How to Create a Preventative Maintenance Schedule for Your Forklifts

Understanding the Purpose of Preventative Maintenance

Preventative maintenance (PM) refers to the routine inspection, servicing, and upkeep of machinery before problems occur. Rather than waiting for parts to fail, PM focuses on identifying and addressing wear-and-tear issues ahead of time. This strategy is crucial for forklifts, which endure constant use, heavy loads, and harsh working environments.

Preventative maintenance for forklifts is typically broken into two key categories:

• Daily operator checks
• Planned maintenance intervals (based on time or hours of use)

Identify Manufacturer Recommendations

Start with your forklift’s manufacturer manual. This is your blueprint. Manufacturers specify:

• Service intervals (e.g., every 250 hours)
• Lubrication requirements
• Filter change schedules
• Torque specs
• Inspection items

Forklifts powered by internal combustion engines (diesel, propane) often require more frequent oil and filter changes compared to electric forklifts, which may prioritize battery inspections and electrical system maintenance.

Categorize by Power Type and Usage

A "one-size-fits-all" approach won’t cut it. Your schedule must be tailored based on the powertrain type and duty cycle.

Internal Combustion Forklifts

• Inspect and replace engine oil, oil filters, and air filters every 250 hours.
• Check coolant levels, fuel system, and exhaust components.
• Inspect fan belts and radiator for wear.

Electric Forklifts

• Conduct battery inspections every shift: check fluid levels, clean terminals, and look for corrosion.
• Inspect charger connections and power cables for damage.
• Test the hydraulic lift motor and traction motor for abnormal noises or excessive heat.

High-Usage vs. Low-Usage Forklifts

Forklifts operating multiple shifts per day will hit service hours quickly. Consider basing their schedule on operating hours, while lower-use units may benefit from calendar-based intervals (e.g., every 3 months).

Establish a Daily Inspection Checklist

OSHA mandates that forklifts be inspected before every shift. These checks can be completed by the operator and logged into a maintenance system. Key inspection points include:

• Fluid leaks (oil, coolant, hydraulic)
• Tire wear or damage
• Fork cracks or misalignment
• Chain tension
• Horn, lights, and backup alarm function
• Braking system response

Make this checklist accessible. Digitizing this process can improve recordkeeping and accountability.

Define Maintenance Intervals

Establish specific intervals that match manufacturer guidelines and fleet demands. Here's a sample structure:

Every 250 Hours or Monthly

• Change engine oil and oil filter
• Inspect and top off all fluid levels
• Check and clean the air filter
• Grease all pivot points
• Inspect belts and hoses

Every 500 Hours or Quarterly

• Replace fuel filters (for IC forklifts)
• Inspect and adjust brakes
• Inspect cooling system
• Tighten hardware

Every 1,000 Hours or Biannually

• Replace spark plugs (if applicable)
• Test hydraulic pressure
• Inspect battery cables and cells
• Perform leak-down or compression testing

Annually

• Comprehensive safety inspection
• Replace all fluids: hydraulic, transmission, differential
• Load test (especially for older units)
• Calibration of lift/tilt systems

Use a Maintenance Tracking System

Manually tracking service records is prone to error. A computerized maintenance management system (CMMS) allows you to:

• Schedule and automate alerts for upcoming services
• Assign tasks to technicians
• Track cost per forklift
• Store records for OSHA or insurance audits

A modern CMMS integrates well with GPS, telematics, and even fleet-wide inspection software—especially useful for companies managing forklifts across multiple facilities.

Don’t Overlook Attachments and Tires

Forklift attachments such as rotators, side-shifters, or clamps need to be included in your PM plan. These are subject to hydraulic and mechanical wear and must be:

• Inspected for hydraulic leaks
• Checked for alignment and secure mounting
• Lubricated at contact points

Tires, especially solid pneumatic or cushion tires, need routine inspection. Watch for:

• Chunking
• Flat spots
• Excessive wear reducing tread depth
• Misalignment, which could signal suspension or steering issues

Train Operators and Technicians

Your PM plan is only as strong as your team. Ensure:

• Operators are trained on daily inspections and can identify abnormalities.
• In-house technicians are certified and understand the specific systems for your fleet.
• Outside vendors are qualified and deliver documentation of work performed.

Maintain Compliance and Documentation

Keeping a detailed service history is not only good practice—it’s a regulatory requirement. OSHA and ANSI standards may require inspection logs, repair records, and compliance documentation to be readily accessible during audits.

Recordkeeping also supports resale value, warranty claims, and liability protection.

Adjust Based on Failures or Trends

Preventative maintenance isn’t static. You should continuously refine the schedule based on:

• Failure reports
• Technician observations
• Parts wear rate
• Environmental impact (cold weather in Chicago can affect battery life and tire performance)

If multiple units show premature wear in a specific system, modify the service interval for that component.

Invest in Preventative Care

A proactive forklift maintenance plan is an investment that pays for itself in uptime, safety, and reduced repair costs. By considering usage, fuel type, manufacturer specifications, and operator input, you can build a robust PM schedule that keeps your fleet in peak condition—no matter how rough the workload.

If you require forklift scheduled maintenance in Chicago, IL, reach out to ProLift Inc today!