What this is
What is a contractor site inspection?
What is a contractor site inspection?
Observation of contractor work in progress by the site, checking work practice, equipment and protective measures against what was agreed, recording deficiencies and escalating where required. It is distinct from the contractor's own supervision and from the approval process.
Why does the site inspect a contractor's work?
Because under multi-employer principles a controlling employer with general supervisory authority can be liable for hazards affecting another employer's workers, and the defence turns on whether it exercised reasonable care. That is assessed by periodic inspection, an effective system for correcting hazards, and enforcement.
Scope
When is a contractor site inspection required?
This observes contractor work in progress. Approval and permitting sit before it.
Use this template when
- Observing contractor work in progress, at a frequency set by the risk
- Verifying that permitted conditions are actually being applied
- Checking equipment, protective measures and competence in practice
- Recording deficiencies with correction and verification
- Escalating where work should be stopped or conditions have changed
Do not use it for
- Contractor approval and onboarding, which precede the work
- The permit to work, which authorises the activity and sets conditions
- The contractor's own supervision and quality control
- Incident investigation, where something has already happened
- Contract performance management, which addresses commercial delivery
Compliance mapping
Which ISO 45001 cl.8.1.4 requirements does this satisfy?
Contractor oversight sits under coordination duties and multi-employer liability principles.
| Clause | Requirement | Where it lands |
|---|---|---|
| OSHA CPL 02-00-124 | Controlling employer reasonable care assessed by periodic inspections, correction system and enforcement | Header |
| ISO 45001 cl.8.1.4.2 | Coordination with contractors to identify hazards and control risks arising from their activities | Work practice |
| ISO 45001 cl.8.1.4.3 | Control of outsourced functions and processes, consistent with the management system | Result |
| 29 CFR 1910.119(h)(2)(iv) | Periodic evaluation of contractor performance where process safety management applies | Escalation |
| ISO 45001 cl.5.4 | Consultation and participation, including workers of contractors where applicable | Work practice |
| ISO 45001 cl.10.2 | Corrective action arising from deficiencies identified | Observed deficiencies |
| CDM Regulations 2015 | Client duties to ensure arrangements are suitable and maintained for construction work (GB) | Header |
| ISO 45001 cl.9.1 | Monitoring and measurement, including contractor safety performance | Result |
What it does not cover
- Contractor approval and onboarding, which precede the work.
- The permit to work, authorising the activity and setting conditions.
- The contractor's own supervision, which does not substitute for the site's oversight.
- Incident investigation, where something has already occurred.
- Commercial performance management, addressing delivery rather than risk.
How to complete it
How to complete a contractor site inspection, step by step
Go where the work is, look at practice, and close what you find.
A week of confined space entry warrants attention while it is happening. A six-month cleaning contract at low risk does not need the same intensity. Frequency driven by contract value or duration produces oversight concentrated where the money is rather than where the hazard is.
Where a permit specifies isolation, edge protection, gas testing or an attendant, check that those things are physically in place. The permit is a statement of intent issued before the work; the inspection is the only occasion anyone verifies that intent survived contact with the job.
An inspection identifying deficiencies with no record of what happened next evidences that the site knew about a hazard, which is a worse position than not having looked. The correction trail is what converts an observation into evidence of care, and it is the second of the three questions.
The person inspecting needs the authority to stop unsafe work, or immediate access to someone who has it. Where escalation means raising it with the contractor's supervisor and hoping, the inspection cannot correct anything and the third question, enforcement, has no answer.
What auditors find
Most common contractor site inspection findings
Findings here concern whether the oversight was real and what followed.
| Finding | Clause | What fixes it |
|---|---|---|
| Inspection reviews documentation rather than observing the work. | OSHA CPL 02-00-124 | Reasonable care is evidenced by looking at the work in progress. |
| No periodic inspection of contractor work at all. | OSHA CPL 02-00-124 | The first of the three controlling employer questions has no answer. |
| Deficiencies recorded with no correction trail. | ISO 45001 cl.10.2 | Knowing about a hazard without correcting it is a worse position than not looking. |
| Inspector has no authority to stop work and no immediate escalation route. | ISO 45001 cl.8.1.4.2 | Without it the inspection cannot correct anything. |
| Frequency driven by contract value rather than risk. | ISO 45001 cl.8.1.4.2 | Attention should follow hazard, not spend. |
| Repeated findings against a contractor not reaching procurement. | ISO 45001 cl.9.1 | Performance should affect engagement; otherwise nothing changes. |
| Permitted conditions not verified in practice. | ISO 45001 cl.8.1.4.2 | The permit states intent; the inspection is where intent is tested. |
| Contractor incidents and near misses excluded from site reporting. | ISO 45001 cl.10.2 | They perform much of the higher-risk work; the events are the ones you need. |
| Inspections conducted only during day shift on planned visits. | ISO 45001 cl.8.1.4.2 | Contractor work at night and weekends is the least observed and highest risk. |
| Process safety contractor performance not periodically evaluated. | 1910.119(h)(2)(iv) | An explicit host obligation where PSM applies. |
Case in point
Case in point: the three questions
After a contractor incident, a site with general supervisory authority over the work will be asked what it did. Under OSHA's multi-employer citation policy the controlling employer test considers three things: whether it conducted periodic inspections of the work, whether it implemented an effective system for correcting hazards found, and whether it enforced compliance by other employers.
A site with a comprehensive approval file, current insurance certificates, signed method statements and an indemnity clause has answered none of the three. Those documents describe the arrangement before the work started.
A site with a dozen dated inspection records, deficiencies noted, corrections verified, and one instance of work being stopped and restarted after a fix, has answered all three with evidence.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
6 sections
- Reference
- SAF-039
- Archetype
- Inspection
- Record ID
- INSP-2026-000
- Scoring
- Percent
- Direction
- High is good
- Singleton
- No
- Basis
- ISO 45001 cl.8.1.4
- Links
- Links Vendor; feeds KnowContractor performance
- Tags
- Inspection, Contractor
- Sections
- 6
- Fields
- 55
- Follow up fields
- 12
- Repeating sections
- 1
- Links out
- 8
Header
17 fieldsInspection ID*
Auto sequence. Format INSP-2026-00000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Inspection Type*
Scheduled, unscheduled, follow up or post incident.
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Area*
The area within the site.
Exact Location
Drop a pin for anything hard to find.
Contractor*
Vendor ID*
Format VEN-0000.
Links to FDN-005 Vendor ID
Work Package*
Contractor Supervisor On Site*
- Yes, throughout3 pts
- Intermittent1 pt
- No0 pts
Induction Completed*
- Yes3 pts
- No0 pts
Induction Record ID
Links to CON-008 Induction ID
Permit Required*
Permit Type
Permit ID
Links to SAF-048 Permit ID
Work practice
6 fieldsWorking To Method Statement*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Risk Assessment On Site*
- Yes2 pts
- No0 pts
- N/Aexcluded from denominator
Task Briefing Held*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Exclusion Zone Set*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Housekeeping Maintained*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Waste Managed*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Equipment and protection
6 fieldsEquipment Inspected And Tagged*
- Yes3 pts
- Partly1 pt
- No0 pts
PPE Correct And Worn*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Tools Suitable For Task*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Electrical Equipment Safe*
- Yes3 pts
- Concerns1 pt
- No0 pts
Access Equipment Suitable*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Emergency Arrangements Understood*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Observed deficiencies
Repeats7 fieldsResult*
- Pass3 pts
- Pass with conditions2 pts
- Fail0 pts
Severity
- Minor3 pts
- Moderate1 pt
- Serious0 pts
Element Tag
Groups deficiencies by hazard type across every template.
Deficiency Detail
Photo Evidence
Fixed On The Spot
Finding ID
Raise a finding record where this needs tracking to closure.
Links to FDN-015 Finding ID
Escalation
4 fieldsWork Stopped*
- Not required3 pts
- Yes2 pts
- No0 pts
Violation Record ID
Links to CON-015 Violation ID
Feeds Performance Scorecard*
Scorecard ID
Links to CON-014 Scorecard ID
Result
15 fieldsItems Assessed*
Excludes anything marked N/A.
Items Failed*
Score Percent*
Calculated on submission. High is good. N/A items leave the denominator.
Result Band*
- Pass3 pts
- Caution1 pt
- Fail0 pts
Completeness Percent*
How much of the template was actually answered. A high score on a half completed form is not a high score.
Findings Raised
Highest Severity Found
- Observation3 pts
- Minor2 pts
- Major0 pts
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Next Inspection Due
Notes
Contract Owner*
Signature*
SAF-039 · record IDs look like INSP-2026-000 · Links Vendor; feeds KnowContractor performance
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The inspection observes work in progress. What fails is a review of paperwork and a deficiency with no correction.
Sets inspection frequency from the risk of the work, records observations against permitted conditions, and tracks corrections to verified closure.
Provides the escalation route including stop work authority, so enforcement has an answer rather than an intention.
Aggregates findings by contractor and routes repeat performance to procurement, where engagement decisions are made.
Confirms that the individuals observed are the ones inducted and competent for the work being performed.
This template lives in KnowSafe — safety and compliance. Incidents, hazards, permits, inspections and the critical controls behind them.
Meet KnowSafe→Glossary
Contractor Site Inspection definitions and key terms
- Controlling employer
- An employer with general supervisory authority over a worksite, including power to correct hazards or require correction.
- Reasonable care
- The controlling employer standard, assessed by periodic inspection, a correction system and enforcement.
- Periodic inspection
- Observation of contractor work in progress at a frequency proportionate to the risk of the activity.
- Correction system
- The mechanism by which deficiencies found are fixed and verified, distinct from recording them.
- Enforcement
- Requiring compliance by other employers on site, which needs an escalation route and the authority to stop work.
- Permitted conditions
- The controls specified on a permit, which the inspection verifies are physically in place.
- Stop work authority
- The explicit power to halt an activity, without which enforcement is nominal.
- Performance feedback
- Contractor safety findings reaching procurement so they affect future engagement.
FAQ
Frequently asked questions about contractor site inspection
Why does the site inspect a contractor's work?+
Because a controlling employer can be liable for hazards affecting another employer's workers, and the defence is reasonable care. That is assessed by whether the site conducted periodic inspections, had an effective system for correcting hazards found, and enforced compliance. Those three questions are answered by activity, and no approval file answers any of them.
What should be inspected?+
The work in progress. Whether the isolation described on the permit is applied, whether edge protection is in place, whether access is safe, how people are actually performing the task. Reviewing permits and certificates examines the documentation, which is the part most likely to be in order and least likely to be where the risk is.
How often?+
By risk rather than by contract duration or value. A week of high-risk work warrants attention while it is happening; a low-risk long-term contract does not need the same intensity. Frequency driven by contract value produces oversight concentrated where the spend is, which correlates poorly with where the hazard is.
What if we find something?+
Correct it, verify the correction, and record both. An inspection recording deficiencies without a correction trail places the site in a worse position than not having inspected, because it evidences that the hazard was known. The correction record is the second of the three questions and it is frequently the missing one.
Does an indemnity clause help?+
Commercially, sometimes. For regulatory liability, no. A controlling employer is cited for its own failure to exercise reasonable care, and an allocation of risk between the parties does not affect whether the site inspected the work, corrected what it found and enforced compliance.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Workplace Inspection
Audit Finding Record
Records a single audit finding with its evidence, clause reference and classification
Finding
Records a single deficiency picked up during an audit, inspection or check
General Workplace Inspection
A broad walk through of an area covering the common hazards
Housekeeping Inspection
Checks that walkways, work areas and storage are clear, clean and in order
PPE Compliance Inspection
Checks that the right protective equipment is available, in good condition and being worn
Electrical Safety Inspection
Checks panels, cords, outlets and portable equipment for damage and safe access
More in Safety Inspections
General Workplace Inspection
A broad walk through of an area covering the common hazards
Housekeeping Inspection
Checks that walkways, work areas and storage are clear, clean and in order
PPE Compliance Inspection
Checks that the right protective equipment is available, in good condition and being worn
Electrical Safety Inspection
Checks panels, cords, outlets and portable equipment for damage and safe access
Ladder Inspection
Checks each ladder for damage, missing feet, loose rungs and correct labelling
Fall Arrest Equipment Inspection
Checks harnesses, lanyards and connectors for wear, damage and expiry
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- OSHA multi-employer citation policy, directive CPL 02-00-124
- ISO 45001:2018 clause 8.1.4, procurement, contractors and outsourcing
- 29 CFR 1910.119(h), process safety management contractors, OSHA
- Construction (Design and Management) Regulations 2015 (GB)
- ISO 45001:2018 clauses 9.1 and 10.2
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.