Preparing for an MOL Inspection What Employers Need to Know
- 5 min read
- October 17, 2025
Preparing for an MOL Inspection in Canada is essential for every employer that wants to stay compliant, avoid penalties, and protect workers. An inspection goes beyond checklists it requires documented proof, trained employees, and systems that demonstrate real safety practices. This guide explains how to prepare effectively and how tools like 4SafeCom™ make compliance easier.
How to Prepare for an MOL Inspection in Canada: Powerful Tips to Stay Compliant & Confident
Every employer aims to create a safe and compliant workplace for their team. However, readiness for a Ministry of Labour (MOL) inspection takes more than good intentions it requires proactive planning, documented proof, and ongoing employee engagement.
As discussed in a recent 4S Consulting + ORHMA webinar
Jules – Director at the Occupational Health and Safety Branch of the MOL, shared:
What Is an MOL Inspection in Canada?
The Ministry of Labour, Immigration, Training and Skills Development (MLITSD) conducts inspections to ensure compliance with the Occupational Health and Safety Act (OHSA).
“We’re looking for meaningful, real health and safety programs that are being actively followednot just a piece of paper on a wall.”
Types of MOL Inspections in Canada
The Ministry of Labour, Immigration, Training and Skills Development (MLITSD) conducts three types of inspections across Canadian workplaces:
1. Proactive Inspections
- Focus on high-risk industries such as manufacturing, construction, or hospitality. Inspectors look for hazards like chemical exposure, ergonomic injuries, and violence prevention programs.
2. Reactive Investigations
- Triggered by workplace incidents, worker complaints, or refusals to work. These inspections involve checking training records, hazard assessments, and incident reports to ensure the employer complies with the Occupational Health and Safety Act (OHSA).
3. Consultation Visits
- Employers can voluntarily request consultations to identify gaps in compliance before enforcement occurs a proactive step to prevent costly fines or orders.
Case in Point: Real Incident
In October 2024, a Walmart bakery in Halifax received a stop-work order after a tragic incident involving a 19-year-old employee. This highlights why proactive compliance and employee safety training must be non-negotiable for every employer in Canada.
Common Pitfalls During an MOL Inspection in Canada
1. Incomplete Training Records
- Inspectors don’t just review your files they interview employees. If workers can’t answer simple safety questions, your training records lose credibility.
2. Ineffective Policie
- Policies must be clear, accessible, and in practice. Having a binder on the shelf isn’t enough. Every worker must know how to apply the rules.
3. Poor Documentation
- Missing or outdated documents like JHSC meeting minutes, hazard assessments, or incident logs can be considered non-compliance.
4. Supervisor Unawareness
- Many violations occur because supervisors don’t understand their duties under the OHSA, which can result in orders or fines.
How to Prepare for an MOL Inspection in Canada
| Step | Action | Why It Matters |
|---|---|---|
| 1 | Conduct regular compliance audits using 4SafeCom™ | Keeps all training and documentation ready |
| 2 | Train and empower supervisors regularly | Prevents leadership-level safety gaps |
| 3 | Conduct mock inspections quarterly | Identifies real-world weaknesses |
| 4 | Partner with industry experts like ORHMA | Gain sector-specific guidance |
Documentation Checklist for an MOL Inspection
Keep the following records updated and accessible:
Training Records
Proof employees are trained on site-specific hazards.
Hazard Assessments
Identify risks and control measures.
JHSC Meeting Minutes
Evidence of ongoing safety action.
Incident Reports
Show corrective actions and root cause analysis
“Good documentation isn’t about making inspectors happy; it’s about having a system that genuinely works.
Simplify MOL Inspection Compliance with 4SafeCom™
4SafeCom™ Compliance Management Software helps employers manage all compliance tasks digitally.
With 4SafeCom™ you can:
- Track and manage training records
- Store safety audits and inspection reports
- Maintain an audit-ready dashboard
- Automate reminders for renewals and policy updates
Frequently Asked Questions
What triggers an MOL inspection?
What triggers an MOL inspection?
What should I prepare for an inspection?
Ensure training, hazard assessments, and policies are up-to-date and easily accessible.
How often should audits be done?
At least every quarter — more frequently for high-risk industries.
Can I refuse entry to inspectors?
No. Under OHSA Section 54, inspectors have legal authority to enter any workplace.
How can 4S Consulting help?
Our team provides COR® Consulting, ISO 45001 Training, and the 4SafeCom™ software for full digital compliance.
Final Thoughts: Be Inspection-Ready Always
Being ready for an MOL inspection isn’t about fear it’s about leadership and accountability.
With 4S Consulting and 4SafeCom™, you can stay organized, compliant, and confident knowing your workplace is safe and audit ready.
