Preparing for a PIP Inspection: 9-Area Checklist

A PIP (Polish Labour Inspectorate) inspector doesn't call to make an appointment. They walk onto the site, show their ID and ask for the documentation. You then have minutes, not weeks. Either the papers are in the binder, or they aren't - and from 8 July 2026 missing documents aren't a caution, but a fine of up to 5,000 zł on the spot (PIP reform, Journal of Laws 2026 item 473). The good news: if you have ready-made templates, you can sort the whole thing in one evening. You print, enter the post names, sign, file it in the binder. At BudoReady we do exactly that - we sell ready-made OSH (occupational safety and health, in Polish BHP) documentation packages for micro construction firms (PKD 43, the Polish business activity code), in Polish and Ukrainian, so you don't write it from scratch at midnight.

In this article we go through the 9 areas of documentation the inspector checks most often. Ordered from the hottest - the ones most firms fall down on. At the end you'll find a checklist to print and tick off.

Key points at a glance

• The inspector checks documents in a fixed order - first the risk assessment and training, then the rest. You know what to expect.
• The 9 areas of documentation cover the whole scope of a typical inspection on a small site. There aren't 50 things to sort - there are 9.
• From 8 July 2026 the inspector can impose a fine of up to 5,000 zł on the spot, without a prior order. Gaps cost you immediately.
• On sites with work at height, as many as 77% of inspections reveal gaps - it's the number-one area to catch up on.
• With ready-made templates, you'll complete everything in one evening: print, enter, sign, into the binder. It's not a month-long project.

1. Occupational Risk Assessment (ORZ) - the first thing the inspector asks for

This is document number one. The inspector asks for it almost always at the start, because it shows whether you even know what you're exposing your people to. The ORZ must be drawn up for every post - bricklayer, carpenter, steel fixer, operator, general construction worker. Without it the rest of the documentation hangs in a vacuum, because training and instructions are meant to follow from the risk assessment.

The basis is the general OSH regulations, i.e. the Regulation of the Minister of Labour and Social Policy of 26 September 1997 on general occupational safety and health regulations. On a site there's also the Regulation of the Minister of Infrastructure of 6 February 2003 on occupational safety and health during construction works.

How to catch up in one evening: take the ORZ template for the given post, enter the company name and post, the date, sign it, have the worker read it (their signature on the card). Done. How to do it properly and what not to miss, we've laid out in a separate piece on the Occupational Risk Assessment on a construction site.

2. Workplace OSH instructions - one for each post and machine

The second area is OSH instructions. The inspector checks whether you have an instruction for every post and every machine - how to work safely, what's forbidden, what to do in a breakdown. Circular saw, concrete mixer, angle grinder, scaffolding, work at height - each thing must have its own sheet.

This is where firms most often have a gap: there's a general instruction, but the ones for the specific machines actually standing on site are missing. The inspector sees it straight away, because they compare the equipment with the documentation.

How to catch up: walk the site, list every machine and every post, pick the matching templates, print, sign. The worker signs to confirm they've read it. A full set of typical instructions for construction and how to adapt them, we've described in the article on workplace OSH instructions in construction.

3. OSH training records - initial, job-specific, periodic

The third area is proof that people are trained. The inspector wants to see three types of record:

• Initial training (general instruction) - on the first day of work, before the person enters the site.
• Job-specific instruction - at the specific post, delivered by you or the gang leader.
• Periodic training - repeated cyclically, depending on the post.

A record without the signature of the worker and the trainer is worthless - that's the most common mistake. The second trap: a training date later than the first day of work. The inspector checks the dates.

How to catch up: print the records, enter the workers' details, the dates, gather the signatures. Which form serves what purpose and how to keep on top of the deadlines, we've laid out in the piece on OSH training records - initial, job-specific and periodic.

4. IBWR - the Safe Work Execution Instruction

The fourth area is the IBWR. It's a document for specific, dangerous works - excavations, work at height, structural assembly, demolition works. The inspector always asks for it when something more serious than building a partition wall is happening on site.

The IBWR describes step by step how a given task is to proceed safely: the order of actions, safeguards, equipment, who's responsible for what. On sites with work at height it's a critical document - because that's exactly where most fines fall.

How to catch up: take the IBWR template matching the works you're currently running, enter the site details, sign. What it must contain and when it's mandatory, we explain in the article on the IBWR - the Safe Work Execution Instruction.

5. The BIOZ plan or BIOZ information

The fifth area is BIOZ - the safety and health protection plan or the BIOZ information, depending on the scale of the works. On larger sites the site manager has a duty to draw up a BIOZ plan. On smaller ones the BIOZ information prepared by the designer suffices. The inspector checks whether the document exists at all and whether it matches what's happening on site.

This is an area where micro-firms often get lost formally - they don't know whether they need the full plan or whether the information suffices. If you're a subcontractor, ask the general contractor for the BIOZ for the whole site and keep a copy at your end.

How to catch up: establish whether your works require a plan or information, pick the matching template, fill in the project details. The legal basis is the same - the Regulation of the Minister of Infrastructure of 6 February 2003.

6. Accident register and post-accident reports

The sixth area is the workplace accident register plus post-accident reports, if something happened. The inspector checks whether you keep a register - even if it's empty, it has to exist. An empty register is a good sign, no register is missing documentation.

If there was an accident, there must be a post-accident report, an accident card and a notification. There's no improvising here - the deadlines and forms are statutory.

How to catch up: set up an accident register (a clean form filed in the binder), and keep a set of report templates in reserve just in case. Better to have them and not use them than to search in a panic.

7. Machine documentation - DTR, inspections, UDT

The seventh area is machine papers. Every machine must have a DTR (technical and operating documentation), current inspections, and equipment subject to technical supervision - valid UDT (Office of Technical Inspection) decisions. The inspector may walk up to a crane, a lift or scaffolding and ask for the documents on the spot.

The most common gaps: a lost DTR, an overdue inspection, no maintenance entries. A machine that's physically sound but has no papers is, for the inspector, as good as non-existent.

How to catch up: make a list of machines, attach a DTR and the last inspection report to each, set up an inspection card kept up to date. How to arrange a machine's file and what to watch for with UDT, we've described in the piece on machine documentation - DTR, inspections and UDT.

8. PPE allocation table and issue register

The eighth area is personal protective equipment. The inspector checks two things: the PPE allocation table (what's due at a given post - helmet, boots, harness, gloves, goggles) and the issue register, i.e. workers' signatures that they actually received the equipment.

The mere fact that people walk around in helmets isn't enough. The inspector wants paper: who received what and when. No issue register is a classic that catches out a mass of firms.

How to catch up: print the allocation table for your posts, set up a register, gather signatures for equipment people already have. How to build the table and keep the register so it holds up during an inspection, we've laid out in the article on the PPE register and allocation table.

9. Register of specialist works and medical checks

The ninth area is particularly dangerous works and people's health. The inspector checks the register of specialist works - above all work at height and electrical works - and current medical checks with a note clearing the worker for those works.

This is where most fines fall. On sites with work at height, as many as 77% of inspections reveal gaps. A person on scaffolding without a valid medical check clearing them for work at height is, for the inspector, a ready-made fine - from 8 July 2026 even 5,000 zł on the spot.

How to catch up: check everyone's medical-check expiry date and whether the certificate clears them for height/electrical work. Set up a register of specialist works. If someone's medical check is running out, book them before they get on the scaffolding, not after the inspection.

Checklist to print - 9 areas in one evening

Print the table below, put it next to the binder and tick off. When all the boxes are ticked, you're ready for an inspection.

#	Area	What must be in the binder	✔
1	Occupational Risk Assessment	ORZ for every post, workers' signatures	☐
2	Workplace OSH instructions	An instruction for every post and every machine	☐
3	OSH training records	Initial, job-specific, periodic - with signatures and dates	☐
4	IBWR	Instruction for the dangerous works being run	☐
5	BIOZ	BIOZ plan or information, matching the site	☐
6	Accident register	Register (even if empty) + report templates	☐
7	Machine documentation	DTR, inspections, UDT decisions	☐
8	PPE	Allocation table + issue register with signatures	☐
9	Specialist works	Works register + current medical checks with clearance	☐

Look at it calmly. This isn't 9 month-long projects. It's 9 files that, with ready-made templates, you complete in one evening: you print, enter the post names and dates, sign, file in the binder. The whole job is an evening with a coffee, not a week of sitting up nights working out what a training record should look like.

Ready-made BudoReady packages - so you don't write it from scratch

The whole difficulty with OSH documentation isn't entering the company name. It's having the right templates: formally correct, compliant with the Regulation of the Minister of Labour and Social Policy of 26 September 1997 and the Regulation of the Minister of Infrastructure of 6 February 2003, ready for construction. That's exactly what we provide at BudoReady - a complete set of files to print, in Polish and Ukrainian.

Three packages, to choose by the scale of your firm:

• STARTER - 299 zł (10 files): the basics for a sole trader who wants the minimum sorted.
• STANDARD - 449 zł (27 files): the most popular. Covers all 9 areas from this article - ORZ, instructions, training records, IBWR, BIOZ, accident register, machine documentation, PPE and specialist works. This is the package that lets you do a whole evening and have peace of mind during an inspection.
• FULL - 749 zł (45 files): the full file for a firm with crews and larger sites, with a complete set of additional templates and registers.

If you're unsure which to take - take STANDARD. It covers exactly this checklist, on which a typical PIP inspection rests, and costs less than a single fine under the reform in force from 8 July 2026.

The promotion runs until 7 July 2026. You can see the packages and prices here: check the OSH documentation packages. You download, print, complete it in one evening - and you're no longer afraid of the inspector walking onto the site unannounced.

This article is informational and does not replace advice from an OSH specialist or individual verification of the current legal position. Document templates require individual adaptation to the realities of your company and specific job posts, and the current legal position is worth verifying as of the date of use.