OHS Outsourcing: When It Pays Off to Hire an External OHS Specialist

As soon as a company employs people, it must address occupational health and safety. For small and medium-sized enterprises, however, it often doesn’t make sense to keep an internal specialist just for the OHS agenda – either there isn’t enough work for them, or the company lacks someone with the necessary expertise. An external professionally qualified person (PQP) in OHS is therefore not a luxury, but a practical way to keep risk prevention, documentation, inspections, and training under control.

The question isn’t “whether OHS”, but “how to arrange it most efficiently”. And that’s where outsourcing comes into play.

When a company can handle OHS itself and when it needs a PQP

This is the core of the entire decision. Act No. 309/2006 Coll., in Section 9, paragraph 3, sets out three thresholds that determine how an employer must ensure risk prevention tasks:

• Up to 25 employees – the employer can ensure risk prevention themselves if they have knowledge corresponding to the requirements of the professional competence examination according to Section 10, paragraph 1, to an extent corresponding to the professional or trade focus of their activities. They don’t necessarily have to hire an external provider, but must be able to assess risks for their specific operation.
• 26 to 500 employees – the employer can ensure risk prevention themselves only if they are professionally qualified. If not, they must entrust this activity to one or more professionally qualified persons.
• More than 500 employees – risk prevention must always be ensured by one or more professionally qualified persons.

The PQP certificate is valid for 5 years, followed by a periodic examination. A prerequisite for obtaining the certificate is secondary education with a school-leaving examination and at least 3 years of experience in the field. For a university degree in the OHS area, 1 year of experience is sufficient. For a smaller company, maintaining an internal PQP is therefore demanding both in terms of personnel and finances, and the external form is usually simpler in practice than building one’s own specialization.

What OHS outsourcing typically includes

When a company orders an external OHS service, it’s not just about a signed contract and an occasional signature in the inspection log. The standard scope of cooperation includes several interconnected activities:

• Initial audit – evaluation of the current state, identification of risks and non-compliance with legislation.
• Documentation processing – job categorization, risk register, trauma plan, directives for individual professions.
• Periodic inspections – physical workplace inspections at an agreed frequency, inspection records, proposals for corrective measures.
• Consultancy – consultations during operational changes, introduction of new technologies, solving specific situations.
• Cooperation during inspections – assistance during a labour inspectorate visit, help with rectifying identified deficiencies.
• Accident recording – maintaining the accident book, assistance with investigating work-related accidents, communication with the insurance company.

For companies that often build, refurbish, or hand over premises to multiple contractors, it makes sense to include OHS on the construction site in the outsourcing scope as well: assessing when to deal with a coordinator, an OHS plan, and documentation for the specific site.

An external PQP does not replace line managers. They still bear responsibility for safety in their sections. The external provider offers them methodological support and professional background.

Indicative pricing models

The price of OHS outsourcing depends on the scope of services, company size, number of workplaces, and operational risk level. Take the following models as indicative – the final price always depends on the specific agreement and scope. All prices stated are excluding VAT.

Monthly flat fee

The most common model for companies needing ongoing support. It includes periodic inspections, documentation management, and “on-call” consultancy.

• Small company with low risk: indicatively CZK 600 to 1,500 per month.
• Small company with medium risk: indicatively CZK 1,500 to 3,000 per month.
• SOHE OHS outsourcing: from CZK 1,500 per month, depending on the number of employees and risk level.

A flat fee gives the company certainty that OHS is covered continuously and they can contact the external provider on an ongoing basis, not just when problems arise.

Hourly rate

Suitable for companies with minimal requirements or for one-off consultations. This model is used more as a supplement – for example, during extraordinary events or specific projects beyond the scope of the flat fee. The specific hourly rate is determined individually.

One-off documentation processing

Some companies only request “paper-based OHS” without ongoing inspections. Initial OHS / fire safety documentation at SOHE is priced individually according to the scope of operations, number of professions, workplaces, and risk level. This approach has its pitfalls – see the next chapter.

When one-off documentation isn’t enough

Paper-based OHS that is never updated after being filed in a binder only protects the company to a limited extent. Legislation changes, workplaces transform, new technologies and with them new risks emerge. Documentation that does not correspond to the actual state of the workplace can be a problem during an inspection.

One-off documentation processing only makes sense as a first step, followed by regular maintenance. Without it, the company risks:

• Sanctions for non-fulfillment of obligations – the labour inspectorate checks not only the existence of documents but also their alignment with reality at the workplace. For serious OHS violations, the Act on Labour Inspection allows for high sanctions; the specific upper limit depends on the type of breach.
• Problems during work-related accident investigation – if the documentation does not correspond to reality, the employer’s liability increases significantly.
• Complications with the insurance company – the insurer may examine the connection between the state of the equipment and the occurrence or extent of damage, which can complicate the settlement of an insurance claim.

A practical rule: if the operation, technology, job positions, premises, or risks have changed in the company, the documentation deserves a review and possible update.

Links to fire safety, training, and electrical inspections

OHS does not exist in a vacuum. In practice, it intertwines with other areas the company must address, and it is efficient to handle them together with a single provider.

Fire safety

Obligations in the field of fire safety depend on the activity category according to Section 4 of Act No. 133/1985 Coll. Three levels are distinguished: activities without increased fire risk, with increased risk, and with high risk. For activities with increased or high fire risk, the scope of obligations is significantly broader, including training and documentation according to the act and implementing regulations. In practice, it makes sense to address OHS and fire safety in a coordinated manner – either by one supplier or through clearly linked cooperation between the OHS PQP and a fire safety specialist.

Employee training

OHS training is a legal obligation of the employer. The Labour Code, in Section 103, paragraphs 2 and 3, does not set one fixed periodicity for all companies – the content, frequency, and method of knowledge verification are determined by the employer according to the risks and working conditions. Training is repeated if required by the nature and severity of the risk. In practice, a longer interval is often used for administrative roles than for higher-risk professions, but the specific setting should be based on the operation. The external PQP either conducts the training directly or prepares materials for internal trainers.

Electrical and technical equipment inspections

Inspections of electrical equipment, lightning protection systems, gas equipment, or lifting equipment are a separate professional activity carried out by relevant certified electrical inspectors. An OHS PQP typically does not perform electrical inspections themselves, but within the risk prevention system, they monitor deadlines, records, and follow-up measures. At SOHE, a certified electrical inspector also ties into this agenda, so OHS documentation and inspection reports can be kept together.

How SOHE proceeds

When a company contacts us with an OHS inquiry, the first step is not a price quote, but understanding the operation. We need to know what the company does, how many employees it has, what work mode they operate in, and what risks are associated with their activities.

The following steps are:

1. Telephone discussion – we discuss it without obligation, clarify the scope, and agree on the next steps.
2. Proposal of service scope – based on the findings, we propose what specifically you need to address. We don’t charge for things that don’t make sense for your operation.
3. Tailored price quote – always based on the specific scope. There is no universal price list for everyone.
4. Implementation and ongoing support – after approving the scope, we process or revise the documentation, set up a schedule for inspections and training, and most importantly, we are available to you when you need us.

For us, OHS is not about filling out papers for a drawer. It’s about enabling the company to do business with peace of mind, knowing it has this area under control.

FAQ: Most common questions about OHS outsourcing

Can a company handle OHS itself without an external PQP?

Yes, but only under the conditions set out in Section 9, paragraph 3 of Act No. 309/2006 Coll. For up to 25 employees, the employer can ensure risk prevention themselves if they have the necessary knowledge. From 26 employees upwards, they can ensure it themselves only if they are professionally qualified; otherwise, they must involve one or more professionally qualified persons. For many smaller companies, the external form is therefore more practical.

How often must an external PQP physically inspect the workplace?

The frequency is not strictly set by law. Proven practice is once a month for higher-risk operations, once a quarter for administrative or lower-risk workplaces. The specific interval is agreed upon in the contract according to the company’s needs.

What if the external PQP overlooks something – who bears the responsibility?

The employer always bears responsibility for OHS. The external PQP provides professional support and consultancy but cannot assume the legal responsibility of line managers. That is why it is crucial for the cooperation to work both ways and for managers to take the PQP’s recommendations seriously.

Does OHS outsourcing also include occupational medical examinations?

No. Occupational medical examinations are provided by a provider of occupational medical services, i.e., a healthcare facility. The external PQP helps set examination dates according to job categorization and monitors their validity, but does not perform the examinations themselves.

How quickly can you take over OHS for a new client?

It depends on the state of the documentation and the size of the company. If the existing documentation is in order, the takeover can happen within a matter of days. If everything needs to be processed from scratch, allow 2–4 weeks. In urgent cases, we try to accommodate in an expedited mode.

Need to sort out OHS for your company without unnecessary complications? Check out our services:

• OHS for companies – complete OHS provision including documentation and periodic inspections
• Fire safety – fire safety documentation, preventive inspections, cooperation with fire brigades
• Employee training – initial and periodic OHS and fire safety training tailored to your operation
• Indicative price list – for a basic idea of our service prices

Or send us a non-binding inquiry directly via the inquiry form – we’ll get back to you and arrange the next steps according to your operation.

Sources for this article

The information in the article is based on the current wording of these regulations and control sources:

• Act No. 262/2006 Coll., Labour Code — Section 101 (obligation to ensure OHS) and Section 103 (employee training).
• Act No. 309/2006 Coll. — Section 9 (when a company must ensure risk prevention by a professionally qualified person) and Section 10 (professional competence and five-year certificate validity).
• Act No. 133/1985 Coll., on Fire Safety — Section 4 and Section 16 (activity categories and fire safety training).
• Act No. 251/2005 Coll., on Labour Inspection — Section 30 (sanctions for violating OHS obligations).
• Act No. 373/2011 Coll. — Section 53 (occupational medical services).
• MoLSA Handbook: Act No. 309/2006 Coll. — verification of the current wording of Section 9 and Section 10 after amendment No. 318/2025 Coll.
• MoLSA Handbook: Act No. 262/2006 Coll. — verification of Section 103 on OHS training.
• State Labour Inspection Office: Questions and Answers on Occupational Safety — practical interpretations on OHS, inspections, and technical equipment.

The text is for informational purposes, does not replace individual legal assessment, and regulations may be amended. Status as of the article’s publication date.