OSHA Compliance Checklist for Small Business: Every Standard, Every Penalty (2026)

Why OSHA Compliance Matters More Than Ever

The Occupational Safety and Health Administration (OSHA) inspected over 32,000 workplaces in fiscal year 2025, and small businesses were disproportionately cited. Why? Large companies have dedicated safety officers. Small businesses often wing it.

The financial stakes are real:

| Violation Type | Maximum Penalty (2026) |

|---|---|

| Serious | $16,131 per violation |

| Other-Than-Serious | $16,131 per violation |

| Willful or Repeated | $161,323 per violation |

| Failure to Abate | $16,131 per day |

| Posting Requirements | $16,131 |

These numbers are adjusted for inflation annually. A single OSHA inspection finding 5 serious violations could cost your small business over $80,000 — before legal fees.

But here's the good news: OSHA standards are knowable, and most violations are easily preventable. This checklist walks you through every standard small businesses commonly violate.

Who Does OSHA Apply To?

OSHA covers nearly every employer in the United States with at least one employee. If you have even one part-time worker, OSHA applies to you.

Exemptions

• Self-employed individuals with no employees
• Farms with only immediate family members
• Workplaces regulated by other federal agencies (e.g., mine workers under MSHA, nuclear workers under NRC)

State Plan States

26 states (plus Puerto Rico and the Virgin Islands) have their own OSHA-approved state plans. These must be at least as stringent as federal OSHA but can be stricter. Examples: California (Cal/OSHA), Washington (L&I DOSH), Michigan (MIOSHA).

The OSHA Compliance Checklist

✅ 1. OSHA Poster (29 CFR 1903.2)

Requirement: Display the "Job Safety and Health: It's the Law" poster (OSHA 3165) where employees can see it.

Action Items:

• ] Download the free poster from [osha.gov/publications/poster
• [ ] Post it in a prominent location (break room, bulletin board, near time clock)
• [ ] If you have non-English-speaking workers, post the appropriate translated version
• [ ] State plan states may require an additional state-specific poster

Penalty for non-compliance: Up to $16,131

✅ 2. Hazard Communication Standard (29 CFR 1910.1200)

This is consistently the #1 most-cited OSHA standard year after year. If your workplace has ANY chemical products — including cleaning supplies, paints, adhesives, or solvents — this applies.

Action Items:

• [ ] Create a written Hazard Communication Program
• [ ] Maintain a complete inventory of all hazardous chemicals in the workplace
• [ ] Keep Safety Data Sheets (SDS) for every chemical product, accessible to all employees at all times
• [ ] Ensure all chemical containers are properly labeled with: product name, signal word, hazard pictograms, precautionary statements
• [ ] Train all employees on chemical hazards BEFORE they work with or near chemicals
• [ ] Retrain when new chemicals are introduced
• [ ] Document all training with dates, attendees, and topics

Common violations: Missing SDS sheets, unlabeled secondary containers (spray bottles), no written program, no training documentation.

✅ 3. Emergency Action Plan (29 CFR 1910.38)

Required for all employers. Your emergency action plan must cover fires, severe weather, chemical spills, and other emergencies.

Action Items:

• [ ] Create a written Emergency Action Plan (EAP) that includes:
• Evacuation procedures and escape routes
• How to report emergencies
• Contact information for emergency personnel
• Designated assembly points outside the building
• Procedures for employees who perform rescue/medical duties
• Names of employees to contact for plan information
• [ ] Post evacuation maps showing exit routes
• [ ] Ensure all exit routes are clearly marked and unobstructed
• [ ] Train all employees on the plan when initially assigned and whenever the plan changes
• [ ] Conduct regular fire/evacuation drills (recommended quarterly)

✅ 4. Fire Safety and Extinguishers (29 CFR 1910.157)

Action Items:

• [ ] Provide fire extinguishers appropriate for the type of hazard (Class A, B, C, D, or K)
• [ ] Mount extinguishers so the top is no more than 5 feet above the floor (for units up to 40 lbs) or 3.5 feet (for heavier units)
• [ ] Place extinguishers within 75 feet of any employee work area
• [ ] Inspect extinguishers monthly (document with dated tags)
• [ ] Have annual professional maintenance performed
• [ ] Train employees annually on extinguisher use (or designate specific employees and have everyone else evacuate)
• [ ] Ensure all exit routes and EXIT signs are properly marked and illuminated

✅ 5. Walking and Working Surfaces (29 CFR 1910 Subpart D)

Falls are the leading cause of workplace death. The updated walking-working surfaces standard affects every business with floors, stairs, ladders, or elevated work areas.

Action Items:

• [ ] Keep all floors clean, dry, and in good repair
• [ ] Use slip-resistant mats or coatings in areas prone to wetness
• [ ] Mark or fix uneven surfaces, holes, or loose floorboards
• [ ] Ensure all stairways have proper handrails
• [ ] Guard all open-sided floors or platforms 4 feet or more above a lower level with standard guardrails (42 inches high)
• [ ] Inspect ladders before each use; remove damaged ladders immediately
• [ ] Train employees on proper ladder use
• [ ] Maintain clear aisles and pathways (minimum 28 inches wide)

✅ 6. Personal Protective Equipment — PPE (29 CFR 1910 Subpart I)

If workplace hazards can't be eliminated through engineering or administrative controls, you must provide PPE at no cost to employees.

Action Items:

• [ ] Conduct a hazard assessment for each job task (document this in writing)
• [ ] Identify required PPE: safety glasses, gloves, hard hats, hearing protection, respiratory protection, fall protection, etc.
• [ ] Provide PPE to employees at no cost
• [ ] Ensure PPE fits properly — especially respirators (fit testing required under 29 CFR 1910.134)
• [ ] Train employees on when PPE is required, how to use/adjust it, limitations, proper care/maintenance
• [ ] Replace worn or damaged PPE promptly
• [ ] Document the hazard assessment and training

Exception: Employers are NOT required to pay for: everyday clothing, weather-related clothing, lifting belts, or prescription safety eyewear frames (though they must pay for lenses).

✅ 7. Recordkeeping — OSHA 300 Log (29 CFR 1904)

Most employers with more than 10 employees must maintain OSHA injury and illness records.

Action Items:

• [ ] Maintain the OSHA 300 Log (Log of Work-Related Injuries and Illnesses)
• [ ] Complete the OSHA 301 Form (Injury and Illness Incident Report) for each recordable case within 7 calendar days
• [ ] Post the OSHA 300A Summary (Annual Summary) from February 1 through April 30 each year — this must be posted even if you had zero recordable injuries
• [ ] Certify the 300A Summary — a company executive must sign it
• [ ] Retain records for 5 years
• [ ] Submit electronically to OSHA if you have 20-249 employees in a high-hazard industry, or 250+ employees in any industry

Exemptions from recordkeeping: Companies with 10 or fewer employees AND businesses in certain low-hazard industries (listed in Appendix A to Subpart B of 29 CFR 1904).

✅ 8. Electrical Safety (29 CFR 1910 Subpart S)

Action Items:

• [ ] Ensure all electrical equipment is properly grounded
• [ ] No damaged cords or wiring — replace frayed, cracked, or exposed wiring immediately
• [ ] Don't overload circuits or outlets
• [ ] Maintain 36 inches of clearance around electrical panels
• [ ] Use Ground Fault Circuit Interrupters (GFCIs) in wet locations
• [ ] Cover all electrical boxes, junction boxes, and outlets
• [ ] Label all circuit breakers clearly
• [ ] Only qualified persons should work on electrical systems

✅ 9. Machine Guarding (29 CFR 1910 Subpart O)

If you have ANY machinery with moving parts — including simple equipment like a table saw, drill press, or even a paper shredder — machine guarding rules apply.

Action Items:

• [ ] Guard all point-of-operation areas where the work is performed
• [ ] Guard all power transmission apparatus (belts, pulleys, gears, shafts)
• [ ] Ensure guards are secure and cannot be easily removed
• [ ] Train employees never to remove or bypass guards
• [ ] Implement lockout/tagout procedures for maintenance (see below)

✅ 10. Lockout/Tagout — LOTO (29 CFR 1910.147)

LOTO protects employees from unexpected startup of machinery during maintenance.

Action Items:

• [ ] Develop a written LOTO program
• [ ] Create machine-specific LOTO procedures for each piece of equipment
• [ ] Provide locks, tags, and other lockout devices
• [ ] Train all affected and authorized employees
• [ ] Conduct annual inspections of LOTO procedures
• [ ] Document everything

✅ 11. Respiratory Protection (29 CFR 1910.134)

If employees are exposed to airborne hazards (dust, fumes, vapors, gases) above permissible exposure limits, or if they voluntarily wear respirators:

Action Items:

• [ ] Conduct exposure assessments to determine if respiratory protection is needed
• [ ] Create a written Respiratory Protection Program
• [ ] Provide NIOSH-approved respirators appropriate for the hazard
• [ ] Conduct medical evaluations before employees use respirators
• [ ] Perform annual fit testing for tight-fitting respirators
• [ ] Train employees on respirator use, care, and limitations
• [ ] Clean, inspect, and store respirators properly

✅ 12. First Aid and Medical (29 CFR 1910.151)

Action Items:

• [ ] Have first aid supplies readily available
• [ ] Ensure someone trained in first aid is available (or ensure emergency medical services are within reasonable proximity — OSHA says 3-4 minutes)
• [ ] Provide eyewash stations where employees are exposed to corrosive materials (must deliver 0.4 gallons/minute for 15 minutes)

OSHA Inspection: What to Expect

OSHA conducts inspections in priority order:

• Imminent danger situations
• Fatalities and catastrophes (must be reported within 8 hours for fatalities, 24 hours for hospitalizations)
• Complaints and referrals from employees or other agencies
• Targeted inspections based on industry hazard data
• Follow-up inspections

During an Inspection

• The OSHA inspector (Compliance Safety and Health Officer — CSHO) will show credentials
• You have the right to an opening conference
• Employees have the right to accompany the inspector (walk-around representative)
• The inspector will document violations with photos and notes
• You'll receive a closing conference explaining findings
• Citations arrive by mail within 6 months

Your Rights

• You can request a warrant before allowing entry (but this may increase scrutiny)
• You can contest any citation within 15 working days
• You can request an informal conference with the OSHA Area Director

Small Business Resources

OSHA's Free On-Site Consultation Program

OSHA offers a free, confidential consultation program for small businesses with fewer than 250 employees (or 500 in some industries). Consultants visit your workplace, identify hazards, and help you fix them — with no citations or penalties.

• How to request: Contact your state's consultation program at osha.gov/consultation
• What they do: Walk through your workplace, identify hazards, suggest fixes, help with training programs
• Confidential: OSHA enforcement has no access to consultation findings

This is genuinely one of the best free government services available. Use it.

Safety and Health Achievement Recognition Program (SHARP)

If your workplace passes a comprehensive consultation visit and implements an effective safety program, you can qualify for SHARP recognition. Benefits include exemption from programmed OSHA inspections for 1-3 years.

Annual OSHA Compliance Calendar

| Month | Action |

|---|---|

| January | Review and compile OSHA 300 Log for prior year |

| February 1 | Post OSHA 300A Summary (keep posted through April 30) |

| March 2 | Electronic submission deadline for 300A (if required) |

| Ongoing | Monthly fire extinguisher inspections |

| Ongoing | Document all safety training |

| Annually | Update Hazard Communication plan if new chemicals added |

| Annually | Conduct LOTO procedure inspections |

| Annually | Respirator fit testing (if applicable) |

| Annually | Fire extinguisher professional maintenance |

| Annually | Review and update Emergency Action Plan |

Build Your OSHA Compliance Program with SMBRegs

Don't wait for an OSHA inspection to find out what you're missing. [Take our free compliance assessment](/wizard) and get a personalized OSHA checklist based on your specific industry, number of employees, and workplace type. We'll tell you exactly which standards apply and help you track completion.

[Get your personalized OSHA compliance checklist →](/wizard)