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Safety Inspections and Audits

An inspection checks the farm as it is today. An audit steps back and checks whether your whole safety system is working. Both help you find problems before they cause harm.

What is the difference between an inspection and an audit?

An inspection is a regular, hands-on look at a place, a machine or a task to find hazards and defects. It might take ten minutes before a shift or an hour once a month. An audit is broader and less frequent. It asks whether your training, procedures, records, inspections and responses to problems are doing their job.

Think of inspections as checking the fence and an audit as checking whether you have a plan for keeping the fence in good shape.

Both are tools for learning, not for assigning fault. Farms that treat them as chances to improve tend to find more problems early, when fixes are cheaper and simpler.

What should regular inspections cover?

Build your list from your own farm. Walk through buildings, yards, fields, storage areas and equipment. Look at the condition of guards, shields, ladders, steps, railings, lighting, electrical equipment, doors, gates, fuel and chemical storage, and fire safety items. Check that emergency information is posted and that first aid supplies are stocked.

For machines, use the operator's manual and the manufacturer's maintenance schedule as your guide. Do not rely on remembered specifications for pressures, ratings or intervals.

Inspect at different times and under different conditions. A walk in daylight may miss poor lighting at night, and a dry-weather check may miss drainage or footing problems in rain or ice.

• Guards and shields in place and undamaged.
• Walking surfaces clear, dry and well lit.
• Ladders and steps in good condition.
• Electrical cords, panels and lights free of visible damage.
• Chemicals and fuels stored and labeled as their labels direct.
• Fire extinguishers present and accessible.
• Emergency numbers and location details posted.

Who should do the inspecting?

Share the job. Supervisors, workers and family members each notice different things. Rotating the task keeps eyes fresh and spreads ownership. A new worker walking the farm with a veteran can be one of the best inspections you have.

For specialized equipment, such as electrical systems, lifts, grain handling or fire protection, hire qualified professionals. Ask your insurance carrier, fire department or equipment dealer who can help.

Give inspectors a short checklist and permission to stop and ask questions. An inspector who feels rushed or worried about criticism will look less carefully.

How do you do an audit?

An audit usually happens once a year or after major changes. Compare what you say you do with what actually happens. Review training records, inspection records, incident and close call reports, and procedures. Talk to workers about whether the system works from their point of view.

You can audit yourself, ask a trusted outsider such as a neighboring farmer, or work with extension or insurance staff. A fresh perspective often finds gaps you cannot see.

After the audit, summarize in a page what is working, what is not and what you will change in the next year. Share it with the crew.

What do you do with what you find?

Write findings down, rank them by urgency and assign each to a person with a date. For serious hazards, stop the work or take the equipment out of service until the problem is fixed. For lesser items, schedule repairs and check them off.

Close the loop by telling the crew what was found and what was done. If the same issue keeps appearing, look for a deeper cause.

How do inspections connect to rules and insurance?

Some inspections are required by law or by insurance conditions. These requirements depend on your type of operation, size, state and the equipment involved. Do not guess. Check with OSHA, your state occupational safety agency and your insurance carrier. Official inspection programs and consultation services may be available, and some are confidential and separate from enforcement. Ask your state agency how they work.

Keep your own records anyway. They show what you did and when, and help you spot trends.

How do you keep inspections from becoming routine and ignored?

Change the focus from time to time, such as concentrating on lighting one month and storage the next. Ask workers to suggest areas to look at. Make sure that something visibly gets fixed after each round.

Keep the tone supportive. Inspections are about conditions, not about catching people doing wrong.

Photographs taken at each inspection help you compare conditions over time, and show workers exactly what you mean when something needs repair.

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.