Warehouse Compliance Checklist: OSHA, FDA, GMP Essentials

Why Warehouse Compliance Matters More Than Ever

Warehouse compliance isn’t just about avoiding fines—it’s about keeping workers safe, protecting inventory, and staying audit-ready. From OSHA’s safety rules to FDA’s storage regulations, warehouses today face strict oversight that directly impacts daily operations.

In 2023, OSHA cited over 4,200 violations in warehousing—many tied to basic issues like blocked exits and improper equipment use. The cost? Millions in penalties and operational downtime.

Yet compliance isn’t one-size-fits-all. The rules differ based on what you store—whether it’s consumer goods, food, or pharmaceuticals. And with audits becoming more frequent, reactive checklists just don’t cut it anymore.

In this article, we’ll break down the most important warehouse compliance requirements from OSHA, FDA, and other agencies—with real-world examples, stats, and practical steps you can apply right away.

What Are the Main Compliance Requirements for Warehouses?

Warehouse compliance doesn’t come from a single authority—it’s a combination of overlapping regulations from OSHA, FDA, EPA, and others. To build a truly compliant operation, warehouses need to address five critical pillars that influence day-to-day activities, not just audit outcomes.

1. Workplace Safety – OSHA (Occupational Safety and Health Administration)

OSHA governs everything related to employee safety—from racking stability and forklift operations to emergency exits and electrical panels. Non-compliance here can lead to serious injuries and six-figure fines.

Some of the most cited OSHA violations in warehouses include:

• Blocked or improperly marked emergency exits
• Improper forklift use or expired certifications
• Missing or outdated safety signage
• Inadequate personal protective equipment (PPE)

In one notable example, a large 3PL in Texas was fined over $250,000 in 2023 for lacking proper fall protection systems in elevated picking areas—despite no prior incidents.

OSHA also requires that all warehouses maintain a 300 Log to record workplace injuries. Many warehouses neglect to update or properly categorize this, making them vulnerable during inspections.

2. Product Safety & Storage – FDA, USDA, DEA

For warehouses storing food, beverages, supplements, or pharmaceuticals, compliance with FDA’s Good Manufacturing Practices (GMP) is non-negotiable. This includes:

• Pest control and sanitation records
• Temperature and humidity logs
• Proper segregation of raw and finished goods
• Use of approved cleaning chemicals

Under 21 CFR Part 117, facilities must also ensure that products are stored to prevent cross-contamination and maintain batch traceability.

A real-world case: a nutraceutical distributor in New Jersey faced a product recall after FDA inspectors found supplements stored near industrial lubricants—violating basic separation protocols.

3. Environmental & Hazardous Material Handling – EPA, DOT

If your warehouse handles chemicals, batteries, cleaning agents, or other hazardous materials, EPA and DOT regulations come into play. Common requirements include:

• Clearly labeled chemical storage with GHS symbols
• Up-to-date MSDS (Material Safety Data Sheets) for every substance
• Secondary containment for liquid materials
• Proper ventilation in battery charging areas

Even seemingly minor issues—like storing cleaning solvents near high-heat zones or failing to document spill procedures—can lead to penalties.

Many warehouses also overlook the DOT’s rules on shipping hazardous materials. If you're preparing goods for transport, labels, containers, and documentation must meet DOT standards or you risk both fines and transportation delays.

4. Labeling, Documentation & Recordkeeping Compliance

Regulators don’t just want to see clean aisles—they want proof. Documentation is key across all compliance areas. Warehouses must maintain:

• MSDS sheets
• Training certifications
• Incident reports
• Cleaning logs
• Temperature records (especially for FDA-compliant warehouses)
• Equipment maintenance records (like forklifts or dock levelers)

Missing or outdated records are one of the fastest ways to fail an audit—even if your physical setup looks compliant.

5. Training & Operational SOPs

Compliance isn’t static—it relies on people. OSHA, FDA, and other agencies require documented and recurring employee training, especially when it comes to:

• Equipment usage (e.g., forklifts, conveyors)
• Emergency response and fire safety
• Hazard communication (HazCom)
• Sanitation practices for GMP facilities

Best-in-class warehouses incorporate compliance SOPs directly into onboarding and monthly operations, using checklists and digital logs to track performance.

Which OSHA Requirements Are Most Often Missed in Warehouses?

Ask most warehouse managers if their facility is OSHA-compliant, and they’ll point to PPE and forklift safety signs. But the truth is, OSHA compliance goes far deeper—and many violations happen not because of negligence, but because of overlooked operational details.

Below are some of the most commonly missed (and frequently cited) OSHA requirements in warehouse environments:

1. Blocked or Improperly Marked Emergency Exits

According to OSHA Standard 1910.37, exit routes must be clearly marked, well-lit, and unobstructed at all times. Yet in many warehouses, pallets or carts temporarily block pathways—turning a minor workflow workaround into a serious violation.

In fact, in 2023, blocked emergency exits were among the top 5 most cited OSHA violations in warehouse inspections.

2. Unsecured Racking Systems

Warehouses are responsible for ensuring that storage racks are structurally sound and anchored properly. Under OSHA 1910.176(b), materials must be stored in a stable and secure manner.

But in fast-moving operations, racking inspections are often skipped, especially during layout changes or rapid scaling. A single tip-over incident can lead to severe injury and OSHA investigations.

3. Expired or Inadequate Forklift Certifications

Per OSHA 1910.178(l), forklift operators must be certified and evaluated at least once every three years. However, many warehouses treat certification as a one-time event—especially with low operator turnover.

During audits, OSHA inspectors often ask for individual training records, and failure to produce them can result in immediate penalties—even if your operators are experienced.

4. Lack of a Written Hazard Communication Program (HazCom)

If your warehouse uses cleaning chemicals, lubricants, or any hazardous substances—even in small amounts—you’re required to have a written Hazard Communication Program under 1910.1200.

This includes:

• Labeling protocols for all containers
• Accessible Safety Data Sheets (SDS)
• Employee training on handling and exposure risks

Warehouses that rely on contractors for cleaning often miss this step, thinking it's “someone else’s responsibility.” OSHA doesn’t see it that way.

5. Missing Injury and Illness Logs (OSHA 300/301 Forms)

Facilities with more than 10 employees must keep an up-to-date OSHA 300 log of workplace injuries and illnesses—and submit it annually if required.

Many facilities either forget to record minor incidents or misclassify them. Not only does this risk fines, but it also skews your internal understanding of safety performance.

What Are FDA and GMP Warehouse Compliance Rules?

If your warehouse handles anything consumable—whether it's supplements, packaged snacks, cosmetics, or pharmaceuticals—you’re in FDA territory. And unlike OSHA, which focuses on worker safety, the FDA is all about product integrity: preventing contamination, spoilage, and recalls.

At the center of FDA warehouse regulation is 21 CFR Part 117 (for food) and 21 CFR Part 211 (for pharmaceuticals), which outline the rules for Good Manufacturing Practices (GMP)—including how products must be stored, documented, and handled within a facility.

Key FDA/GMP Compliance Requirements:

• Clean, sanitary storage conditions
  Floors, walls, and storage surfaces must be regularly cleaned and free from pest activity or water damage. Even sealed inventory can be deemed unsafe if stored in unsanitary conditions.
• Temperature & humidity control with documented logs
  For sensitive products (like dairy, vaccines, or nutraceuticals), facilities must maintain and log temperature/humidity levels—often down to the hour. Gaps in data can trigger warnings, even if products weren’t actually compromised.
• Segregation of materials
  Raw materials, returns, expired inventory, and ready-to-ship products must be clearly separated—physically and in your WMS. Cross-contamination (even passive) is a major FDA violation.
• Batch traceability & inventory rotation
  GMP requires that inventory be tracked by batch or lot number, and that warehouses follow FEFO (First Expired, First Out) or FIFO protocols. Your team should be able to trace a single item back to its receiving date and vendor source within minutes.

Stat to Know:

According to the FDA, storage and labeling issues accounted for 22% of all warehouse-related warning letters in 2023—often due to incomplete records or improper inventory segregation.

Real-World Example:

A vitamin distributor in California had to recall an entire product line after the FDA found that supplements were being stored adjacent to janitorial supplies in a shared aisle. There was no evidence of contamination—but the proximity alone violated GMP separation rules.

What Warehouse Documentation Is Required for Compliance?

One of the easiest ways to fail a warehouse audit? Missing paperwork. Whether it’s OSHA, FDA, or a customer-driven audit, regulators expect not just clean floors—but clean documentation that proves your processes are being followed.

And here’s the catch: it’s not just what you do—it’s what you can prove you did.

What Must Be Documented?

Warehouses must maintain the following records as part of their compliance readiness:

• Safety Data Sheets (SDS/MSDS) for every chemical or cleaning agent used
• Training records for equipment, safety, and sanitation procedures
• Temperature and humidity logs (for FDA-regulated goods)
• Equipment maintenance logs – e.g., forklifts, conveyors, dock doors
• Incident and injury logs (OSHA 300/301)
• Cleaning and sanitation schedules

These should be organized, accessible, and regularly updated. A dusty binder that no one’s touched in six months won’t cut it when an inspector asks to see temperature logs from last quarter.

Why Labeling Matters Too

For FDA and DOT compliance, labeling isn't just a shipping task—it's a safety and legal requirement. Common labeling mandates include:

• GHS-compliant labels for hazardous materials
• UDI (Unique Device Identification) for medical devices
• Lot or batch numbers for traceability
• “Not for Resale” or “Quarantine” labels for damaged or returned goods

Even warehouse transfers should be labeled clearly to avoid mix-ups and inventory errors that can escalate into compliance issues.

Stat to Know:

In a 2023 logistics industry audit study, 1 in 4 warehouses failed their first documentation review due to incomplete labeling, missing training logs, or outdated SDS records.

Real-World Example:

A regional 3PL was fined after OSHA discovered that several industrial cleaners used in their facility had missing or incorrect SDS labels—and none of the warehouse staff had been trained on their proper use. No accidents had occurred, but the documentation lapse was enough to trigger penalties.

What Training and SOPs Are Required in a Compliant Warehouse?

Even the best compliance protocols fall apart without proper training. In fact, most OSHA and FDA violations stem not from a lack of policy—but from a lack of follow-through on the floor.

That’s why agencies don’t just ask what your processes are—they ask who was trained, when, and how it was documented.

Required Training Areas (and What Warehouses Often Miss):

• Forklift & powered equipment operation – OSHA requires certification and re-evaluation every 3 years
• Hazard Communication (HazCom) – Employees must understand how to handle, label, and store chemicals safely
• Emergency response protocols – Including fire exits, spill handling, and first-aid access
• Sanitation & food-safe practices – Critical in FDA-regulated or GMP-compliant environments
• Manual handling & ergonomics – To reduce injury claims and meet OSHA’s general duty clause

Yet many warehouses treat training as a one-time event during onboarding. Without regular refreshers and tracked updates, teams forget protocols—and small mistakes quickly become compliance violations.

Why SOPs Must Be Living Documents

Standard Operating Procedures (SOPs) are the backbone of warehouse consistency. But for compliance, they need to be:

• Written, accessible, and role-specific
• Updated as equipment or workflows change
• Digitally tracked for version control and training acknowledgment

For example, if your cleaning SOP changes to include a new sanitizing agent, your SDS records and training modules must reflect that change—otherwise, you’ve unintentionally created a compliance gap.

According to OSHA, inadequate or undocumented training contributes to nearly 60% of all serious warehouse injuries. That’s not just a compliance issue—it’s a productivity and liability risk.

What New Compliance Trends Are Impacting Warehousing?

Warehouse compliance isn’t static. As operations become more tech-driven and globally connected, new layers of accountability are emerging—not just from regulators, but from customers, brands, and even ESG auditors.

Here are three key trends reshaping how warehouses need to think about compliance in 2025 and beyond:

1. ESG & Sustainability Reporting

Major retailers and brands are increasingly requiring their 3PL and warehousing partners to provide proof of sustainability practices. This includes:

• Energy use tracking (e.g., for HVAC, lighting, material handling equipment)
• Waste management protocols
• Use of electric vs. gas forklifts
• Carbon emissions reporting tied to warehouse operations

While not yet federally mandated in the U.S., these requirements are becoming table stakes for enterprise contracts—especially in sectors like apparel, electronics, and CPG.

2. Data Security & Cyber Compliance in WMS

As warehouses rely more heavily on cloud-based Warehouse Management Systems (WMS), they must now consider data security part of their compliance stack.

Expect increased scrutiny around:

• User access logs and role-based permissions
• Audit trails for inventory adjustments and serialized product handling
• Protection of customer and carrier data under frameworks like SOC 2 or ISO 27001

This is particularly critical for medical device and pharmaceutical warehouses, where tamper-proof audit logs are required by the FDA.

3. Automated Compliance Tracking & Real-Time Monitoring

Compliance is shifting from static checklists to real-time monitoring. Modern facilities are using IoT sensors and WMS integrations to automatically track:

• Temperature and humidity thresholds
• Forklift activity and operator access logs
• Inventory movement by lot or serial number

These systems reduce human error and create a digital paper trail that’s ready for any audit—internal or external.

Example:

A refrigerated warehouse serving multiple D2C food brands installed real-time temp sensors linked to their WMS. When a cooler failed overnight, automated alerts prevented a loss—and the event log served as documentation for FDA auditors.

Conclusion: Compliance Is the Cost of Operational Credibility

Warehouse compliance isn’t just a legal requirement—it’s a reflection of how seriously your operation takes safety, quality, and accountability. From OSHA’s workplace safety standards to FDA’s product integrity rules, staying compliant protects more than just your bottom line—it protects your people, your partners, and your brand.

The warehouses that excel today don’t treat compliance as a fire drill before audits. They build it into daily operations, track it digitally, and train teams to own it at every level.

Whether you're managing a regulated facility or running a general 3PL, staying ahead means understanding what regulators expect—and proving that you’re always ready, not just reactive.

Common Questions About Warehouse Compliance Requirements