Technical inspections of the forklift truck

Technical inspections of forklifts are not only a legal obligation – in reality, they are much more important. Smart companies treat them as a pillar of safety and efficient operation of warehouses or production plants. Compliance with the standards of the Office of Technical Inspection protects not only employees or machines, but also the company’s finances. What do inspections look like in practice? Where does the role of documentation begin and where does it end? How do modern CMMS systems help in this ?

What exactly is a forklift subject to Technical Inspection?

The forklift trucks we see in warehouses every day are officially classified as short-range transport equipment (UTB). This means that before starting work, they must obtain an appropriate Technical Inspection decision. You can’t just bring the truck to the construction site and start working – you first need technical approval. As part of the approval, its most important functions are checked. Its safety of use is also verified.

And once the truck is up and running, the responsibilities don’t end there. Regular technical inspections are also involved. They should always be carried out by qualified inspectors. It’s also worth remembering that trucks operate in very different conditions: in one place they mainly carry cardboard boxes, in another they lift several tons of metal every day. But regardless of the application – safety requirements remain equally high.

Importantly, ignoring this issue can mean serious consequences for the company. We are talking especially about the health risk for employees. But that’s not all – you also have to remember the potential loss of efficiency or financial penalties.

Legal basis, or where do the requirements come from?

The regulations regarding forklift inspections do not come out of nowhere. There are several different pieces of legislation that govern this area. The key documents are:

• Act on Technical Supervision (2000),
• the regulation of the Ministry of Entrepreneurship and Technology from 2018 specifying the technical conditions of supervision,
• specialized Technical Inspection regulations for particular types of devices.

These documents determine which devices are subject to full and limited supervision. They also specify how often they must be inspected and what formalities must be completed. Importantly, the owner or user of the forklift cannot count on any concessions – they are responsible for reporting the device, meeting deadlines and completing documentation.

Overview of inspections – types of technical inspections

When we start using a truck, the first obligation is an acceptance test. It takes place before the device starts working. The inspector then verifies whether the assembly was carried out correctly and whether all the elements comply with the requirements. Without his consent, the truck will not start working.

Then you need to remember about the periodic inspection. It is usually carried out every year, although sometimes – in case of heavy use – the periods may be shorter. The inspector has a lot to say here. A lot depends on the type of truck and its operating conditions.

In addition, there are occasional inspections – both control and post-accident. Controls are performed, for example, after major repairs or moving equipment. Post-accident inspections are necessary when the truck was involved in an incident that could affect its technical condition.

What does the Technical Inspection procedure look like step by step?

The Technical Inspection is carried out according to established rules. First, you have to submit an application. Then it’s time to prepare the truck. The device must be clean, fully functional and have current documentation – from the user manual to repair confirmations. To keep your documents in order, it is worth using the CMMS system .

During the inspection, the inspector thoroughly checks all key elements: hydraulics, drive, safety systems, markings and labels. Then he conducts functional tests – the truck must perform several basic operations.

After everything, a protocol is drawn up. If everything is in order, a positive decision is issued. If defects are detected, they must be repaired and the inspector must be invited back. It should be noted here that until the decision is issued, the truck is basically out of use.

Why are systematic reviews so important?

First and foremost, it is about employee safety. Most accidents involving forklifts are caused by their poor technical condition or user errors. Regular inspections allow for early detection of problems – before they turn into serious failures or tragedies. This, in turn, significantly reduces the risk of undesirable situations in the plant.

In addition, regular check-ups are also a way to extend the life of the device and reduce operating costs. It is better to prevent than to pay for expensive repairs or – even worse – new equipment.

Technical documentation – not just papers on the shelf

A forklift under supervision must also have the appropriate documentation. But having it alone is not enough. The documents must be up-to-date, complete and easily accessible – especially in the event of an inspection.

The problem is that paper documents are easily lost or become outdated. That is why more and more companies are moving document management to CMMS systems. Thanks to this, all data is in one place, and the risk of errors is significantly reduced. Using this type of software also means much easier handling of potential repairs and other processes.

CMMS – how technologies support security

CMMS (Computerized Maintenance Management Systems) systems provide real support in everyday work. They allow not only to archive documents, but also:

• remind you about inspection dates,
• track repair and inspection history,
• create reports needed during audits.

Each trolley in the system is linked to its own technical history. This is a great help in preparing for Technical Inspection, audits or internal quality controls. Additionally, you can count on greater control over the equipment used in the plant.

Where do companies most often make mistakes?

Despite clear regulations, mistakes still happen. The most common problems are:

• lack of full documentation,
• no post-repair testing,
• late reporting of devices,
• ignoring daily inspections performed by operators.

Another common mistake is overloading trucks or using unauthorized spare parts. All of this significantly increases the risk of failures, accidents and costly downtime. It is worth being aware of this to avoid various unwanted consequences.

Summary – overview of regulations and good practices

Technical inspections of forklifts under the supervision of Technical Inspection are not an unpleasant duty, but a real investment in safety and efficiency. Systematic inspections, care for documentation and implementation of modern tools such as CMMS are elements that should be standard in every modern company.

In times when occupational safety is becoming as important as financial results, a professional approach to technical inspections is not an option – it is a necessity. Neglecting this aspect always leads to negative consequences sooner or later. By then it may be too late for simple solutions – it is definitely better to take care of all this in advance.