Key points
- Organise documentation by workplace and by the subject of the inspection.
- Verify the order, identification and scope without obstructing the inspection.
- Retain the inspection record and address findings with evidence, assigned responsibilities and verified deadlines.
Prepare a file for each workplace
Preparation begins before a visit is received. Human resources, payroll, health and safety and the legal function need to identify which entity employs the workforce, where people work and who holds each document. A general corporate file may omit conditions specific to a plant, warehouse or office.
Contracts, payment records, working-time records, training and health and safety documentation should be organised according to the subject matter and applicable obligations. Each file should identify the period, workplace, responsible person and version. Internal review should also identify differences between the documentation and the practices actually followed.
Verify the order and its scope
The Federal Labour Law requires employers to allow inspections and provide necessary information, while allowing them to request the inspector's identification and instructions. The regulation requires a written order and valid credentials; it distinguishes ordinary inspections, with prior notice, from extraordinary inspections, which may proceed without it. [1] [2]
At the start of the visit, it is useful to record the authority, purpose, workplace and documents requested. Verification should accompany an orderly response without preventing access or delaying required cooperation. The designated representative needs operational knowledge and contact with those able to locate evidence during the visit.
Review the inspection record and retain evidence
An index of documents supplied helps explain what information was available and what remained outstanding. Complete copies, attachments and acknowledgements should be retained. Where an answer requires facts to be confirmed, identifying that need and obtaining supporting material is preferable to filling gaps with estimates.
The formal inspection record documents the visit. The regulation allows observations and evidence to be submitted, including in writing within five days after the record is drawn up. Calculation requires checking applicable rules and notices; this must not be treated as a general period for remedying every breach. [2]
Assign follow-up for each finding
After the visit, documentary explanations, compliance measures and possible defence actions should be distinguished. Each outstanding matter needs an owner, expected evidence and a follow-up date. Completed measures should be substantiated without altering historical documents or producing records that suggest actions occurred when they did not.
The calendar also requires attention: the STPS agreement for 2026 establishes non-working periods and specific rules, including an exception relating to REPSE renewals. Deadlines must therefore be checked for the particular procedure. Preparation should support a response based on verifiable information and sustained compliance in the workplace. [3]
Sources consulted
- Federal Labour Law Article 132, paragraph XXIV; Article 541.
- General Regulation on Labour Inspection and the Imposition of Penalties Articles 29, 30 and 33 to 36.
- STPS agreement on non-working periods in 2026 First to third provisions; exception in the second provision for renewal of specialised services or works registrations.
General information. Application to a particular matter requires assessment of its circumstances and the provisions in force.
