The Hidden Mistake: Not Preparing for the On-Site Visit
While not one of the "top 5" mistakes in initial applications, failing to prepare for the On-Site visit is where many applications fall apart after months of successful document review.
Hannah Follweiler
10/24/20253 min read
What Happens During an On-Site Visit
The on-site visit is your opportunity to prove everything you've claimed in your application—and where certification analysts test whether you truly control and operate your business.An analyst from the certifying agency will:
- Visit your actual business location (not a home office unless that's your legitimate business address)
- Interview the disadvantaged owner in person
- Review physical evidence of business operations
- Examine equipment, files, and documentation
- Ask detailed questions about daily operations
This typically lasts 1-2 hours and feels like a combination of a business audit and a job interview.
Common On-Site Visit Failures
Failure #1: You're Not Actually There
If you claim to control daily operations but you're unavailable during normal business hours—or someone else answers operational questions—that's a major red flag.
Failure #2: Your Office Doesn't Look Operational
If your "office" is an empty room with a folding table and no evidence of actual work, analysts will question whether you're truly operating a business.
Failure #3: You Can't Answer Basic Questions
Questions like:
- "Who's your insurance carrier?"
- "How do you process payroll?"
- "Walk me through your last contract from bid to completion."
- "Show me your equipment and explain how you use it."
If you don't know these answers, it suggests someone else runs your business.
Failure #4: Documents Don't Match Your Application
If your bank statements, contracts, or other documents show discrepancies with what you submitted in your application, you'll need to explain them convincingly.
How to Prepare for Success
✅ Organize Your Workspace: Ensure your business location looks like an actual operating business:
- Organized files and documentation
- Equipment present and operational
- Computer, phone, office supplies
- Business signage
- Evidence of ongoing work (contracts, project files)
✅ Practice Answering Questions: Have someone quiz you on:
- Your business history
- Daily operations
- Financial processes
- Client relationships
- Decision-making authority
✅ Prepare Physical Evidence: Have ready to show:
- Filed contracts and purchase orders
- Bank statements showing you have signature authority
- Equipment titles or leases in business name
- Licenses and certifications
- Insurance policies
- Payroll records
✅ Be Honest: If there are weaknesses in your situation (outside employment, limited experience in a NAICS code, recent business changes), address them honestly rather than hiding or minimizing them.
✅ Dress Professionally: This is a formal business interview. Dress accordingly and treat it with the seriousness it deserves.
The on-site visit is your chance to bring your application to life. Analysts want to approve qualified businesses—help them feel confident in your application by being prepared and professional.
Feeling uneasy about the On-Site Interview? We can go through it together. Schedule a practice On-Site Interview today!
Ready to Start Your Certification Journey?
If you're feeling overwhelmed by the complexity of DBE certification requirements, you're not alone. The process is genuinely complicated—which is exactly why Equal Footing Consulting exists.
We help women- and minority-owned businesses navigate DBE certification with:
- 95% first-time approval rate (vs. 60% for DIY applications)
- Insider expertise from a former WMATA certification analyst
- Complete application preparation and documentation review
- Personal net worth calculations and verification
- On-site visit preparation and coaching
- Transparent flat-rate pricing with no hidden fees
Schedule a free 30-minute assessment to review your eligibility, identify potential issues, and get a clear roadmap to certification—no pressure, no obligation.
📞 Call: (571) 473-8127
📧 Email: hannah@equal-footing.com
🌐 Visit: www.equal-footing.com
Don't let preventable mistakes cost you months of delays or a denied application. Get it right from the start.
About the Author:
Hannah Follweiler is the founder of Equal Footing Consulting LLC, a DBE certification consulting firm based in Alexandria, Virginia. As a former WMATA Small Business Analyst, Hannah reviewed hundreds of certification applications and conducted on-site visits, giving her unique insider perspective on what agencies scrutinize and how businesses can successfully navigate the process. She has helped over 100 businesses achieve DBE, MBE, WOSB, and SBE certification with a 95% first-time approval rate.
Equal Footing Consulting
Alexandria, VA | Serving Clients Nationwide
📞 (571) 473-8127