Health and Safety Authority (HSA) inspections

The Health and Safety Authority (HSA) is responsible for enforcement of health and safety at work legislation.

The HSA monitors compliance and investigates accidents, causes of ill health and complaints.

Workplace HSA inspections

HSA inspectors could call to your workplace at any time.

Most HSA inspections are unannounced but they sometimes make appointments to ensure they meet with the appropriate people on the day of inspection.

During an inspection a HSA inspector will look for:

• written evidence of the existence and implementation of your safety statement
• workplace specific risk assessments which are required by current legislation
• other relevant safety documentation which may be required by current legislation
• evidence of compliance with your safety statement and legislation

During an inspection, the inspector will meet with the most senior person in charge in the workplace. They will outline the nature of the inspection.

The inspector may ask to meet with the health and safety manager, advisor or safety representative. During an inspection, they may want to speak to the named people in the safety statement with responsibility for health and safety.

A meeting is normally held with the most senior person in charge to give them a report of the inspection findings.

Responding to Health and Safety Authority (HSA) notices

Under the Safety, Health and Welfare at Work Act 2005, HSA inspectors may issue notices following workplace inspections if statutory breaches are identified. These notices require prompt and structured responses to ensure compliance and mitigate risks.

Types of HSA notices

Report of Inspection

A Report of Inspection outlines the findings of a HSA Inspector's visit to a workplace. It identifies areas for safety improvement and can contain advice about health and safety at work. This report serves as official correspondence to the employer.

Improvement Notice

An Improvement Notice is issued when a contravention of health and safety legislation is identified. The notice specifies a minimum 14-day timeframe for corrective action. Local safety representatives must be copied on all notices.

Templates to download and adapt:

Template HSE Quality Improvement Plan (QIP) (Excel, 30 KB)

Template letter of Response following receipt of HSA Improvement Notice (Word, 24 KB, 1 page)

Prohibition Notice

A Prohibition Notice is issued when an activity poses a serious risk of personal injury. This notice takes immediate effect and you must stop the specified activity. Local safety representatives must be copied on all notices.

Template to download and adapt:

Template letter of Response following receipt of HSA Prohibition Notice (Word, 28 KB, 1 page)

Steps to take after getting an HSA Improvement or Prohibition Notice

Step 1: Plan your response

• Identify key personnel needed to address the notice (such as local HSO, NHSF, service or hospital manager, Infection Prevention and Control (IPC), Estates, Occupational Health).
• Engage relevant contractors (such as occupational hygienist, ergonomist) for specialist input.
• Develop a corrective action plan or programme. Consider whether supporting evidence (such as photos, updated Safe Operating Procedures (SOPs), risk assessments) is required to demonstrate compliance with legislation as detailed in the HSA improvement or prohibition notice.
• Update training needs assessments (TNA), including compliance records and training schedules.
• Ensure compliance with:
  • legislation cited in the notice
  • Codes of Practice (CoPs)
  • HSE policies, procedures, and SBARs
• Define clear timelines for action, referencing the Quality Improvement Plan (QIP) where applicable.
• Consult the National Health and Safety Function (NHSF) or visit the NHSF website for guidance.

Step 2: Execute your response

• Develop a detailed QIP using the Template HSE Quality Improvement Plan (QIP) (Excel, 30 KB).
• Provide adequate details that will confirm the safety issues identified have been addressed.
• Consider the need to develop safety plans, safety programme, update records, develop Safety Operating Procedures (SOPs).
• Implement corrective or remedial actions and document them thoroughly
• Prepare a formal letter of response addressing each issue raised in the notice. Use the following template letters:
  • Template Letter of Response following receipt of HSA Improvement Notice (Word, 24 KB, 1 page)
  • Template Letter of Response following receipt of HSA Prohibition Notice (Word, 28 KB 1 page)
• For prohibition notices, confirm in writing to the HSA Inspector that the activity has stopped and the issue has been resolved by the specified deadline. The HSA Inspector shall confirm in writing that they are satisfied that the matters identified in the prohibition notice have been corrected within one month of receipt of the letter of response.

Step 3: Review and learn

• Monitor the effectiveness of implemented actions.
• Discuss outcomes and follow-ups through the Health and Safety Committee or equivalent.
• Share key learnings across departments or sites to promote continuous improvement.

Prosecution

Prosecution is through the Office of the Director of Public Prosecutions (DPP) for failing to comply with the law or not complying with one of the above notices.

The HSE now monitors HSA correspondence data through HSMAC and Risk Committee. It is mandatory that copies of HSA correspondence relating to a workplace visit is uploaded to the National Health andSafety Function helpdesk. Local management must retain original copies for appropriate action.

This process is in place for assurance purposes. It remains local management’s responsibility to ensure issues raised in HSA correspondence are addressed fully, appropriately and on time (meeting HSA deadlines set out in the correspondence).

Related documents

Health and Safety Authority Correspondence Safety Alert (PDF, 400 KB, 2 pages)

When the inspector calls - HSA.ie (PDF, 1.03 MB, 8 pages)

Template HSE Quality Improvement Plan (QIP)(Excel, 30 KB)

Template Letter of Response following receipt of HSA Improvement Notice (Word, 24 KB, 1 page)

Template Letter of Response following receipt of HSA Prohibition Notice (Word, 28 KB, 1 page)

Appeals

There are strict timescales for lodging an appeal.

Get information about the appeals process on the HSA website