EHS Inspections: Focus on Vehicles and Heavy Equipment

July 3rd, 2025 by Dakota Software Staff

Environment, Health, and Safety (EHS) inspections are essential to ensure compliance and create a strong culture of safety in the workplace. In this recurring series, we’re diving into the most common challenges facing EHS pros—and providing quick inspection tips to help address them.

Vehicles and heavy equipment – Vehicles are an integral part of modern life—and they can present numerous workplace safety hazards. All employees, regardless of their work, must take care to operate vehicles safely, whether they are using a company car or their own car during a daily commute. And in certain industries, particularly construction and warehousing, the inspection of motor vehicles and heavy equipment is even more crucial to preventing serious injury and death.

The What and Why of Vehicle/Heavy Equipment Management

What it is: The Occupational Safety and Health Administration (OSHA) regulates certain aspects of motor vehicles and mechanized equipment under 29 CFR Part 1926 Subpart O, with equipment covered under §1926.600 and motor vehicles operating on off-highway jobsites under §1926.601. Powered industrial trucks in general industry (such as forklifts, tractors, and motorized hand trucks) are regulated under Part 1910, specifically §1910.178. While some fleet vehicles may be regulated by OSHA in these sections, all of them are subject to all federal and state Department of Transportation (DOT) traffic regulations as well as all local traffic laws, the same as any other vehicle on the road.

The trucking industry is more extensively regulated by the DOT’s Federal Motor Carrier Safety Administration (FMCSA), under 49 CFR 300–399.

Why it matters: Because of their weight, moving parts, and potentially high speed, vehicles and heavy equipment pose significant hazards to health and safety. Failure to properly inspect this equipment (and properly train its operators) can lead to any number of vehicle-on-vehicle or vehicle-on-person incidents—the results of which can range from minor injuries and equipment damage to severe injuries like crushing, amputation, or death.

The consequences go beyond human costs. OSHA notes that in addition to causing almost 39% of occupational fatalities, transportation incidents (both on- and off-the-job) cost organizations over $72 billion in 2018.

Steps for an Effective Vehicle/Heavy Equipment Inspection

Inspections of vehicles and heavy equipment are dependent on the specific nature of the machine as well as the industry/operation in which it is put to use. The following can be arranged into a general checklist of top-level safety considerations, and should allow space for commentary or notes for corrective action. As noted above, EHS managers working in trucking/motor carrier industries will need to take much more into account when considering their FMCSA compliance obligations.

Heavy equipment

• Are all heavy equipment operators properly trained (and certified, when required) in startup, use, and maintenance of the equipment?

• Are all tires properly inflated, and is a safety tire rack, cage, or similar protection engaged when inflating or changing tires?

• Are wheels properly blocked or cribbed when necessary, such as when operating on an incline or when suspended by a sling or jack?

• Are all brake lines and parking brakes tested and inspected on a regular schedule?

• If the equipment is operated in the vicinity of power lines, is the proper amount of clearance observed and are all physical guards and/or electrical grounds in place when necessary?

• Is the parking brake always set when parked?

• If any equipment is left unattended overnight or used adjacent to a highway/construction area, is it identified clearly by all the appropriate lights, reflectors, or barricades?

Powered industrial trucks (e.g., forklifts)

• Are all of your powered industrial truck operators over the age of 18 and properly trained and certified?

• Do all trucks meet design and construction requirements established in the American National Standard for Powered Industrial Trucks, Part II, ANSI B56.1-1969, and are they clearly labeled as such?

• Do all powered industrial trucks operate in properly designated locations as defined under §1910.178(c)?

• Are all powered industrial truck operating areas sufficiently lit?

• Are all batteries and fuel for the trucks properly charged, changed, handled, and stored?

• Are all audible warning signals that accompany the forklift/truck in full operation and regularly tested?

• Are all braking systems regularly tested and inspected?

Fleet vehicles

• Are all fleet vehicle drivers properly licensed under state law?

• Is the insurance for each vehicle in the fleet current?

• Are all vehicles equipped with a service brake system, an emergency brake system, and a parking brake system?

• Are all braking systems routinely tested/inspected and maintained in operable condition?

• Are all headlights and taillights in operable condition?

• Are windshields free of cracks and powered wipers functional, with operable washing/defogging/defrosting systems?

• Are all vehicles equipped with seat belts meeting the requirements of 49 CFR part 571?

• Are all vehicles inspected for safety at the beginning of each shift?

• If applicable, are all driver hours of service records properly logged and retained?

As with any other inspection checklist, the above must be tailored to the unique needs of your organization to ensure compliance with state DOT regulations as well as any industry-specific requirements. EHS software can help simplify the task.

EHS Inspection Management Made Easier

EHS inspections rely on proper completion and management of checklists—and it can be a complex undertaking. Depending on the size and nature of their organization, EHS leaders need to ensure timeliness, consistency, and accuracy of inspections across departments and facilities.

That’s why EHS software is essential for inspection management. An integrated software solution has the ability to standardize forms and processes, maintain compliance calendars, push reminders, and keep easily searchable records of results. Perhaps most importantly, software can provide insights into the resulting inspection data via comprehensive analytics dashboards. Instead of simply filing away checklists and forgetting about them, software can illuminate where your EHS programs are succeeding and point out areas where additional training or other corrective actions may be necessary.

Software Solutions with an Eye for Safety

Inspections help EHS leaders maintain the vigilance necessary for safety and environmental compliance—and software solutions provide the power to manage it all effectively. Dakota Inspections allows you to create and share checklists tailor-made to your organization’s needs, plus track progress to guide corrective action.

Start your free trial today.