You received a letter from the ACT. It is not the end of the world, but it is not something to ignore. You have 15 working days to respond from the notification date. Most inspections end without a fine, or with a reduced amount, if the company cooperates and corrects issues. What you say in this response determines the rest of the process.

Which type of letter did you receive?

• Scheduled inspection notice — the ACT will visit your premises on a specific date.
• Notice to attend at ACT offices — you are asked to attend a regional office with specific documents.
• Inspection report following a visit — an inspection took place and irregularities were identified. You must respond in writing.

Photograph or scan the letter immediately. Keep the envelope — the postmark proves the date you received it.

The most costly mistake: responding immediately

Do not respond in a panic. A written response without carefully reading what is being asked is almost always counterproductive. You have 15 working days for a reason. Use them.

Before responding, check that your company has all time records in order — if you still use paper or Excel, this is the moment to understand what may be missing. You can read more about what the law requires for time tracking.

Documents to prepare

• Working time records for the past five years
• Posted work schedule
• Current-year holiday plan
• Employment contracts for all employees
• Pay slips for the past 12 months
• Social Security notifications (hires, dismissals)
• Employees' occupational health certificates
• Updated occupational risk prevention plan

What not to do in the next 15 days

• Do not alter records retroactively — if the ACT detects this, the offence escalates from serious to very serious
• Do not instruct employees on what to say — they may be interviewed in private
• Do not destroy documentation — destroying evidence is a criminal offence
• Do not ignore the deadline — you will lose your right to reply

How to write the response

Subject: Response to notification no. [reference].

Structure: company identification → reference to the request → point-by-point response → list of attachments → date, signature and stamp.

Tone: cooperative, factual, without excessive justifications. If there were shortcomings, declare them and present a correction plan.

If the inspection is in person

• Ask the inspector for identification (they carry a professional card)
• Accompany the visit but do not interfere — answer when asked
• Sign the inspection report at the end, even if you disagree (signing does not mean admitting guilt)

What happens next

Filing: the ACT considers everything to be in order. Case closed.

Warning: there was a minor irregularity and it was corrected. No fine.

Administrative offence procedure: fine issued. 15 days to pay with a 25% discount or submit a defence. See the updated fines table for 2026.

How to prepare before it happens

If you do not yet have your records organised, it is worth reading how to prepare your company for an ACT inspection. With Picco, records export in seconds for any period — the next letter gets resolved in three clicks.

This article is for informational purposes only and does not replace legal advice.