OSHA Violation: What It Means, What It Costs, and How to Fix It Fast

If you’re searching for “OSHA violation,” you likely want to know (1) what qualifies as a workplace safety violation, (2) what happens during an OSHA inspection, (3) who can be cited or fined, and (4) the practical steps to prevent repeat issues. This guide breaks down OSHA’s rules, common safety violation triggers, and a compliance checklist HR teams and owners can put to work immediately.

For broader context on building a compliant program, start with SwiftSDS’s overview of compliance in the workplace and the foundational concept of how we define workplace safety.

What is an OSHA violation?

An OSHA violation occurs when an employer fails to meet requirements under the Occupational Safety and Health Act of 1970 (the OSH Act) or OSHA standards in 29 CFR. OSHA can cite employers for hazards and noncompliance discovered during inspections, incident investigations, or complaint-driven visits.

Key OSHA duties that drive most citations

Under the OSH Act, employers generally must:

• Provide a workplace “free from recognized hazards” (General Duty Clause, Section 5(a)(1))
• Comply with OSHA standards (e.g., 29 CFR 1910 for General Industry, 1926 for Construction)
• Provide training, controls, and required protective equipment
• Maintain certain records and report specific serious events

Many “workplace safety violations” come from gaps in hazard control, training, documentation, and consistent enforcement.

Common workplace safety violations (and how to correct them)

Below are frequent areas where organizations get cited, plus practical actions to reduce risk.

1) Hazard communication (HazCom) and chemical safety

Relevant rule: 29 CFR 1910.1200 (Hazard Communication)

Typical violations include missing or outdated Safety Data Sheets (SDS), improperly labeled containers, or employees not trained on chemical hazards.
Action steps:

• Maintain an up-to-date SDS library and ensure access during every shift
• Label secondary containers immediately (not “later”)
• Train employees on pictograms, PPE, and emergency response for chemicals they use
• Align HazCom training with “right to know” practices; see employee right to know

2) Fall protection, ladders, and walking-working surfaces

Relevant rules: 29 CFR 1910 Subpart D (General Industry) and 29 CFR 1926 Subpart M (Construction)

Common issues include improper ladder use, missing guardrails, or inadequate fall protection plans.
Action steps:

• Conduct routine ladder inspections and remove damaged ladders from service
• Install guardrails/toeboards where required
• Document fall protection training and corrective actions after near misses

3) Lockout/Tagout (LOTO) for hazardous energy

Relevant rule: 29 CFR 1910.147

Violations often happen when procedures are incomplete, employees aren’t trained by role (authorized/affected), or audits aren’t performed.
Action steps:

• Create machine-specific energy control procedures
• Train and certify “authorized” employees; retrain after changes
• Perform and document periodic inspections (at least annually)

4) Machine guarding

Relevant rule: 29 CFR 1910 Subpart O (e.g., 1910.212)

Citations stem from missing guards, bypassed interlocks, or poor maintenance.
Action steps:

• Standardize guarding checks into preventive maintenance
• Treat bypassing guards as a serious disciplinary issue
• Use job hazard analyses (JHAs) for tasks with frequent contact hazards

5) Recordkeeping, reporting, and safety program documentation

Relevant rules: 29 CFR 1904 (injury and illness recordkeeping) and OSHA reporting rules (fatalities and severe injuries)

In some cases, the “violation” isn’t the hazard—it’s inadequate documentation or late reporting.
Action steps:

• Confirm whether your establishment is required to keep OSHA 300/301/300A records
• Calendar annual posting of the OSHA 300A summary when required
• Build an internal process for prompt escalation and reporting of serious incidents

For office-centric environments, see SwiftSDS’s practical guidance on office safety.

How OSHA citations are classified (and why it matters)

OSHA typically classifies citations as:

• Other-than-serious
• Serious
• Willful
• Repeated
• Failure to abate

Classification influences penalty amounts and how aggressively OSHA expects corrective actions. Even if an issue feels “minor,” a repeat citation can become costly if OSHA determines you had prior knowledge and didn’t implement sustainable fixes.

Can OSHA fine a manager? Understanding who is liable

A common question is “can OSHA fine a manager?” In most cases, OSHA citations and penalties are issued to the employer (the company), not an individual supervisor.

However, managers can still face consequences in several ways:

• Company discipline: Employers often hold supervisors accountable internally for ignoring safety rules.
• Personal exposure under other laws: In rare situations involving intentional misconduct, falsification, or extreme negligence, other legal pathways (state criminal statutes or federal investigations) may apply—even if the OSHA citation is issued to the employer.
• Whistleblower/retaliation risks: Managers who retaliate against employees for raising concerns create major liability for the organization. If you’re dealing with complaint activity, review does OSHA pay you for reporting for whistleblower basics and what employers should avoid.

Practical takeaway: Treat management accountability as a compliance control—document supervisor training, enforce rules consistently, and audit high-risk areas.

What to do immediately after discovering a safety violation

When you identify a safety violation (internally or through an OSHA inspection), speed and documentation matter.

Step-by-step response plan

1. Control the hazard now
   Shut down unsafe equipment, isolate the area, provide interim PPE, or implement temporary barriers.
2. Document what you found
   Record the location, task, people involved, photos, and immediate controls applied.
3. Identify root causes (not just symptoms)
   Ask: Was this a training gap, maintenance failure, supervision breakdown, staffing issue, or missing procedure?
4. Implement corrective actions with owners and deadlines
   Assign responsibility (name + title), set due dates, and verify completion.
5. Train and communicate changes
   Retrain affected employees and supervisors; update SOPs/JHAs.
6. Audit to prevent recurrence
   Schedule follow-up inspections and track trends across sites.

A strong safety culture also overlaps with broader workplace conduct and reporting systems. Policies around harassment in the workplace laws and safety reporting should work together to encourage early reporting and prevent retaliation.

Posting and notice compliance: don’t overlook this “easy win”

While OSHA standards focus on hazard controls, workplace postings are a frequent compliance gap that becomes obvious during inspections and employee complaints.

• Use a centralized solution like SwiftSDS’s compliance poster service to reduce missed updates and multi-location complexity.
• If you operate in specific jurisdictions, confirm local posting rules. For example, multi-site employers often maintain state/city pages such as:
  • Ohio (OH) Labor Law Posting Requirements
  • Fountain Valley, Orange County, CA Posting Requirements

Example: Massachusetts notices (when applicable)

If you have Massachusetts employees, ensure required notices are current and displayed, such as:

• Massachusetts Workplace Safety and Health Protection for Public Employees
• Notice to Employees (MA Department of Industrial Accidents)
• Your Rights under the Massachusetts Temporary Workers Right to Know Law

These postings don’t replace OSHA controls—but they are a visible indicator of compliance maturity and can reduce confusion about employee rights and reporting channels.

Prevention checklist: reduce OSHA violations before they happen

Use this short checklist to lower the odds of an OSHA citation and improve overall occupational risk management:

• Maintain a written safety program aligned to your hazards (and update it after incidents)
• Run documented inspections (weekly/monthly) and track corrective actions
• Keep training records by role, task, and date; retrain after changes
• Ensure SDS access, container labeling, and HazCom training are always current
• Verify contractors follow site rules (especially for LOTO, fall protection, hot work)
• Keep injury/illness recordkeeping and reporting processes audit-ready
• Conduct annual reviews of required labor law postings for each location

If your program includes substance policies for safety-sensitive roles, make sure it aligns with applicable requirements and internal consistency; see the drug free workplace act for related compliance context.

FAQ: OSHA violations

What happens if OSHA finds a safety violation?

OSHA may issue a citation with an abatement deadline and proposed penalties. Employers can contest citations, request an informal conference, and must document abatement. The fastest way to reduce exposure is to correct hazards immediately and maintain clear proof of corrective actions.

Can OSHA fine a manager personally?

Typically, OSHA penalties are assessed against the employer, not an individual manager. However, managers can create significant liability for the company through willful disregard, falsification, or retaliation—so supervisor training and enforcement are essential.

How can HR help prevent workplace safety violations?

HR can standardize training documentation, support consistent discipline for safety rule violations, ensure required postings are current across locations, and protect employees from retaliation when reporting hazards.

SwiftSDS helps employers stay audit-ready by aligning safety documentation, postings, and compliance workflows—so OSHA compliance is manageable across every location and shift.