Ask the Expert Insights: What to Expect from Your Inspector

Licence inspections—what can we truly expect?

A licence inspection can feel daunting, particularly when your business and livelihood depend on the outcome. In our latest Ask the Expert session last October 30, experienced animal health inspector Sharon Edwards shared what pet professionals can expect from an inspection — and how a little preparation can make the process much less stressful.

Sharon has spent much of her career in animal licensing with the City of London, whose animal health team works with around 40 local authorities. That experience has given her a broad view of the different types of premises, animals and businesses that inspectors encounter. Her biggest message throughout the session was simple: preparation is everything.

Start with the statutory guidance

The first place to go when preparing for an inspection is not a Facebook group, a fellow business owner or a vague memory of what happened last time. It is the government's statutory guidance for your specific licensed activity.

Under the Animal Welfare Act sits the Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations, with statutory guidance underneath them. Sharon's advice was to download the guidance relevant to your activity and go through it carefully — ideally with a highlighter. The guidance sets out the conditions you need to meet, including requirements around things like written procedures, animal accommodation, staffing, training and welfare.

And don't just read it once. Sharon also recommended signing up for government email updates so you are alerted when the guidance changes. You may not need to act on every update, but keeping an eye on changes helps prevent your business slowly drifting out of step with current requirements.

Remember that your inspector isn’t expected to know everything

Animal licensing inspectors deal with a wide range of businesses and species, so they cannot be experts in every area. You are the specialist when it comes to your own animals and business. Inspectors carrying out licence inspections must have the relevant qualification, and Sharon notes that it is perfectly reasonable to ask about an officer’s qualifications.

You shouldn't approach the inspection as though you need to prove that the inspector knows your business better than you do. You are the specialist in your particular field. Sharon's advice? Help them. If you keep unusual species, for example, provide clear information about what the animals are, their requirements and the relevant stocking densities. The more useful information you can give your officer, the easier it is for both sides.

Don’t leave your renewal until the last minute

Your local authority should normally contact you around 12 weeks before your licence expires, and Sharon recommends applying around 10 weeks before expiry. This gives enough time for the inspection, paperwork and any issues that need to be resolved. Remember that you cannot continue operating once your licence has expired without a new licence in place.

That 10-week period is also a good opportunity to inspect your own business. Check your premises, records, staff training, CPD and written procedures before the inspector arrives.

Look for the little red flags

Inspectors are looking for patterns, not just isolated imperfections. Things such as dirty equipment, overflowing bins, unsafe doors, poor food storage or damaged beds can raise questions about wider standards of care. Similarly, blaming individual staff members for problems can suggest that training and management systems are not working effectively.

The best approach is to identify these issues yourself and put them right before your inspection. The aim isn't to make every business look perfect. It is to demonstrate that you understand what is happening in your business and that you have systems in place to manage it.

Be open and honest

There is a significant difference between making a mistake and deliberately hiding a problem. If an operator approaches an officer with an issue, there may be an opportunity to work together to resolve it. But if an officer discovers that information has been deliberately concealed, or that documents demonstrate that an operator has not been truthful, that can become a much more serious red flag. Inspectors understand that people and animals make mistakes.

As Sharon put it: “Remember, I’m human. Remember, your officer is human.” Good communication gives everyone a chance to deal with problems before they become bigger ones.

What happens after the inspection?

Following the inspection, the officer considers the findings and prepares their report. New licences cannot be issued unless the required minimum standards have been met. For renewals, however, some issues may be addressed through a lower star rating or shorter licence period, giving the business time to come into compliance.

If you have a minor issue, you may also be given a short period to put things right and provide evidence such as photographs, receipts or training records. Sharon explained that, in many cases, this can be dealt with without another physical inspection.

Perhaps the most useful takeaway from Sharon’s session was that the relationship between an operator and their local authority does not need to be adversarial. Her advice is to communicate, ask questions and raise concerns rather than letting problems build up.

For Alliance members, Primary Authority can provide an additional layer of support. Through the Alliance’s coordinated partnership with the City of London, concerns about local authority requirements can be referred for assured advice on points of law, which can then be relied upon by local authorities nationally.

The takeaway for pet professionals

Inspections may always feel a little nerve-wracking, but they become much more manageable when your business is organised, your records are up to date and you understand what is expected of you.

As Sharon reminded us, inspectors are not there simply to catch businesses out. A good working relationship, honest communication and a willingness to address problems can go a long way towards achieving the shared goal: keeping animals safe and welfare standards high.

For more support with licensing, legislation and running your pet professional business, remember that Alliance membership includes access to sector updates, a free legal helpline, Primary Authority assured advice and regular Ask the Expert sessions.