Top Safety Inspections to Perform Before Using Rented Equipment

Introduction

Whether you’re renting a forklift, skid steer, or aerial lift, performing proper safety inspections before using rented equipment isn’t just a precaution—it’s essential. Every year in Canada, rental equipment-related accidents cost businesses thousands in fines, downtime, and injuries. To avoid these risks, you must follow a structured process built on trusted inspection practices. In this guide, you’ll learn how to perform effective equipment rental safety inspections that align with legal requirements, reduce hazards, and ensure reliability.

What Is a Pre-Use Equipment Inspection?

Pre-use equipment inspections in Canada are systematic checks performed before each use of rented equipment to ensure that it is safe, functional, and compliant with local safety standards (like CSA and OHSA regulations). These inspections are not only good practice—they’re often a legal requirement under provincial workplace safety laws.

Inspections help identify hidden issues such as leaks, worn-out parts, or improper maintenance. Catching these problems early can prevent costly breakdowns, protect operators, and ensure you’re not held liable for damages.

Which Key Areas Must Be Checked on Rented Equipment?

To cover all bases, your rented equipment safety checklist should include these core areas:

Component	What to Inspect	Why It Matters
Undercarriage	Tracks, debris, visible cracks or wear	Stability and safe movement
Lights & Signals	Headlights, brake lights, hazard indicators	Visibility and legal compliance
Hydraulics	Hose integrity, leaks, reservoir levels	Prevents failure and costly repairs
Brakes & Tires	Pad wear, air pressure, tread condition	Essential for stopping power and control
Safety Features	ROPS, decals, horns, fire extinguishers	Protects operator in case of emergency
Controls	Levers, pedals, throttle, kill switch	Ensures full operational control
Documentation	Service logs, safety decals, rental agreements	Legal protection and accountability

By checking these areas thoroughly, you reduce risk, extend equipment lifespan, and build a strong safety culture.

How to Conduct the Inspection: Step-by-Step

Here’s how to perform pre-use equipment inspections in Canada effectively:

1. Visual Walkaround
   Check for leaks, rust, loose bolts, or visible damage.
   
2. Control Test
   Start the engine and verify that all controls are responsive.
   
3. Functional Check
   Raise/lower attachments, test brakes, lights, and turn signals.
   
4. Inspect Safety Devices
   Confirm fire extinguishers, safety labels, and guards are in place.
   
5. Review Documentation
   Cross-check the equipment logbook and rental agreement.
   
6. Photograph Issues
   Take pictures of any pre-existing damage and notify the rental provider.
   

Tip: Use a digital checklist app to save time and maintain consistency.

What Technology Can Improve Inspection Reliability?

To improve inspection quality and traceability, Canadian rental companies and safety consultants recommend these tech tools:

• Digital Checklists (via app or tablet)
• Photo Documentation (with timestamping)
• QR Code Equipment Tags
• Remote Monitoring Devices (like ECAM asset tracking)
  

This technology ensures inspections are standardized and can be easily audited.

How Often Should Inspections Be Done?

In Canada, industry standards recommend:

• Pre-use: Before every use or shift
• Post-transport: After delivery or relocation
• Periodic Checks: As per manufacturer’s or rental company’s schedule
• Return Check: Before returning the equipment
  

Failing to perform routine rental equipment safety checks can result in denied insurance claims and regulatory fines.

Who Should Perform the Inspections?

• Trained Operators: Must complete a checklist before each shift
• Site Supervisors: Verify that inspections are logged daily
• Third-Party Inspectors: Ideal for specialized or high-risk equipment
  

In provinces like Ontario or British Columbia, employers are responsible for ensuring that competent individuals complete inspections.

What If Issues Are Found During Inspection?

If your inspection reveals damage, malfunction, or safety hazards:

• Do Not Operate the equipment
• Tag Out and Report the issue immediately
• Notify the Rental Provider with full documentation
• Record All Findings in your safety log

Rental companies are typically responsible for repairs unless damage is caused by negligence.

FAQ: Rental Equipment Safety in Canada

1. What if the rental provider already inspected the equipment?
   You are still responsible for a pre-use inspection. Don’t rely solely on provider checks.
2. Do small tools need inspection?
   Yes. Even ladders, harnesses, and hand tools require basic checks before use.
3. Who pays for repairs found during the rental?
   If it’s wear-and-tear or manufacturer-related, the rental company pays. Damage caused by misuse is your responsibility.
4. How long should I keep inspection records?
   Keep records for at least one year—some provinces require longer for audit purposes.

Steps to Safe Equipment Use

DIY vs. Third-Party Inspection Comparison

Feature	DIY Inspection	Third-Party Inspection
Cost	Low (time-based)	$75-$200 per machine
Compliance Level	Varies by user	Guaranteed with documentation
Liability Protection	Moderate	High
Speed	Immediate	Requires scheduling

Third-party inspections are often preferred for heavy or hazardous equipment.

Best Practices for Long-Term Safety

• Train all staff on inspection protocols
• Digitize records for easy access
• Schedule quarterly safety audits
• Partner with safety consultants for ongoing compliance

A robust safety program reduces accidents, lowers insurance premiums, and enhances productivity.

Conclusion

Conducting thorough equipment rental safety inspections is more than a checklist item—it’s a core component of a responsible and safe worksite. By following the guidance above, leveraging technology, and keeping accurate records, you not only meet legal standards but also create a culture of accountability.

At NAM Rentals (namrentals.com), we take pride in offering the highest-quality rental equipment across Canada, backed by professional inspection services and unmatched customer support. Our fleet is regularly maintained and safety-checked to meet and exceed Canadian standards.

Trust NAM Rentals—the leading equipment rental provider in Canada—to keep your operations moving safely and efficiently. Contact us today to learn more or request a rental!