EPA inspections can happen with little notice, especially for facilities that treat, store, or distribute chemically preserved wood. These inspections focus on how well your operation complies with federal environmental regulations—particularly under the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA). To avoid violations, downtime, and costly penalties, your best strategy is prevention.
Here are the best practices your facility should follow to ensure you’re always ready to pass an EPA inspection with confidence.
- Maintain EPA-Compliant Product Labels
Proper labeling is a top priority during inspections. Every treated wood product must include an EPA-approved label that clearly outlines safe use, handling, and disposal instructions.
Best practices:
Use durable, legible labels that meet EPA requirements for treated wood.
Include the correct EPA registration number and end-use restrictions.
Check that labels are securely attached to each product or bundle before shipment or storage.
- Keep Treated Wood Storage Safe and Contained
How and where you store treated wood is a major inspection point. Poor storage can result in soil or water contamination.
Best practices:
Store treated wood off the ground, away from drains or stormwater systems.
Use curbed, covered, or lined storage areas to control runoff.
Regularly inspect storage zones for leaks, residue, or damage to containment barriers.
- Train Employees on Safety and Compliance Protocols
Your workforce must understand how to handle treated materials and follow EPA regulations. Inspectors may ask questions or request training records.
Best practices:
Provide formal training for all relevant staff on chemical handling, PPE use, and labeling rules.
Maintain up-to-date training logs with dates, topics, and attendee names.
Refresh training annually or whenever processes or regulations change.
- Implement a Documented Spill Prevention and Response Plan
EPA inspectors expect to see procedures in place for chemical spills, even if your facility hasn’t had one.
Best practices:
Develop a written Spill Prevention, Control, and Countermeasure (SPCC) plan.
Keep spill kits visible and accessible in key areas.
Train staff on emergency procedures and practice mock drills regularly.
- Stay on Top of Waste Management
Improper disposal of treated wood waste or chemical byproducts can lead to serious violations.
Best practices:
Clearly separate and label treated wood waste from regular debris.
Work with certified disposal providers and keep records of all waste removal.
Never burn or bury treated wood unless permitted by state regulations.
- Conduct Regular Internal Inspections
Don’t wait for the EPA to find your compliance gaps. Regular self-checks can help prevent surprises.
Best practices:
Create an internal checklist modeled after EPA inspection criteria.
Walk through the site monthly or quarterly to verify storage, labeling, training, and containment.
Document findings and take corrective action promptly.
- Centralize and Organize Your Documentation
EPA inspections often begin with a paperwork review. Make sure your documentation is complete and easy to access.
Best practices:
Maintain clear records of product labels, chemical usage, training, waste disposal, and inspections.
Use digital document management to reduce the risk of loss or misfiling.
Keep records for at least 3–5 years or longer if required by state law.
- Designate a Compliance Lead
Having one or more team members responsible for EPA compliance can streamline inspections and ensure nothing slips through the cracks.
Best practices:
Assign a safety or compliance coordinator with knowledge of EPA and FIFRA rules.
Ensure they conduct regular reviews, stay up to date on regulatory changes, and act as the point person during inspections.
Give them the authority and resources to correct issues proactively.
Final Thoughts
Passing an EPA inspection is less about scrambling at the last minute and more about building a consistent system of compliance. By following these best practices—focusing on labeling, training, storage, and documentation—you can reduce risk, protect your workers and the environment, and keep your operations running smoothly.
Compliance isn’t just about avoiding penalties—it’s about proving that your company takes responsibility seriously.
