Conducting Monthly Workplace Inspections

Monthly workplace inspections are one of the simplest ways to keep health, safety and wellbeing visible, practical, and proactive. A consistent monthly inspection routine also supports the internal responsibility system (IRS) by helping employers, supervisors, workers, and health and safety representatives take shared responsibility for a safer workplace.

What is a monthly workplace inspection and why are they important?

A monthly workplace inspection is a planned review of work areas, equipment, processes, and conditions to identify hazards before they lead to harm. It is not just a walk-through; it is a structured check that records hazards, assigns corrective action, names the person responsible, and sets a timeline for completion. An example of what can be on a monthly inspection report includes the hazard location, whether it is a repeat item, the priority level, recommended action, and completion date.

Inspections matter because they turn safety into a routine habit. Regular inspections can also help workplaces prepare for Ministry of Labour, Immigration, Training and Skills Development (MLITSD) visits, where inspectors may review posted documents, training records, workplace conditions, and compliance with the Occupational Health and Safety Act (OHSA) and its regulations.

Employers should always be aware of what is happening in their workplace, and that includes health, safety and wellbeing.

Equipment inspections

Equipment inspections should confirm that tools, appliances, emergency equipment, vehicles, and other devices are available, appropriate for the task, and in good working order. For office workplace settings, this may include checking that appliances are functioning, file cabinets are not overloaded, ladders or step stools are suitable and functioning properly, and fire extinguishers and emergency lighting are tested as required. For field or construction-related work, equipment and vehicles must be used in ways that protect workers and align with legal requirements, manufacturer instructions, and safe work procedures.

Inspection checklists

Checklists make inspections more consistent and easier to follow up on. An example of what areas could be on an inspection checklist include common workplace areas such as reception, emergency equipment, health and safety postings, hazardous substances, lighting, kitchens, washrooms, halls, storage, and workstation setup. A useful monthly checklist should also include space to record corrective actions, the person responsible, and target dates so findings do not get lost after the inspection is complete.

Worksite inspections

Office workplaces

Office inspections should focus on everyday hazards that are easy to overlook: Slips and trips, blocked exits, overloaded storage, unsecured fixtures, poor lighting, cluttered workstations, and missing health and safety postings. Other areas to inspect include reception areas, kitchens, washrooms, halls, storage shelves, file cabinets, and emergency equipment. These checks help keep administrative spaces safe, accessible, and ready for routine work or emergency response.

Site-specific workplaces

Site safety inspections should reflect the actual work being performed and the hazards present that month. Inspectors should look for unsafe conditions, missing controls, repeat hazards, and work practices that may need correction.

Healthcare

In healthcare and community care settings, monthly inspections may need to include patient or client handling risks, slips, trips and falls, exposure to biological or chemical agents, sharps safety, infection prevention and control, workplace violence, personal protective equipment, and emergency preparedness.

Public Safety

In public safety workplaces, inspections should consider response readiness, vehicle and equipment condition, de-escalation needs, violence prevention measures, communication systems, and hazards linked to unpredictable environments.

Education

In education workplaces, inspections should look beyond classrooms to include entrances, hallways, washrooms, gyms, labs, playgrounds, storage rooms, maintenance areas, and any hazards related to violence, harassment, ergonomics, chemicals, emergency procedures, and vulnerable workers.

Training and resources

People who conduct inspections need to know what to look for, how to identify hazards, and how to document corrective action. PSHSA offers a Workplace Inspections training program that covers the steps involved in inspections, thorough workplace inspection practices, hazard identification, and reducing workplace incidents. PSHSA also offers a variety of free resources, here to help workplaces conduct their monthly inspections.