Occupational health and safety
Occupational safety documents: how should a company prepare for a review?
Start with actual workplaces and tasks, rather than the size of the document folder. Connect activities, risks and existing records. This helps identify which documents and practical steps need discussion.
Prepared and sources reviewed:
Reviewed by Skirmantas Šmuilys, head of MB Opus Justitia, on .
Describe the actual work
Prepare a list of workplaces, equipment and principal tasks. Note recent changes to premises, processes or work organisation. Link each document to a specific activity so that its intended application is clear.
What to bring to the review
- Existing risk assessments and preventive action plans.
- Instructions, training or briefing records and appointments of responsible staff.
- Equipment, work organisation and incident records relevant to the activity under review.
- If you have received an Inspectorate letter, the full letter, its questions and the stated deadline.
Record gaps without guessing
Use a simple table: activity, existing document, date, what changed and what needs clarification. This preparation checklist is not an exhaustive list of legally required documents. Requirements need assessment against the company’s activities and actual working conditions. The preparation table does not replace occupational risk assessment or implementation of preventive measures.
Questions and answers
Is a generic occupational safety template enough?
For a review, compare the template with your workplaces and tasks. Having a file alone does not establish whether it fits the circumstances or how it is used in practice.
What should I provide after receiving an Inspectorate letter?
Prepare the complete letter and annexes, its deadline and relevant existing records. Briefly explain the assistance needed in your initial enquiry; we will agree how to transfer documents.
Official sources
This is general preparation information, not individual legal advice. Specific action and current rules must be assessed against your circumstances.