Inspections by Italian authorities: a partner FAQ

Global EOR and payroll platforms ask us the same question again and again. What happens if an Italian authority inspects a worker we hired through you? This FAQ covers what the request looks like and who responds.

What does an inspection request look like?  

It is usually a formal written notice. It names the legal entity under inspection and the workers or sites concerned. It lists the documents the authority wants to see. It sets a deadline for the reply.

It can arrive by certified email, by post, or in person at a workplace. A visit may come without warning. A written request normally comes with a stated period to respond.

Typical requests ask for:

• the employment contract and any amendments
• payslips and proof of payment
• working time records
• social security and tax filings
• health and safety documents
• proof of the worker’s right to work, where relevant

The notice is in Italian. The documents you hand over must be in Italian, or come with a translation the authority will accept.

Who are the authorities?  

Several bodies can check an employer. The labour inspectorate looks at contracts, working time and pay. The social security institute checks contributions. The workplace insurance body checks injury cover. The tax authority can check withholding. Each has its own powers and its own forms.

A single case can involve more than one of them. A labour visit can lead to a social security follow-up.

Who responds?  

The answer depends on who the employer is in law.

If we act as Employer of Record, we are the employer. The notice is addressed to us, and we respond. We hold the contract, the payroll records and the filings. We deal with the authority directly.

Your platform is not the addressee. Your customer is not the addressee either. But the notice may touch both, because the worker’s daily work happens at the customer’s site or under the customer’s direction.

So the response is shared in practice:

• We answer the authority, file the documents, and attend meetings or hearings.
• Your partnership and operations team passes on what it holds about the engagement, such as the service agreement and onboarding records.
• The end customer provides facts about the actual work: duties, hours, location, and who gives instructions.

One party leads. That is us. This avoids mixed messages to the authority.

What do you need to do when a notice arrives?  

If the notice reaches you first, send it to us the same day. Do not reply to the authority yourself. Do not tell the customer to reply on its own either. A reply from the wrong party can create new problems.

What we need from you:

• a copy of the notice and the envelope or email it came in
• the name of the worker and the customer
• any contact the authority has already made
• the date and manner of receipt

We then check what is asked, what is ours to answer, and what must come from the customer. We confirm the deadline and plan the reply.

Why does the customer’s input matter?  

Inspectors look at reality, not only at paper. They ask who directs the worker, where the work is done, and what hours are kept. Paper that does not match practice is a risk. We ask customers to keep working time and duties consistent with the contract. We set this out at onboarding.

If the facts differ from the file, tell us early. We can correct records before an inspector finds the gap.

What about data and privacy?  

An inspection can need personal data about the worker. We share only what the authority asks for and what the law allows. Your platform may hold part of that data. Agree in advance how it moves between us, who can request it, and how fast.

This is the reason we work with partners on a clear data exchange. When a notice arrives, nobody should be searching for records or arguing about who holds them.

What should partners prepare in advance?  

• a named contact on your side for inspection matters
• a rule to forward any official notice to us immediately
• a route to the customer’s operations contact
• a shared list of documents each party keeps

These steps cost little. They save time when a deadline is running.

Does an inspection mean something is wrong?  

No. Many inspections are routine or sector-wide. Some follow a complaint. A well-kept file, a clear lead and quick answers usually keep the matter short.

Partnership teams that want to see how inspection records are shared between our systems and theirs can request the data-exchange specification.