The National Labour Inspectorate (PIP) carries out inspections without prior notice (Act of 13 April 2007 on the National Labour Inspectorate). The inspector shows their ID card and authorisation and starts with the documents. The good news: the list is predictable.
Documents the inspector asks for most often
OHS training
- induction training cards (general and on-the-job instruction) with signatures,
- periodic training certificates with dates and programme,
- training programmes.
Medical examinations
- referrals for preventive medical examinations,
- current medical certificates (pre-employment, periodic, follow-up) in personnel files.
Occupational risk assessment
- risk assessment documentation for each workstation,
- confirmation that employees have been made familiar with it.
Personal protective equipment, workwear and work footwear
- the table of allocation standards,
- record cards for the allocation of PPE, workwear and footwear and for cash equivalent payments,
- proof of issue (signature, system record).
Accidents and occupational diseases
- the register of accidents at work,
- accident reports and documentation of the investigations,
- the register of suspected and confirmed occupational diseases.
Work environment
- results of measurements of harmful factors and the register of these results,
- OHS instructions at workstations, machine operating instructions,
- machine documentation (declarations of conformity, acceptance reports).
Organisation
- work regulations (in companies that are required to have them) with OHS rules,
- qualification certificates (trucks, UDT, electrical, welding),
- OHS team documentation or a contract with the person performing its tasks.
Three things to watch out for
- Dates. It is not enough for the document to exist. It must be valid on the day of the inspection and on the day the employee performed the work.
- Consistency. The table of allocation standards says “gloves every month”, but the records show the last issue was six months ago — that in itself is an inspection finding.
- Availability. The inspector will not wait a week for HR to find the binder from 2022.
How to always have it ready
Companies that get through inspections without stress do not have better binders. They have one place where training, examinations, qualifications and PPE issues are assigned to a person and have dates. The ErgoFlow OHS app generates a compliance report for a selected group of employees at the press of a button, and dispensing machines running SmartBox software keep PPE records with every withdrawal. See OHS at ErgoFlow.
Legal status as of October 2026. This article is for information only and does not replace legal advice or the opinion of an OHS team.
