Post inspections are one of the most misunderstood parts of VFW operations. Some view them as a dreaded event – one that results in a pass or fail grade for a Post. But when approached properly, inspections are a valuable tool to ensure that Posts are functioning effectively, serving their mission, and maintaining accountability.
What is a VFW Post Inspection?
Each year, every VFW Post MUST be inspected by a District Officer or designated representative. This isn’t just an administrative acrobatic trick to pain over; instead, it’s an opportunity to verify that the Post is meeting minimum standards, keeping good records, and complying with VFW policies and various laws. Think of it as a tune-up, not a takedown.
Why It Matters
Inspections protect your Post, your leadership, and your reputation. They help uncover:
- Missing reports or overlooked deadlines
- Financial inconsistencies
- Gaps in membership engagement or programs
- Misunderstandings of Bylaws or VFW procedures (i.e. what items are required)
- Missing business activity requirements (i.e. 990 filings, sales or payroll tax filings, and relevant licensing)
- Other VFW Post Operations Inefficiencies
More importantly, these VFW Post Inspections give leadership a chance to make improvements, ask questions, and get support.
Preparing Year-Round
VFW Post Inspection readiness shouldn’t begin a week or two before the District Inspector arrives. In fact, the most successful VFW Posts prepare all year long by:
- Keeping organized, up-to-date meeting minutes
- Submitting required reports on time
- Maintaining clean and accurate financial records
- Following correct voting and motion procedures
Create a simple monthly checklist based on past VFW Post Inspection forms and VFW Training Resources. That way, you’re never scrambling at the last minute.
Build a VFW Post Inspection Binder
The VFW Post Inspection and any possible addendum to it will ask a variety of questions. That often means that, without an organized approach, your Post Commander, Quartermaster, and/or Adjutant would be running all around the office or Post Home to locate the various documents that answer each question. Make your life easier. Grab the VFW Post Inspection sheet and any related addendums from the Department and set up a binder. Add a tab for each question or set of questions. This helps your Post leadership know what pieces are missing, if any, and it then provides an organized way to turn a multi-hour inspection into a much more efficient and stress-free experience.
Make It a Team Effort
Preparing for inspection shouldn’t fall on one person’s shoulders. Involve the Commander, Adjutant, Quartermaster, and Trustees. Review the checklist together. Once you have your binder built and leadership team engaged in the process, ask seasoned members of the Post or District leadership to help conduct a pre-inspection one or two months in advance. This shows seriousness and helps identify gaps early.
Turn the Inspection into a Positive
If something is missing or out of order, don’t panic. Use the inspector’s findings to improve operations. Ask for guidance. Remember, inspectors aren’t there to shame, for they’re there to help ensure the Post’s success. Also, even if you know you have a few pieces out of place or missing, that is NOT a reason to attempt to avoid or postpone the inspection. Get the inspection done and begin working on correcting delinquencies.
VFW Posts that consistently do well on inspections build a culture of excellence. They also gain greater trust from District and Department leadership, and they’re better positioned to earn All-State or All-American honors.
Final Thoughts
Inspections are part of leading a transparent and effective VFW Post. By preparing proactively, engaging your team, and using the process as a learning tool, your Post can turn inspections from a “gotcha” moment into a growth opportunity. Prepare with pride. Lead with purpose. Keep the mission in motion.
