Environmental Agency Inspection Checklist

Step 1 — Upon Entry
- Internal notice of inspection to managers, others by designated employee
- Obtain inspectors’ credentials and verify identities
- If search warrant is presented, or this is a criminal inspection, notify legal counsel immediately
Step 2 – Opening Conference and Organization
- Establish purpose, timing, scope of inspection
- Obtain any checklists inspector is using
- Inform inspectors of any facility safety training requirements
- Possible limitations to put on inspectors:
  - Working hours of facility
  - Safety
  - Ability to provide knowledgeable escort
  - No unescorted activities
- Establish who will accompany inspectors and points of contact after inspection
Step 3 – Discuss Photos, Facility Records, and Data
- Address any confidentiality concerns, business information protections
- Arrange simultaneous note taking, photos by facility
- Arrange for duplicate sampling
- Agreement to obtain receipts for any records, samples
Step 4 – Requests and Questions of Inspectors
- Make sure request/question is clear
- No need to answer questions that are not asked
- Obtain agency requests in writing as appropriate
- Defer issues and interviews until further information or knowledgeable persons are available
- Be very cautious in asking for advice
- Correct or supplement any employee misstatements or unclear responses
Step 5 – Discovery of Issues
- Avoid admissions until all facts known
- Explain any existing policies that may have been violated
- Timely investigate issues and resolve during inspection
Step 6 – Closing Conference
- Ask inspectors:
  - Any violations?
  - Any immediate risk to health and/or environment?
  - When may we expect a response from you?
- Identify any action items that you will address
- Identify any additional documents to be exchanged
Step 7 – Internal Follow-up
- Debrief employees
- Create complete record of inspection, photos
- Address action items, discovered issues, create record of resolution
- Consult other managers, counsel
- Follow up with agency as appropriate, addressing issues before further agency contact, if possible