🧾 How to Handle a Surprise HSE Inspection: The Ultimate SME Guide to Staying Compliant

If you’re a small business owner in the UK, chances are health and safety isn’t the most exciting item on your to-do list. You’re focused on growth, customers, payroll, suppliers — and everything else that comes with running a company.

But what if an HSE inspector turned up at your premises tomorrow?

Would you be ready?

⛔ The Problem: SMEs Are Often Unprepared for Health & Safety Inspections

The Health and Safety Executive (HSE) conducts surprise inspections across industries in the UK. And although SMEs are less likely to be inspected than large corporations, they’re often more likely to be found non-compliant.

Why?

Because many small businesses:

Don’t have dedicated health and safety personnel

Use outdated templates or “borrowed” risk assessments

Lack time and knowledge to keep up with changing legislation

Assume that “low-risk” means “no risk”

The issue isn’t negligence — it’s capacity. Most SMEs simply aren’t equipped to navigate the complexity of health and safety law while also staying profitable.

But ignorance is no defence if something goes wrong.

👮‍♂️ What Triggers an HSE Inspection?

An HSE visit can be:

Random or routine: As part of a regulatory campaign or sector-specific review

Targeted: If your business operates in a high-risk industry (e.g. construction, manufacturing)

Reactive: Due to a complaint, accident report, or concern raised by the public or employees

During an inspection, HSE may:

Review your risk assessments

Check for compliance with legal duties

Interview staff

Inspect equipment and safety procedures

Request documentation, including training logs and maintenance records

If issues are found, HSE can issue:

Verbal advice

Written improvement notices

Prohibition notices (stop work orders)

Fixed penalties or fines

Legal proceedings in extreme cases

✅ The Solution: How to Stay Inspection-Ready Year-Round

Being compliant isn’t about perfection. It’s about demonstrating effort, process and understanding. Even if you haven’t got everything perfect, showing that you’re actively managing risks goes a long way with inspectors.

Here’s a complete walkthrough to help you prepare — with actionable compliance tips in every section.

1. 📋 Risk Assessments: Your Legal Foundation

Why It Matters:

Risk assessments are not just paperwork — they’re a legal requirement under the Management of Health and Safety at Work Regulations 1999. For businesses with five or more employees, you must document them.

Compliance Tips:

Use a structured template that identifies hazards, people at risk, control measures, and who is responsible

Review assessments annually or whenever there are changes in staff, equipment, or operations

Involve staff in the process — they’ll spot risks you might miss

Keep versions dated and signed

Helpful reminder: Fire safety requires its own dedicated risk assessment under the Regulatory Reform (Fire Safety) Order 2005.

2. 🎓 Staff Training: Prove You’ve Educated Your Team

Why It Matters:

Employees must be trained to recognise and manage the risks relevant to their job. HSE inspectors will ask random employees basic safety questions to gauge awareness.

Compliance Tips:

Develop an induction checklist for new hires, including fire safety, manual handling (if applicable), and site-specific risks

Keep a training matrix that shows who has had what training, and when it needs refreshing

Include toolbox talks or quick safety briefings monthly or quarterly

Use simple quizzes or sign-off sheets to confirm learning

Even low-risk businesses (offices, retail, etc.) should demonstrate a structured approach to training.

3. 🔥 Fire Safety: Often Overlooked, Highly Enforced

Why It Matters:

Fire safety breaches are one of the most common causes of fines and shutdowns for SMEs.

Compliance Tips:

Complete a fire risk assessment and review it every 12 months

Appoint and train fire marshals or wardens

Test alarms weekly, record results, and have extinguishers serviced annually

Ensure exits are always accessible and clearly marked

Run evacuation drills at least once per year

Need help getting started? We offer fire safety assessments tailored to your site

4. ⛑️ First Aid & Incident Reporting: It's Not Just About Having a Kit

Why It Matters:

Even if you're low-risk, you still need to meet the minimum first aid provision required by law.

Compliance Tips:

Assign a trained first aider or an appointed person

Keep a stocked first aid kit in an accessible area and check contents regularly

Maintain an accident book (GDPR-compliant) and record all incidents

Know what qualifies under RIDDOR and report promptly

Remember: holidays, off-site work and sickness all need to be considered in your first aid cover.

5. 🧾 Documentation & Records: “If It’s Not Written Down, It Didn’t Happen”

Why It Matters:

HSE inspectors rely on documentation to verify compliance. The absence of records can be seen as non-compliance, even if you’re doing things informally.

Compliance Tips:

Maintain a “compliance file” with the following:

Risk assessments

Fire safety records

Training logs

Inspection and maintenance records

First aid certification

Accident reports

Use cloud-based systems or shared drives to avoid lost paperwork

Assign one person to keep documents up to date and accessible

We often help clients build a document library they can access during inspections with just a few clicks.

🔧 Other Handy Tips for Year-Round Compliance

Do a quarterly mini-audit of your workplace — even 30 minutes can uncover risks

Appoint a safety lead in-house (even if it’s not their full-time role)

Use a wall calendar or digital reminders to log recurring tasks like alarm tests and training

Create a simple "what to do if..." cheat sheet for emergencies

Invest in bite-sized training videos or toolbox talks to keep staff engaged

🤝 How SJH Safety Consultants Can Help

At SJH Safety Consultants, we work with SMEs across the UK who don’t have time to become H&S experts — and shouldn’t have to.

We offer:

Site-specific risk assessments

Fire safety support

First aid reviews

Training toolkits

Policy development

Mock inspections and compliance audits

Whether you're starting from scratch or fine-tuning your existing setup, we’ll help you feel confident, compliant, and covered.

📣 Final Thought: Compliance Doesn’t Have to Be Complicated

Staying compliant isn’t about ticking boxes or fearing inspectors — it’s about protecting your people and your business.

A surprise HSE visit should never be a crisis. With the right steps, it can be just another Tuesday.

📩 Ready to feel confident about your next inspection?

Contact SJH Safety Consultants today to arrange a compliance review or simply chat through your needs. No pressure. No jargon. Just practical safety support tailored to your small business.