A visit from a SafeWork Inspector (or WorkSafe in some states) can be stressful, but it is a normal part of operating a business in a high-risk industry. Inspectors have broad powers to enter workplaces to monitor compliance, investigate incidents, or resolve disputes.
Being prepared and knowing how to handle the visit can make the difference between a routine check and a costly fine.
Inspector Powers: Right of Entry
Under the WHS Act, inspectors can enter any workplace without prior notice.
- They can inspect and examine anything at the workplace.
- They can take measurements, photos, and samples.
- They can conduct interviews with workers.
- They can request to see documents (SWMS, licences, training records).
Do not obstruct them. Hindering an inspector is a serious offence. Be polite, professional, and cooperative.
What to Do When They Arrive
- Verify Identity: Ask to see their identification card.
- Notify Management: Inform the Site Supervisor or Manager immediately.
- Accompaniment: You have the right to accompany the inspector during their tour of the site (unless they are interviewing a worker in private).
- Take Notes: Record what they look at, what they ask, and any comments they make. If they take a photo, you should take the same photo.
The "WHS Folder"
The first thing an inspector will usually ask for is your safety documentation. Having a tidy, organised "WHS Folder" (or digital system) ready to go creates an immediate impression of competence.
You should be able to quickly produce:
- Workers Compensation Insurance.
- SWMS for current high-risk work.
- Site Induction Register.
- Toolbox Talk records.
- Plant and equipment maintenance logs.
- Incident register.
If you fumble, panic, or say "I'll have to find it," the inspector will dig deeper.
Outcomes of a Visit
- Clean Bill of Health: No issues found.
- Improvement Notice: A written direction to fix a specific issue by a certain date. You can usually continue working, but you must fix the problem.
- Prohibition Notice: Issued for an immediate, serious risk. Work must stop immediately in the affected area until the hazard is fixed.
- Penalty Notice: On-the-spot fine for specific breaches.
Preparation is the Best Defence
The best way to handle an inspector visit is to be compliant before they arrive. A comprehensive WHS Management System ensures you have all the required policies, procedures, and records in place, giving you the confidence to welcome an inspector onto your site.
Want to be inspection-ready? Explore WHS management systems.