OSHA Inspection Requirements Explained: What Must Be Inspected, How Often, and How to Prove Compliance

If you’ve searched for OSHA inspection requirements, you’re probably trying to avoid the same nightmare every safety manager dreads: an OSHA visit (or internal audit), a request for records, and a scramble to prove routine inspections actually happened. The truth is, most companies don’t fail because they never inspect. They fail because they can’t document, retrieve, and prove compliance fast enough when it matters.

This guide breaks down OSHA inspection requirements in plain language – what typically must be inspected, how often, and what documentation holds up under scrutiny. We’ll also cover why paper checklists commonly fall apart during audits and how digital inspection software simplifies the entire compliance process without adding more admin work.

How OSHA Inspection Requirements Really Work

OSHA doesn’t publish a single master schedule that says “inspect these 40 items exactly on these dates.” Instead, OSHA inspection requirements come from multiple places:

  • OSHA standards (29 CFR) that explicitly require an inspection, testing, or certification record

  • Referenced consensus standards (ANSI/NFPA) that OSHA may point to for best practices and performance expectations

  • Performance-based rules where OSHA expects you to keep equipment safe and prove your safety program is functioning

In other words, your goal is to build a defensible inspection program that matches the hazards in your workplace and produces records that can be shown quickly.

Common OSHA-Regulated (and OSHA-relevant) Inspections

Below are inspection categories that frequently come up because they’re common, easy to audit, and tied to real risk. Think of this list as a practical starting point for building a program around OSHA inspection requirements.

Portable fire extinguishers typically require monthly visual inspections and annual maintenance based on applicable standards. OSHA’s portable fire extinguisher standard is a key reference point for what inspectors expect you to track and retain.

Eyewash stations are a frequent audit item because they’re easy to verify and failures are high consequence. Many employers follow weekly activation checks (commonly based on ANSI guidance that OSHA references in interpretations) to ensure the unit is functioning and flushing cleanly.

Ladders are another frequent citation category. OSHA language generally expects ladders to be inspected and removed from service when defective – many organizations operationalize this as “before use” checks plus periodic documented inspections.

PPE programs often require training, enforcement, and ongoing verification that PPE is available, in good condition, and used properly. While PPE isn’t always “inspected” on a single mandated cadence, most companies implement routine checks (daily/weekly) tied to job tasks and supervisors’ walk-throughs to meet OSHA inspection requirements expectations for effective hazard control.

If you use tight-fitting respirators, OSHA requires annual fit testing (and additional fit testing when conditions change). Emergency-use respirators must also be inspected on a schedule. SCBA cylinders must hydrostatic tested at set intervals.

LOTO has one of the clearest record expectations. OSHA requires periodic inspection of energy control procedures and a certification that the inspection was performed. Many organizations treat this as at least annual.

Depending on your facility and adopted codes, fire doors and similar life-safety features may be governed through fire/life-safety requirements (often enforced by your AHJ) but still matter when demonstrating a strong safety program and maintenance culture aligned with OSHA inspection requirements.

How Often Should Inspections Happen?

A practical way to think about frequency is: daily/shift, weekly, monthly, and annual. Your exact schedule depends on the standard, manufacturer guidance, and risk.

  • Daily/Shift: pre-use checks for ladders, fall protection, critical PPE, forklifts (when applicable), and high-risk tools

  • Weekly: commonly used for eyewash activation checks and certain housekeeping/walk-through programs

  • Monthly: typical for portable fire extinguisher visual inspections and recurring facility checks

  • Annual: fit testing for respirators, LOTO periodic procedure inspection/certification, and certain formal program reviews

If you’re building a compliance calendar, document the rationale. A defensible schedule is the backbone of OSHA inspection requirements compliance—especially when the rule says “periodic” without a hard number.

What Documentation OSHA Actually Asks For

When OSHA asks for proof, they want records that clearly show:

  • What was inspected (asset ID/location)

  • When it was inspected (date/time)

  • Who inspected it (name/role; credentials if relevant)

  • Results (pass/fail, readings, notes, photos)

  • Corrective action (what was fixed, by whom, and when it was closed)

If a standard explicitly calls for certification (like LOTO), you must be able to produce it. More broadly, solid records make it easier to demonstrate that your program meets OSHA inspection requirements and that hazards are being controlled.

Why Paper Checklists Fail Audits

Paper systems break down for predictable reasons:

  • Checklists go missing or get filed inconsistently

  • Dates and signatures are incomplete (or backfilled)

  • It’s hard to prove which specific asset was inspected

  • Issues get noted but not tracked to closure

  • Retrieval is slow—especially across multiple sites

Even when inspections happen, paper makes it harder to prove compliance with OSHA inspection requirements quickly.

How Digital Inspection Software Simplifies Compliance

Digital tools turn inspections into a repeatable system:

  • Automated schedules and reminders (so nothing is missed)

  • Asset-level history (every extinguisher/eyewash/ladder has a record trail)

  • Required fields (no more incomplete forms)

  • Photos and notes captured on-site

  • Corrective actions tracked from “found” to “closed”

  • Instant reporting when an auditor asks

If your goal is to meet OSHA inspection requirements without living in spreadsheets, a purpose-built inspection platform makes a noticeable difference.

A Simple Framework to Stay Audit-Ready

To operationalize OSHA inspection requirements, follow this workflow:

  1. Inventory your inspection items (assets + areas)

  2. Assign frequencies and document your rationale

  3. Standardize checklists so inspections are consistent

  4. Track deficiencies to closure (not just “noted”)

  5. Store records so they’re searchable by asset, site, and date

When you can do those five things reliably, you’re not just “doing inspections” – you’re proving compliance.