Many environmental laws give community members the right to request a formal inspection when they believe a facility, mine site, or discharge is violating environmental standards. A formal inspection request triggers the agency’s duty to review the concern, determine whether an inspection is necessary, and respond within a reasonable timeframe. Below is a general guide for preparing and submitting a clear, effective request.
1. What a Formal Inspection Request Is
A formal inspection request is a written complaint submitted to a regulatory agency asking them to investigate potential violations. Examples include:
- Pollution entering local waterways
- Hazardous discharges from industrial or mining operations
- Failure to follow permit conditions
- Unsafe or non-compliant waste management practices
Agencies typically must:
- Log your complaint
- Review the information
- Decide whether to conduct an on-site inspection
- Notify you of their determination
2. What to Include in Your Request
✓ Your Contact Information (optional but helpful)
You can submit anonymously in many places, but providing contact information:
- Allows the agency to follow up with questions
- Helps you receive updates on the inspection
✓ Clear Description of the Problem
Provide as much detail as possible:
- Who is responsible (facility name, mine ID, operator)
- Location (address, GPS coordinates, nearby landmarks)
- What you observed (polluted water, odors, dead fish, runoff, dust, noise, etc.)
- When it occurred (dates, times, how often)
- Whether the issue is ongoing
**✓ Evidence if Available
(Optional but valuable):**
- Photos or videos
- Written logs of observations
- Screenshots of permit violations
- Water color/smell descriptions
You do not need to prove the violation — simply describe what you reasonably believe is happening.
3. How to Submit the Request
EPA
- Use the EPA online complaint portal or contact your EPA regional office.
- For Clean Water Act/NPDES concerns, you can also contact the regional Water Division.
State Environmental Agency
- Most states have an online form, complaint hotline, or regional office email.
OSMRE (Mining / SMCRA)
If your concern is related to coal mining or mine reclamation:
- Submit a written complaint to your local OSMRE Field Office.
- SMCRA grants citizens the explicit right to request inspections (30 CFR Part 842).
4. After You Submit the Request
The agency should:
- Confirm receipt of your complaint
- Decide whether an inspection is warranted
- Notify you of its determination
- Conduct the inspection (if approved)
- Provide you with the results or findings
If the agency rejects your request
You may have the right to:
- Receive a written explanation
- Appeal the decision (varies by law and agency)
- Submit additional evidence and re-file
5. Tips for a Strong Request
- Be factual and concise- avoid emotional language
- Stick to what you personally observed
- Include dates, times, and specific details
- Keep copies of everything you submit
- Follow up if you don’t hear back within a reasonable timeframe
6. Sample Inspection Request Email
Subject: Formal Inspection Request – Potential Environmental Violation at [Facility Name]
To: [Agency/Regional Office Email]
From: [Your Name, optional]
Hello,
I am submitting a formal request for an inspection under [relevant law, if known]. I believe that [facility/mine] located at [address or location] may be in violation of environmental requirements.
Observed issue:
[Brief description of what you saw, when, and any impacts]
Date(s) and time(s) of observation:
[Details]
Additional information:
[Any photos, evidence, or context you can share]
Please confirm receipt of this request and let me know if you need additional information.
Thank you for your attention.
Sincerely,
[Name, optional]
Note: This guide is for general informational purposes only. It is not legal advice, and Citizens Coal Council is not a law firm. For legal questions or concerns about your specific situation, please consult an attorney.