MLITSD inspection Ontario

Ontario workplaces must be ready for unannounced Ministry of Labour safety inspections [Ministry of Labour, Immigration, Training and Skills Development (MLITSD)]. This guide explains how to prepare by organizing documentation, updating training records, correcting hazards, and completing a pre-audit before an inspector arrives. Use these steps to stay compliant or book an Achieve Safety gap assessment for a full readiness check.

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Intro

A Ministry of Labour safety inspection can feel stressful when a workplace is not prepared. In Ontario, inspectors may visit at any time to check compliance with the Occupational Health and Safety Act. They look for clear documentation, proper training records, visible safety postings, hazard controls, and evidence of ongoing supervision.

When these pieces are missing or scattered, inspections become overwhelming and often lead to orders or penalties. This guide shows you how to prepare for an inspection in a calm and organized way. You will learn what documents to gather, what hazards to correct, and how to perform your own pre-audit before the inspector arrives.

With the right preparation, inspections become predictable instead of intimidating. If you want a second set of eyes before a visit, Achieve Safety Ontario provides safety audits and gap assessments that help identify missing elements and improve your compliance confidence.

Why Ontario Workplaces Receive MLITSD Inspections

The Ministry of Labour, Immigration, Training and Skills Development (MLITSD) conducts workplace inspections to confirm that employers are meeting their duties under the Occupational Health and Safety Act. These inspections protect workers and ensure hazards are controlled before they cause injuries. Inspections may be planned, seasonal, targeted by industry, or completely unannounced.

MLITSD Inspector → verifies → employer compliance with OHSA
Inspection → identifies → hazards, documentation gaps, and training issues

Workplaces may receive an inspection for several reasons:

• A scheduled health and safety blitz in a high risk sector

• A recent incident or injury that triggered a review

• A complaint from a worker or member of the public

• A history of previous orders

• Random proactive enforcement visits

Regardless of the reason, every Ontario employer must be prepared. A well organized safety program makes inspections smoother and reduces the chance of receiving orders. If your business is unsure about its current compliance level, Achieve Safety can perform a safety audit to help you understand where you stand before an inspector arrives.

What Inspectors Look For During a Visit

Understanding what inspectors expect to see helps you prepare and stay calm during the inspection. MLITSD inspectors assess whether a workplace follows the core requirements of OHSA. They look for visible signs of safety, strong documentation, and proof that hazards are being managed.

• Inspector → reviews → documentation, training records, and safety controls
  Employer → demonstrates → due diligence through records and supervision

Inspectors commonly ask for:

• A copy of your health and safety policy

• Workplace violence and harassment policies

• Training records for workers and supervisors

• Read moreHeat Stress in Workplace Ontario: Requirements, Prevention & Protection

  WHMIS certificates and Working at Heights records (if applicable)

• JHSC meeting minutes or Health and Safety Representative information

• Hazard assessments and safe work procedures

• Record of monthly inspections and corrective actions

• Documentation of incident investigations

• First aid readiness and WSIB compliance

• Required OHSA postings and signage

They also walk through work areas to observe conditions directly. They may check machine guarding, housekeeping quality, PPE use, lockout practices, and emergency exits. If something appears unsafe or undocumented, the inspector will ask for clarification.

Being prepared makes this process easier. If you want a structured pre inspection review, Achieve Safety offers gap assessments that mirror what inspectors look for, helping your team get ready ahead of time.

How to Prepare for a Ministry of Labour Safety Inspection

Preparing for an MLITSD inspection becomes much easier when the workplace is organized, documented, and proactive. The steps below help you get ready for an unannounced inspector visit and show clear evidence of compliance.

Gather Your Required Health and Safety Documentation

Inspectors often ask for documents first. These records show whether you have an active and well managed safety program.

• Employer → maintains → written proof of compliance
  Inspector → reviews → documents to verify legal requirements

Make sure the following are ready and up to date:

• Health and safety policy

• Workplace violence and harassment policy

• Joint Health and Safety Committee (JHSC) meeting minutes

• Names and contact details of JHSC members or Health and Safety Representative

• WSIB “In Case of Injury” poster

• Emergency response plan and evacuation maps

• Hazard assessments for work areas

• Safe work procedures

• Records of monthly inspections

• Completed corrective actions

• Incident investigation reports

These documents should be stored in one easy to access location. Digital copies should be backed up and organized.

Organize and Verify Training Records

Training records are a major focus during inspections. Inspectors want to see that workers are trained, competent, and qualified for their roles.

Training Records → demonstrate → worker competency and employer diligence

Make sure your training files include:

• WHMIS 2015 certificates

• Working at Heights certificates for construction workers

• Ladder safety and fall protection training

• Confined space training

• Lockout training for anyone working with machinery

• First aid certification

• Supervisor competency training

• Proof of orientation for new workers

Expired certificates or missing records are common reasons for orders. A training matrix helps keep everything organized. Achieve Safety provides fresh training and evaluations if you need to update or fill gaps.

Inspect the Workplace Before the Inspector Does

A quick internal inspection helps uncover issues before an inspector sees them. This step reduces stress and prevents avoidable orders.

• Internal Inspection → reveals → hazards and incomplete controls
  Employer → corrects → issues before inspection day

Focus on:

• Machine guarding and lockout points

• Trip hazards and housekeeping

• Proper PPE use

• Safe ladder use

• Clear emergency exits

• Secure storage of chemicals

• Correct signage and labels

• First aid kits and eyewash stations

Internal inspections should be documented every month. For a deeper review, Achieve Safety can perform a gap assessment that mirrors an MLITSD inspection.

 Fix Obvious Hazards Immediately

Inspectors respond strongly to visible hazards. Removing them before the inspection shows due diligence and protects workers.

• Hazard → corrected → reduces injury risk and inspector concern

Fix items such as:

• Damaged or missing machine guards

• Blocked exits

• Spills or debris in walkways

• Missing PPE

• Faulty ladders

• Exposed electrical components

• Loose materials on elevated surfaces

Even small fixes make a big difference during an inspection.

Ensure Required OHSA Postings Are Visible

Ontario workplaces must display certain documents in a central location. Missing postings lead to quick orders.

• Posting Board → displays → legal information for workers

Your board should include:

• A copy of the OHSA Act

• Health and safety policy

• Workplace violence and harassment policy

• JHSC names or Health and Safety Representative information

• WSIB poster

• Emergency contacts

• Any recent inspector orders

Make sure everything is readable and updated.

Confirm Emergency Preparedness and First Aid Compliance

Inspectors want to see that your workplace is ready for emergencies.

• Emergency Plan → prepares → workers to respond safely

Verify:

• First aid kits meet WSIB Regulation 1101 requirements

• Kits are stocked and accessible

• Enough trained first aid responders are present per shift

• Emergency exits remain unlocked and unobstructed

• Evacuation plans are known to workers

• Fire extinguishers are inspected and tagged

A quick review of emergency items shows strong safety culture.

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Review Past Incidents and Corrective Actions

Inspectors check whether you investigate incidents and apply lessons learned.

• Incident Investigation → identifies → root causes and prevention steps

Your records should include:

• Investigations for injuries, near misses, and property damage

• Evidence of corrective actions

• Follow up dates

• Communication to workers about the changes

Inspectors look for patterns. Showing that you take corrective action seriously builds credibility.

Prepare Supervisors and Workers for the Inspection

Inspectors often speak with workers and supervisors. Their responses show how well safety is understood and practiced.

• Supervisor → explains → work procedures and safety steps
  Worker → describes → training received

Make sure everyone understands:

• Their job specific hazards

• Required PPE

• Safe work procedures

• Who to report hazards to

• Their right to refuse unsafe work

• Emergency response steps

A confident team reflects a strong safety culture.

What Happens During an MLITSD Inspection

Understanding the inspection process helps reduce stress and makes the visit feel predictable. MLITSD inspectors follow a set procedure to evaluate compliance and identify hazards.

• Inspector → examines → documentation, training, and workplace conditions
• Inspection → results → in orders, recommendations, or compliance confirmation

A typical inspection includes:

1. Introduction and purpose
   The inspector explains why they are visiting and what areas they plan to review.

2. Document review
   They check policies, training certificates, incident logs, JHSC records, and safe work procedures.

3. Workplace walk through
   The inspector observes work areas, machinery, housekeeping, PPE use, and emergency exits.

4. Interviews
   Inspectors may speak with workers and supervisors about safety practices and training.

5. Findings
   If violations are found, the inspector issues orders with deadlines.

6. Follow up
   In some cases, the inspector returns to verify that the corrective actions were completed.

A workplace that is organized and compliant usually moves through this process smoothly. A pre audit helps identify issues before the inspector arrives.

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 Benefits of Doing a Pre Audit Before an Inspector Arrives

A pre audit is one of the most effective ways to prepare for a Ministry of Labour inspection. It allows you to uncover gaps in your safety program before enforcement takes place.

Pre Audit → reveals → hazards, missing documents, and training gaps
Gap Assessment → provides → corrective actions before the official inspection

Benefits include:

• Identifying hazards that may trigger orders

• Confirming whether documentation meets OHSA requirements

• Ensuring training records are complete and current

• Checking the condition of equipment and machinery

• Verifying emergency readiness

• Improving worker confidence before interviews

• Reducing stress during surprise inspections

Third party audits offer additional benefits. A consultant sees things internal teams may overlook. Achieve Safety provides gap assessments and full safety audits that align with MLITSD requirements. This gives your workplace a realistic understanding of its compliance level.

Get Expert Help Before Your Next Inspection

A Ministry of Labour visit does not have to be stressful. With preparation and support, your workplace can face any inspection confidently. Achieve Safety provides safety audits and gap assessments designed to mirror real inspection conditions.

• Achieve Safety Consultant → identifies → compliance gaps and improvement steps 

We help employers by:

• Reviewing documentation and training records

• Inspecting the workplace for hazards

• Checking emergency readiness

• Identifying missing procedures

• Offering clear corrective actions

• Preparing supervisors and workers for potential questions

If you want peace of mind before an inspector arrives, you can book a safety audit or gap assessment with Achieve Safety.

MLITSD inspection FAQs

What does the Ministry of Labour look for during an inspection?

Inspectors look for proper documentation, up to date training records, hazard assessments, safe work procedures, required postings, emergency readiness, and evidence that hazards are controlled.

How do I get ready for a surprise MLITSD inspection?

Prepare documentation, update training records, correct obvious hazards, verify emergency equipment, and perform a pre audit. A gap assessment can identify missing requirements.

What documents do I need during a Ministry of Labour inspection?

You need your health and safety policy, workplace violence and harassment policy, training records, JHSC minutes, hazard assessments, safe work procedures, inspection logs, and incident investigations.

Can the Ministry of Labour issue fines on the spot?

Inspectors can issue orders that require immediate correction. Serious violations may lead to fines or prosecution after the inspection findings are reviewed.

How often should I audit my workplace for compliance?

Most workplaces benefit from monthly internal inspections and an annual third party audit. High risk workplaces may need more frequent reviews.