Daily Equipment Inspection Checklist: OSHA-Compliant Guide

Equipment inspections are required by Occupational Safety and Health Administration (OSHA) regulations before each shift, especially for equipment used around the clock. Skip them, and you’re risking a busted machine, an injured operator, or a project delay no one budgeted for.

That’s why you need an OSHA-compliant checklist that helps you:

• Avoid liability if something goes wrong on-site
• Stay audit-ready with clean, trackable records
• Keep your crew safe and your projects on schedule
• Catch wear and tear early before it becomes downtime

In this guide, we’ll show you exactly what to include in your daily equipment inspection checklist and how to turn a routine task into a real operational advantage. We’ve also included a free, editable checklist you can download and start using right away!

Why Equipment Inspections Are Critical for Your Business

The cost of equipment downtime for fleet vehicles typically ranges between $500 and $2,000 per day per vehicle. That includes lost revenue, emergency repair costs, backup rentals, rescheduled crews, and strained customer relationships.

And from a compliance standpoint, OSHA requires equipment inspections at the start of each shift. If your inspection process is inconsistent or undocumented, you’re liable.

Investing in daily inspections delivers a clear return:

• Reduces reactive repairs: Fixing small issues early costs far less than emergency fixes
• Boosts equipment lifespan: Well-maintained equipment stays on the job longer
• Improves scheduling accuracy: You can plan around maintenance
• Keeps insurance costs in check: Preventive practices can reduce claims and premiums
• Builds a culture of safety and accountability: Operators take care of equipment they know is being monitored

What to Include in an Equipment Inspection Checklist

Your equipment inspection checklist should guide the operator to review every component that could affect safety, performance, or compliance. Here’s what to include:

1. Core Safety and Functionality Checks

These are the basics required by the Occupational Safety and Health Administration (OSHA) for heavy equipment use:

• Brakes: service, parking, and emergency brakes
• Steering: smooth operation, no binding
• Tires or treads: correct inflation, no visible damage
• Horn, lights, and alarms: all must be fully functional
• Windshield, mirrors, and visibility aids: clean, undamaged, properly positioned
• Seat belts and restraints: present and operational
• Hydraulic system: inspect hoses, lines, and fittings for leaks or wear
• Controls and levers: should move freely and return to neutral
• Backup alarms and beacons: required for many vehicle classes
• Fire extinguisher: charged, mounted, and within reach
• Battery and wiring: no corrosion, exposed wires, or loose connections

OSHA requires these checks before each shift, and every item should be documented, even if no issue is found.

2. Fluid Levels, Leaks and Gauges

A major source of avoidable downtime is fluid loss or contamination. That’s why fluid checks should be a fixed part of every inspection—especially for vehicles operating in extreme temps or off-road environments. Look for:

• Engine oil, coolant, brake fluid, transmission, and hydraulic fluid levels
• Fuel level and fuel system leaks
• Leaks underneath or around the machine
• Dashboard gauges and warning lights

A fleet inspection software like Whip Around can help simplify inspections and ensure issues don’t get lost in the shuffle. Drivers can use the mobile app to log fluid levels, add photos, flag leaks, and leave comments so mechanics know exactly what’s wrong before the vehicle even hits the shop. It’s faster, clearer, and fully trackable.

3. Structural and Operational Integrity

You want to catch cracks, corrosion, or loose parts before they become failures.

• Booms, forks, chains, and lifting components: no visible damage, deformation, or excessive wear
• Welds and joints: inspect for stress fractures or corrosion
• Mounting points and pins: properly secured
• Chassis or frame: look for bends, rust, or signs of strain

4. Site-Specific or Equipment-Specific Items

Depending on your operation, include:

• PTO shafts or attachments
• Outriggers and stabilizers
• Buckets, blades, or hitches
• Crane controls, hoist ropes, or slings
• Fall protection gear or operator harnesses

With an equipment inspection software like Whip Around, you can easily tailor inspection forms by equipment type. Just select the asset, apply the right checklist, and ensure your team only sees the fields that matter. That keeps inspections quick, relevant, and OSHA-compliant.

5. Often Overlooked But Critical

These are the items that don’t always make it onto standard checklists—but they should:

• Document validity: Is the registration, insurance, or inspection sticker expired?
• Inspection metadata: Equipment ID, asset barcode, inspector name, time/date
• Out-of-service tagging: Was the equipment flagged last shift? Is it still unsafe to operate?
• Open work orders or unresolved issues: Has this defect been reported before? Has it been fixed?

6. Sign-Off and Submission

The checklist is only as strong as its follow-through. Every inspection should end with:

• Inspector signature (digital or physical)
• Supervisor sign-off if defects are reported
• Automatic record submission

Whip Around’s fleet management reporting makes all of this digital, timestamped, and accessible in one dashboard—so nothing falls through the cracks. Every inspection, signature, photo, and comment is logged and stored securely, ready for audits or internal reviews. You can filter reports by asset, defect type, or status, and export records instantly if needed. It’s proof, visibility, and peace of mind.

How Often Do I Need to Inspect Equipment?

OSHA requires equipment inspections before each shift for heavy equipment used on job sites. But depending on the type of asset and how it’s used, you may also need shift-based, weekly, or monthly checks to stay compliant and avoid unexpected breakdowns.

Items to Inspect Daily Before Operation

Before any equipment is powered up, a daily walkaround should confirm it’s safe, functional, and ready for use. This is your baseline pre-shift inspection required by OSHA and essential for keeping jobsites moving without interruption.

Here’s what should always be reviewed:

• Brakes, steering, and horn: Must be responsive and free from lag or resistance
• Lights, mirrors, and visibility aids: Ensure full visibility and proper signaling
• Hydraulic lines and hoses: Check for leaks, cracks, and wear
• Tires or tracks: Look for low pressure, damage, or embedded debris
• Engine oil, coolant, and fuel levels: Top off if low; report any leaks immediately
• Load-handling components: Forks, buckets, booms, and lifting chains must be damage-free
• Safety gear: Fire extinguisher, first-aid kit, seat belts, and warning labels in place
• Dashboard indicators: No warning lights should be ignored
• Obvious damage or wear: Cracks, loose parts, or structural issues should be flagged
• Last inspection status: Review any previous issues or open work orders before operating

Weekly Maintenance Checks 

Weekly checks go a level deeper than daily inspections. While the daily checklist focuses on operational readiness, weekly maintenance looks for signs of wear that build over time and helps prevent small issues from turning into bigger problems.

Key items to inspect each week include:

• Battery terminals and cables – Look for corrosion, loose connections, or signs of discharge
• Air filters – Check for heavy dust buildup or clogging
• Fan belts and pulleys – Look for cracking, fraying, or tension issues
• Undercarriage components – Inspect for wear on tracks, rollers, and frame
• Fluid contamination – Check oil and hydraulic fluid for discoloration or debris
• Grease points: Ensure all lubrication points are greased per manufacturer guidelines
• Fasteners and mounts: Tighten any loose bolts, clamps, or fittings
• Cab and controls: Clean vents, check seat condition, and ensure HVAC systems are functioning
• Fire extinguisher pressure: Confirm it’s charged and the pin is intact
• Spare parts and consumables: Restock items like filters, gloves, and spill kits if running low

Monthly/Quarterly Deep-Dive Inspections

While daily and weekly checks catch surface-level issues, monthly or quarterly inspections are your chance to look under the hood, literally and figuratively. These deep-dive inspections help identify slow-developing problems, plan major service, and keep your equipment running at peak performance.

Include the following in your monthly or quarterly review:

• Full engine inspection: Check for leaks, belt wear, unusual noise, or exhaust discoloration
• Transmission and driveline components: Inspect for vibration, fluid leaks, or shifting issues
• Hydraulic system pressure test: Confirm system performance under load
  
• Cooling system: Flush or top off coolant, inspect the radiator and hoses for buildup or leaks
• Brake system audit: Check drums, pads, discs, and fluid levels in detail
• Electrical system: Test alternator output, inspect wiring, clean and tighten battery connections
• Chassis and frame inspection: Look for stress cracks, rust, or weld separation
• Alignment and suspension: Inspect bushings, springs, tie rods, and shock absorbers
• Instrumentation and gauges: Confirm all sensors are reading accurately
• Update maintenance records: Log findings, schedule any follow-up service, and review recurring issues

Creating a Maintenance Cadence by Equipment Type

Not all equipment wears the same or needs the same attention. A daily-used skid steer will need far more frequent checks than a backup generator. To avoid over-servicing some assets and under-inspecting others, build your maintenance schedule based on actual usage and risk.

Here’s how to think about cadence by type:

• High-use assets (e.g. forklifts, skid steers, delivery vans)
  • Daily inspections required
  • Weekly maintenance checks
  • Monthly deep dives
  • Maintenance triggered by hours/mileage
• Heavy-duty machines (e.g. cranes, excavators, loaders)
  • Daily inspections per OSHA
  • Weekly checks for hydraulics, stress points
  • Monthly or 250-hour service intervals
  • Quarterly system audits
• Seasonal or low-use equipment (e.g. generators, backup units)
  • Pre-use inspection before deployment
  • Monthly battery, fluid, and function tests
  • Quarterly condition and readiness reviews
• On-road commercial vehicles
  • Daily DVIRs (Driver Vehicle Inspection Reports)
  • Preventive maintenance every 5,000–10,000 miles
  • Quarterly compliance audits and inspections

In Whip Around you can check the details of each asset to understand its situation in your fleet maintenance strategy.

To get your maintenance cadence right and avoid both over-servicing and under-maintaining, factor in the following:

• Hours of use: More runtime means more wear. Track usage by asset, not just by calendar. A machine running 10 hours a day will hit service thresholds faster than one used weekly.
• Operating conditions: Dust, mud, salt, humidity, and extreme heat or cold all accelerate wear. Harsh conditions call for tighter inspection cycles, especially for filters, seals, and electronics.
• Manufacturer guidelines: OEMs provide maintenance intervals for a reason. Use them as your baseline, then adjust based on real-world usage. If your inspections consistently find issues before the recommended interval, shorten the gap.
• Historical maintenance data: Past breakdowns and repeat issues offer clues. If an asset has a pattern of failing brakes every 90 days, you may need to inspect them every 30. Data tells you where to focus.

Regulatory requirements (OSHA, DOT): Daily inspections are required for most jobsite equipment (OSHA), and commercial vehicles (DOT) must have documented pre- and post-trip inspections. Skipping these risks fines and legal exposure.

Improve Safety with a Daily Equipment Inspection Checklist

Whether you’re managing forklifts, excavators, or delivery vans, a solid inspection checklist turns uncertainty into action.

We’ve created a free, downloadable daily equipment inspection checklist you can use as-is or tailor to your own fleet. It’s designed for construction, logistics, and industrial teams that need to inspect assets quickly but thoroughly before every shift.

Download the editable checklist now