United Kingdom · guide · 7 September 2026
What evidence should I keep after an EA inspection?
After an Environment Agency compliance assessment, you should retain records and evidence that demonstrate what you have done to address any findings and that you are meeting your permit conditions. This note describes the typical evidence to keep. Source: EA management systems guidance and standard permit conditions (OGL v3.0).
Records required by your permit
Your environmental permit conditions will specify what records must be kept and for how long (typically 6 years from the date of the record). Common requirements include:
- Monitoring data — emissions, discharges, waste volumes, energy/water use.
- Calibration and maintenance logs — for equipment, plant, containment, abatement.
- Waste records — waste transfer notes, consignment notes, returns, pre-acceptance audits.
- Training records — competence assessments, refresher training, inductions.
- Incident and complaint logs — dates, nature, actions taken, notifications to the EA.
- Management system documentation — procedures, risk assessments, improvement plans.
Check your permit schedule for the exact retention periods and record types that apply to your activity.
Evidence of actions taken after the CAR
If the CAR recorded non-compliances and required actions, keep evidence that you have completed the work by the stated deadline:
- Timestamped photographs — before and after shots of infrastructure repairs, signage, housekeeping improvements.
- Invoices or job sheets — for contractor work, equipment installation, maintenance.
- Updated procedures or documents — if the CAR required management system changes.
- Submission confirmations — if you were asked to provide monitoring data, reports, or notifications.
- Written confirmation to the EA — a copy of your response if you notified the issuing officer that the work is complete.
This evidence may be requested at a follow-up inspection or enforcement review.
The CAR form itself
Keep the CAR and any related enforcement letters (site warnings, notices) with your permit file for at least 6 years. The EA places these documents on the public register, but you should retain your own copies alongside supporting evidence of actions taken.
Correspondence with the EA
Retain copies of all emails, letters, and notifications sent to or received from the EA about the assessment, including:
- Concerns raised about the CAR findings (within 14 days of receipt).
- Requests for extensions or clarification.
- Notifications of completion of remedial work.
- Responses from the EA officer.
This correspondence forms part of your compliance history.
Ongoing compliance evidence
Even if a CAR found no breaches, continue to maintain the records your permit requires. At future inspections, the EA will review your record-keeping systems, monitoring data quality, and evidence of ongoing compliance. Good records help demonstrate that you are meeting your permit conditions and operating a robust management system.
What CARBrief does with evidence requirements
When we prepare a CARBrief, we note the evidence types that are relevant to the findings and actions recorded on the CAR (e.g. "photo evidence of repaired containment", "updated IMAP"). We do not create records or advise what specific evidence you should submit to the EA.
Common questions
What records must I keep after an EA inspection?
Your permit conditions specify what records must be kept and for how long (typically 6 years). Common requirements include monitoring data, maintenance logs, waste transfer notes, training records, incident reports, and management system documentation.
Should I take photos of completed remedial work?
Yes. Timestamped photos showing that you have corrected a breach or completed required work are useful evidence for follow-up assessments or enforcement discussions. Keep them with your site records.
How long should I keep the CAR form?
At least 6 years. The CAR is part of your permit compliance history. The EA publishes it on the public register, but you should retain your own copy alongside supporting evidence of actions taken.