Forklift Employer Responsibilities

Select Suitable Equipment

Training cannot make unsuitable equipment safe for a particular task.

Before providing a forklift or other material-handling machine, the employer should consider:

• Load weight
• Load dimensions
• Load centre
• Required lift height
• Racking configuration
• Aisle width
• Doorway clearance
• Ground and floor conditions
• Indoor or outdoor operation
• Gradients
• Ventilation
• Fuel or power source
• Visibility
• Pedestrian interaction
• Attachments
• Manufacturer restrictions

The truck’s rated capacity must be suitable for the actual lift configuration. An attachment can affect capacity, stability and load centre.

Operators need access to accurate capacity information for the truck and attachment combination being used.

The Three Stages of Forklift Training

HSE guidance says operator training should include three stages.

1. Basic Training

Basic training develops the knowledge and practical skills required to operate the relevant lift-truck category safely.

It commonly includes:

• Operator responsibilities
• Stability principles
• Equipment capacity
• Pre-use inspections
• Controls and instruments
• Steering and manoeuvring
• Load assessment
• Stacking and de-stacking
• Safe travel
• Parking and shutdown
• Theory and practical assessment

2. Specific Job Training

Specific job training applies basic skills to the operator’s actual work.

It may cover:

• Equipment used by the employer
• Controls and safety systems
• Loads and pallets
• Attachments
• Racking and storage arrangements
• Workplace surfaces
• Loading and unloading
• Traffic routes
• Site rules
• Charging or refuelling
• Local hazards

Basic and specific job training can be combined, but should take place away from normal production pressures.

3. Familiarisation Training

Familiarisation involves supervised practice during normal work.

The operator applies what they have learned to the actual equipment, workplace and tasks until the employer is satisfied they can work safely.

HSE guidance states that newly trained operators need specific job and familiarisation training as well as basic training. HSE lift-truck training guidance

Read Why Forklift Familiarisation Matters

Choose the Correct Course Level

Not every employee requires the same course.

Novice Training

For someone without previous formal training or practical experience on the relevant equipment.

View Novice Forklift Training

Experienced-Operator Training

For a suitable employee with substantial relevant experience but no recognised evidence of formal training.

View Experienced Forklift Operator Training

Conversion Training

For a trained operator moving to another category or significantly different type of equipment.

View Forklift Conversion Training

Refresher Training

For a previously trained operator who requires reassessment or updated instruction.

View Forklift Refresher Training

Familiarisation Training

For a trained operator adapting to a specific machine, load, attachment, workplace or procedure.

View Forklift Familiarisation Training

Selecting a shortened course for an unsuitable candidate can leave inadequate time to provide the required instruction and assessment.

Request a Free Training Gap Check

Check Operator Suitability

Employers should consider whether a prospective operator is suitable for the equipment and work.

Relevant factors may include:

• Ability to understand instructions
• Attitude and reliability
• Physical and mental fitness
• Vision and hearing
• Ability to judge distance and movement
• Medication or health conditions affecting safe operation
• Experience
• Familiarity with workplace procedures
• Ability to report problems clearly

Medical information must be handled appropriately and lawfully. Employers should obtain competent occupational-health advice where necessary rather than making unsupported medical judgements.

Verify Previous Training

When employing someone who says they are already trained, check:

• Operator identity
• Training provider
• Equipment category
• Course level
• Training and assessment dates
• Any restrictions
• Recent operating experience
• Authenticity of available evidence

A certificate for one truck category does not automatically cover another.

For example, counterbalance training does not automatically qualify an employee to operate a reach, pivot steer or multidirectional forklift.

If evidence is missing or unclear, further assessment or training may be required.

Read: Do Forklift Licences Expire?

Formally Authorise Operators

Completing training does not automatically provide permission to operate at every workplace.

Employers should formally authorise employees only after confirming they are suitable and competent for the intended work.

Authorisation can specify:

• Equipment category
• Individual truck or model
• Approved attachments
• Permitted work areas
• Tasks the operator may perform
• Any supervision requirements
• Restrictions
• Date of issue
• Review arrangements

Access to keys, codes or equipment should be controlled so that unauthorised people cannot operate.

Provide Suitable Supervision

Operator competence must be maintained after training.

Managers and supervisors need enough knowledge to:

• Recognise safe and unsafe operation
• Observe operator performance
• Enforce workplace rules
• Intervene when necessary
• Communicate concerns
• Identify further training needs
• Respond appropriately to incidents
• Maintain relevant records

They do not necessarily require full operator training on every category, but they must understand the work they supervise and its risks.

View Managing and Supervising MHE Training

Monitor Continuing Competence

Supervisors should monitor matters such as:

• Completion of pre-use checks
• Observation before moving
• Speed
• Steering and manoeuvring
• Travelling direction
• Load position
• Stability awareness
• Stacking and retrieval
• Pedestrian awareness
• Parking and shutdown
• Defect reporting
• Compliance with site rules

Monitoring should be active and meaningful rather than limited to waiting for an accident.

Where unsafe behaviour is identified, employers should establish why it occurred. Possible causes include:

• Inadequate training
• Poor familiarisation
• Unsuitable equipment
• Unrealistic production pressure
• Workplace layout
• Weak supervision
• Unclear procedures
• Deliberate rule breaking
• Deteriorating operator competence

The appropriate response might include coaching, formal reassessment, refresher training, workplace changes or disciplinary action.

Decide When Further Training Is Needed

There is no universal legal expiry date for forklift operator-training certificates.

HSE guidance says refresher training or retesting may be appropriate when operators:

• Have not used trucks for some time
• Use them only occasionally
• Develop unsafe working practices
• Have an accident or near miss
• Change their working practices
• Move to a different working environment

Employers may set a planned review period, such as three to five years, but operators still need to be monitored between scheduled reviews.

Read the Forklift Refresher Training Guide

Manage Workplace Transport

Forklift safety depends on the workplace as well as the operator.

Employers should consider:

• Separating pedestrians and vehicles
• Marked traffic routes
• One-way systems
• Crossings
• Barriers
• Speed limits
• Blind corners
• Doorways
• Lighting
• Mirrors and warning systems
• Yard conditions
• Parking areas
• Loading bays
• Visiting drivers
• Reversing movements
• Emergency access

Where possible, risks should be controlled through workplace design and segregation rather than relying only on warnings or operator behaviour.

Pedestrians should also receive suitable information about traffic routes, exclusion areas and local rules.

Maintain Floors, Routes and Operating Areas

Operating surfaces should be suitable for the equipment and loads.

Employers should inspect and manage:

• Potholes
• Uneven floors
• Damaged surfaces
• Slopes
• Drainage
• Debris
• Spillages
• Lighting
• Restricted clearance
• Dock edges
• Service covers
• Weather conditions
• Racking damage

A trained operator may still be unable to work safely where the workplace itself is poorly maintained.

Arrange Pre-Use Checks

Operators should carry out suitable checks before using a forklift.

The precise inspection depends on the equipment and manufacturer instructions but may include:

• Tyres and wheels
• Fork arms
• Carriage and mast
• Chains and rollers
• Hydraulic systems
• Controls
• Steering
• Brakes
• Warning devices
• Safety systems
• Seat and restraint
• Battery or fuel system
• Capacity plate
• Visible damage

Employers should provide:

• A defined inspection process
• Suitable check records
• Clear defect-reporting arrangements
• Criteria for taking equipment out of service
• Protection against an unsafe truck being returned to use

Operators should not be expected to diagnose or repair faults beyond their competence.

Maintenance, Inspection and Thorough Examination

These activities serve different purposes.

Pre-Use Inspection

A routine check by the operator before use or shift.

Maintenance

Work intended to keep the equipment safe and functioning properly.

Inspection

A suitable examination where equipment safety depends on installation conditions or may deteriorate and create significant risk.

Thorough Examination

A detailed statutory examination under LOLER where applicable, carried out by a competent person at the required interval.

A recent thorough examination does not mean routine maintenance can be ignored. Similarly, regular servicing does not necessarily satisfy LOLER thorough-examination requirements.

Records should clearly identify which activity was completed.

Control Attachments and Modified Equipment

Attachments can change how a forklift behaves.

Before using an attachment, employers should consider:

• Suitability for the truck
• Manufacturer approval
• Installation
• Altered rated capacity
• Changed load centre
• Visibility
• Stability
• Hydraulic requirements
• Inspection and maintenance
• Operator training
• Updated capacity information

Operators should receive appropriate instruction and familiarisation before using attachments such as clamps, rotators, lifting beams or fork extensions.

Improvised or unauthorised modifications should not be used.

Loading and Unloading Vehicles

Employers should establish safe arrangements for loading and unloading.

Consider:

• Vehicle and trailer stability
• Parking brakes
• Wheel restraints
• Trailer supports
• Driver location
• Communication
• Dock levellers
• Loading-bay edges
• Vehicle departure
• Pedestrians
• Load condition
• Floor strength
• Lighting

Visiting drivers and forklift operators should understand who controls the activity and when movement is permitted.

Agency Workers, Contractors and Visitors

Employers and site controllers should not assume that temporary or visiting operators are competent merely because they hold a certificate.

Check:

• Training evidence
• Relevant equipment category
• Recent experience
• Intended duties
• Familiarity with the machine
• Understanding of site hazards
• Language or communication needs
• Required supervision

Responsibilities should be agreed between the employer, agency, contractor and site controller.

The person should complete necessary workplace familiarisation before operating independently.

Young and Inexperienced Workers

Young or inexperienced employees may require closer supervision and additional consideration of:

• Maturity
• Risk awareness
• Ability to understand instruction
• Familiarity with the workplace
• Complexity of the equipment
• Level of supervision
• Other legal restrictions that may apply

Age alone does not demonstrate competence. Employers should assess the individual and obtain competent advice where necessary.

Keep Suitable Records

Useful records may include:

• Training-needs assessments
• Operator-selection information
• Basic training
• Specific job training
• Familiarisation
• Assessment results
• Equipment categories
• Attachments covered
• Workplace authorisation
• Supervisor observations
• Refresher or additional training
• Accidents and near misses
• Pre-use checks
• Defect reports
• Maintenance
• Inspections
• Thorough examinations

Records should be accurate, accessible and retained in accordance with appropriate business and legal requirements.

They support safety management but do not compensate for poor workplace practice.

Respond to Accidents and Near Misses

An accident or near miss should prompt more than automatically booking a refresher course.

The employer should investigate:

• What happened
• Immediate and underlying causes
• Operator actions
• Equipment condition
• Load and attachment
• Workplace layout
• Pedestrian controls
• Supervision
• Procedures
• Work pressure
• Training and familiarisation
• Whether the risk affects other operators

The findings should determine whether the response requires training, workplace changes, equipment repair, revised procedures or other action.

Relevant incidents may also require reporting under applicable legal arrangements.

Employer Forklift Safety Checklist

Employers should be able to answer yes to the following:

• Is the equipment suitable for the intended work?
• Are hazards and risks assessed?
• Are operators properly selected?
• Has each operator received appropriate training?
• Have specific job training and familiarisation been completed?
• Is each operator formally authorised?
• Are keys and access controlled?
• Do supervisors understand what safe operation looks like?
• Are operators monitored?
• Are pedestrians separated where practicable?
• Are traffic routes and floors maintained?
• Are pre-use checks completed?
• Are defects reported and acted upon?
• Is equipment maintained?
• Are required inspections and thorough examinations completed?
• Are attachments properly controlled?
• Are training and authorisation records current?
• Are accidents and near misses investigated?
• Is additional training arranged when needed?

Any “no” answer should prompt further review.

Frequently Asked Questions

Is a forklift certificate enough to let someone operate?

No. The employer should verify the evidence, provide specific job instruction and familiarisation, confirm competence and issue workplace authorisation.

Does a car driving licence qualify someone to use a forklift?

No. A public-road driving licence does not demonstrate competence to operate a forklift at work.

Must forklift training be accredited?

HSE guidance does not state that every training provider must belong to a voluntary accreditation body. However, accredited schemes are intended to help maintain training standards and can provide employers with additional assurance.

How often should operators receive refresher training?

There is no universal statutory interval. Employers may adopt a planned review cycle but should also monitor performance and arrange earlier intervention when circumstances require it.

Can operators use several forklift categories?

Only when they have received appropriate training and assessment for the relevant categories and the employer has authorised them.

Who can authorise a forklift operator?

The employer or an appropriately authorised person acting on its behalf should issue workplace authorisation after confirming the employee is competent for the intended duties.

Arrange Forklift and MHE Training

GH Training provides AITT-accredited operator training at customer premises across the North West, North Wales and West Yorkshire.

Courses are available for:

• Novice operators
• Experienced operators without recognised formal training
• Trained operators changing equipment category
• Previously trained operators requiring refresher instruction
• Managers and supervisors

View All Training Services

Request a Training Quote

Call 01925 500796

Further Guidance

• Forklift Training Knowledge Hub
• Do Forklift Licences Expire?
• PUWER and Forklift Training
• How Often Should Operators Receive Refresher Training?
• Why Familiarisation Training Matters