Surviving a Bad Inspection: A Contractor’s Guide

Every contractor knows the feeling. That knot in your stomach when an inspector shows up unannounced. The silence in the truck after they leave. The fine print on a citation that reads more like a threat than a warning. We’ve all been there or we will be. A bad inspection doesn’t define you. But how you respond? That does.

This guide is for the working contractors, site leads, and small business owners who’ve found themselves under the weight of a safety citation. Here’s how to survive it and come out better than before.

1. Don’t React, Document

When things go sideways during an inspection, the worst thing you can do is react emotionally. Stay calm. Stay professional. And assign someone to follow the inspector not to argue, but to observe.

Take photos. Record notes. Match their observations with your own. Did they cite something that wasn’t even in the scope of the inspection? Did they misunderstand a process or PPE requirement?

Tip: Have a daily log ready. When you track conditions, crew, weather, and scope, you’re already one step ahead in a defense.

2. Understand the Citation, Word by Word

Once you get that dreaded citation, read it slowly. Every word matters. Inspectors are human they can make errors. Is the cited regulation accurate? Is the severity appropriate? Are they basing it on assumption, or fact?

This is where a safety consultant can be worth their weight in gold. They’ll help you break it down and figure out your next move: fix, fight, or both.

3. Requesting an Informal Conference

You have a right to be heard. Whether it’s OSHA or MSHA, request an informal conference before the deadline listed on the citation. This is your window to show good faith, clarify facts, and potentially reduce penalties.

Bring:

• Your documentation

• Corrective actions already taken

• Any relevant training logs, SDSs, or safety plans

Walk in prepared. Walk out with either a resolution or a stronger case to fight.

Reminder: You don’t have to agree. You just have to be respectful, informed, and organized.

4. Fix What You Can and Show It

A bad inspection should light a fire, not burn you out.

Fix the issue. Go above and beyond. Retrain your crew, review your hazard assessments, rewrite your lockout/tagout or confined space procedures if needed.

Then document the hell out of it.

Take pictures. Update your files. Show your insurance carrier, your client, your crew and the next inspector that you care. That you’re better than that one moment in time.

5. Turn the Citation into a Culture Shift

One of the biggest mistakes I see contractors make is moving on too fast.

The best companies use citations as a mirror. They ask:

• Why did this happen?

• Where did communication break down?

• Was it a gap in training, or just a bad habit?

Bring your team in. Talk it out. Don’t just tell them to “do better” show them how. Bad inspections can either create resentment or build resilience. It’s your call.

Closing Thoughts

The truth is, the best contractors don’t have spotless records. They have lessons learned. They’ve been in the trenches, fought uphill battles, and still stood tall the next day.

If you’re going through it right now don’t panic. Take action. Be smarter tomorrow than you were yesterday.

And if you need help cleaning up after a tough inspection or want to prevent the next one from going south, that’s what we’re here for.

Check out our contractor safety resources at KellySafety.com and reach out. You’re not alone in this.

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