
- Exposure-monitoring records;
- Safety data sheets; and
- Corrective-action documentation.
During the Walkaround
The employer representative should:
- Accompany the compliance officer;
- Follow all required personal protective equipment rules;
- Take detailed notes;
- Record each location visited;
- Note the employees interviewed;
- Document photographs, measurements, and samples taken;
- Take matching photographs when appropriate;
- Identify and protect trade-secret areas;
- Avoid interrupting private employee interviews;
- Ask reasonable clarifying questions;
- Correct hazards promptly when safe to do so; and
- Avoid arguing about whether a citation should be issued.
The compliance officer must follow the same site-specific safety requirements as other visitors, including required PPE, unless a different arrangement is approved.
Closing Conference
At the closing conference, the company representative should:
- Listen carefully;
- Take detailed notes;
- Ask what conditions may be considered violations;
- Ask which standards may apply;
- Explain corrective actions already completed;
- Provide relevant factual information;
- Ask about expected correction dates;
- Ask how additional information may be submitted;
- Confirm the company’s contact information; and
- Avoid arguing or making unsupported admissions.
A citation is not normally issued during the closing conference. The company may later receive written citations, proposed penalties, and correction requirements.
Key Employee Reminder
If Oregon OSHA arrives:
Be polite. Work safely. Tell the truth. Do not guess. Do not hide anything. If you do not know the answer, refer the question to your supervisor or safety representative.
Discussion Questions
- Who must be contacted immediately if Oregon OSHA arrives?
- What should you say when you do not know the answer?
- Why should the company take photographs from the same location as the compliance officer?
- Can an employee be interviewed privately?
- What should happen when a hazard is identified during the inspection?
- Who is authorized to provide company safety records?














