LOCAL RULES: REG. 851

Ontario forklift daily inspection report requirements

Your Ontario forklift daily inspection report has 2 rules to meet. ReportDraft puts every one on your checklist and checks your draft before you sign.

  • The annual thorough examination by a competent person, with a signed record
  • Defects reported to the employer or supervisor
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In Ontario, a forklift is a lifting device under the Industrial Establishments regulation (Reg. 851). The law requires a thorough examination by a competent person at least once a year with a signed record, competent operators, and defects reported to the employer. Here is each rule with a link to the official text on e-Laws, and how a daily operator check fits in.

Last reviewed October 13, 2026 against the official sources listed below.

Forklift daily inspectionONTARIO / SAMPLE

Sample notes, 111 words

Company: Lakeside Distribution, Dock B
Truck: FL-07
Make and model: Toyota 8FGCU25, propane
Hours: 11,482
Date: 10/09/2026, 1st shift
...
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We sorted 17 items into 4 sections and flagged 2 to fix soon.

  • Fix soonVisual check (truck off)

    Seat belt latch won't stay buckled

  • Fix soonOperating check (truck running)

    Backup alarm not working

  • Worth watchingVisual check (truck off)

    Capacity plate faded, can't read the load centre

2 Ontario rules on your checklist, including the annual thorough examination by a competent person, with a signed record.

Filled in for you

Company or siteLakeside Distribution, Dock B
Truck number or IDFL-07
Make and modelToyota 8FGCU25, propane
Hour meter reading11,482
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What Ontario requires

  • A lifting device, which includes a lift truck, is thoroughly examined by a competent person to determine its capability of handling its maximum rated load before first use and then as often as necessary, not less often than the manufacturer recommends and at least once a year; a record signed by the competent person is kept for at least one year, or longer so that at least the two most recent records are keptR.R.O. 1990, Reg. 851 (Industrial Establishments), ss. 1 (lifting device), 51 (1) (b), (1.1)
  • A lifting device is plainly marked so the operator can tell the maximum rated load it can lift under any operating condition, and has a cab, screen, canopy guard or other protection where the operator could be hit by falling materialReg. 851, s. 51 (1) (c), (d)
  • A lifting device is operated only by a competent person or a worker being instructed who is accompanied by one, so that no part of the load passes over any worker, with guide ropes where a load's rotation or uncontrolled motion could endanger someone, and with the controls attended while the load is raisedReg. 851, s. 51 (2)
  • Mobile equipment has headlights and tail lights when lighting conditions make operation hazardous, a screen or canopy guard where falling material is a hazard, carries a passenger only in a permanently installed seat, and is operated only by a competent person (or a worker being trained); where the operator does not have a full view of the path or load, a competent signaller directs itReg. 851, ss. 54 (1), 56
  • The employer makes sure equipment it provides is maintained in good condition and used as prescribed, and workers report to the employer or supervisor any defect in equipment that may endanger them or another workerOccupational Health and Safety Act, R.S.O. 1990, c. O.1, ss. 25 (1) (b), (d), 28 (1) (c)

The annual examination and the daily check

Every lifting device, forklifts included, is thoroughly examined by a competent person before it is first used, then as often as necessary, at least as often as the manufacturer recommends and at least once a year. The competent person signs a record, which is kept for at least a year and long enough that the two most recent are always on file.

Between those examinations, the employer keeps equipment in good condition and workers report any defect that could endanger someone to their employer or supervisor. A daily operator check is a practical way to catch and report those defects, and its record shows they were reported.

Marking, guards and operation

The truck is plainly marked so the operator can tell its maximum rated load, and has an overhead guard or canopy where material could fall on the operator. Only a competent person drives, or a trainee with one beside them. Loads never pass over a worker, the controls are attended while a load is up, passengers ride only in a permanent seat, and when the operator cannot see the path, a competent signaller directs them.

Common mistakes

  • No signed record of the annual examination, or only the latest one kept.
  • A capacity plate that has worn off.
  • Raised loads left with the controls unattended.
  • A second worker riding on the forks or the counterweight.
  • Operators noticing a defect but not reporting it to the supervisor.

Sources

Last reviewed October 13, 2026. Next review due January 13, 2027. This page explains published rules to help you write your report. It is not legal advice; the official text linked above governs.