Things Maintenance Teams Can Do to Avoid Top OSHA Violations

If an OSHA inspector unexpectedly visits your facility, are you confident that your maintenance team is not inadvertently violating any safety regulations?

Maintenance activities touch on many high-risk areas, including electricity, machinery, chemicals, and working at heights. One overlooked practice could land your facility on OSHA’s citation list, and you could face hefty fines and potential injuries.

Last year, OSHA issued thousands of citations in categories that maintenance teams heavily influence. Beyond fines (which can be over $15,000 per serious violation), violations mean real danger to workers’ lives. No maintenance manager wants an accident or to hear “you’re in OSHA’s Top 10” for the wrong reasons.

In this guide, we’ll cover the top OSHA violation areas relevant to maintenance and specific things your maintenance team can do to stay safe and compliant. These are

1. Implement a Robust Lockout/Tagout (LOTO) Program – Control of Hazardous Energy (OSHA 1910.147)

• Why is it critical?

  Lockout/Tagout violations are a perennial top OSHA citation, and for good reason – failing to lock out equipment can be fatal. Maintenance tasks often require workers to service machinery that could start up or release energy unexpectedly.

• What to do?

  Develop clear LOTO procedures for all equipment. Train stakeholders on these procedures and the importance of de-energizing equipment. Provide proper lockout devices (padlocks, hasps, valve locks, etc.) and ensure workers always use them before servicing equipment.

As a best practice, before work, disconnect power (electrical, hydraulic, pneumatic, gravity, etc.), apply personal locks and tags on all energy isolating devices, and test verify zero energy state (try to start the machine to ensure it’s truly off).

Sometimes in the rush to get a line running, there’s temptation to skip LOTO for a quick fix. To avoid it, encourage a “no shortcuts” culture. Emphasize that no job is so urgent that it’s worth risking a life.

• Result:

  Proper LOTO prevents horrific accidents (like crushed hands, electrocution) OSHA estimates that compliance with the LOTO standard prevents about 120 fatalities and 50,000 injuries each year.

2. Maintain Machine Guards and Safety Devices – Machine Guarding (OSHA 1910.212)

• Why is it critical?

  Machine guarding ranked #10 on OSHA’s 2023 citations list, with a total of 1,644 violations. Maintenance technicians often remove guards or bypass safety interlocks during servicing, which is acceptable as long as the machine is locked out. However, the issue arises when guards are not replaced or interlocks are left disengaged while the machine is operational.

• What to do?

  After maintenance or repair, always replace all guards before re-energizing equipment. Include guarding checks in routine inspections and address any missing, loose, or damaged guards immediately—especially around belts, pulleys, chain drives, rotating shafts, and cutting blades.

Never leave a guard off, even for a quick test, unless following approved procedures. If partial guarding is required during testing, restrict access to authorized personnel and reinstall guards right after. Confirm safety devices like light curtains and emergency stops are functioning properly. Don’t bypass or tamper with them—fix the underlying issue causing false trips.

• Result:

  Proper guarding prevents contact with moving parts, which could amputate or injure. This way the above actions not only avoid OSHA violations but also protects everyone from gruesome injuries.

3. Ensure Hazard Communication for Chemicals – Hazard Communication (OSHA 1910.1200)

• Why is it critical?

  Hazard Communication (HazCom) is often among the top three OSHA citations. Maintenance departments use many chemicals, such as solvents, paints, lubricants, and cleaners. If these aren’t properly labeled or if employees aren’t trained on their hazards, it’s a violation and a risk.

• What to do?

  Maintain an up-to-date chemical inventory for the maintenance team, with accessible Safety Data Sheets (SDS) for each chemical—either electronically or in a binder. Clearly label all secondary containers, such as spray bottles or jugs, with the chemical name and hazard information. Then, replace missing or unreadable labels immediately, as unlabeled containers are a frequent OSHA citation under the HazCom standard.

Next, train maintenance staff on chemical hazards, required PPE, safe handling, storage, and emergency procedures. Ensure all employees know how to access SDSs. During inspections, OSHA may question workers about the chemicals they use—each should be able to identify the substance and describe its risks or show the SDS. Store incompatible chemicals separately and follow NFPA/OSHA guidelines to prevent dangerous reactions.

• Result:

  A strong HazCom program means maintenance personnel are informed and protected when working with chemicals. There are improvements in emergency preparedness, which enable faster, informed responses to spills or exposures, and prevent hazardous reactions from improper chemical storage.

4. Use the Right Personal Protective Equipment (PPE) Every Time – Eye/Face Protection, Respirators, Gloves, etc.

• Why is it critical?

  Maintenance work exposes workers to flying debris, splashes, sharp edges, and harmful dust or fumes. Not using appropriate PPE leads to injuries like eye damage or respiratory illness. OSHA frequently cites lack of PPE – for instance, there were over 1,800 citations in 2024 for not using proper eye and face protection.

• What to do?

  Establish and enforce clear PPE rules. Safety glasses must be worn at all times in shops or production areas. For tasks like grinding, sanding, or using power tools, add face shields. Provide high-quality, well-fitting PPE to encourage consistent use. For dusty or fume-heavy tasks, assess the need for respirators. If required, implement a full respiratory protection program—medical evaluations, fit testing, and training.

Don’t rely on dust masks for serious fumes. Use proper cartridge respirators or supplied-air systems. Improve safety further with ventilation or by working outdoors. Maintenance staff should use task-appropriate gloves (cut-resistant, chemical-resistant), wear hard hats under raised equipment or in construction zones, and use hearing protection if noise levels exceed safe thresholds.

• Result:

  Proper PPE use will drastically reduce injuries – saving eyesight, preventing chemical burns, and avoiding hearing loss. From an OSHA standpoint, an inspector will take note if maintenance team members are casually grinding metal without safety glasses or using a cutoff wheel without a face shield. Those are easy pickings for a citation (and an injury waiting to happen).
  

5. Operate and Maintain Powered Industrial Trucks (Forklifts) Safely – Forklift Safety (OSHA 1910.178)

• Why is it critical?

  Forklifts and man-lifts are often used by maintenance teams to transport materials or lift personnel for high work. Forklift violations include a lack of operator training, unsafe driving, and improper maintenance of the lifts. Forklift accidents can be fatal (tip-overs, struck-by incidents).

• What to do?

  Only trained and certified operators should drive forklifts. OSHA-compliant training and evaluation must happen at least every 3 years, covering all necessary areas of operations.

Further, enforce speed limits and no-horseplay rules. Remind operators to wear seatbelts. Never allow extra riders on a forklift. Also, when maintenance uses boom lifts or scissor lifts, ensure they are trained on those too and use guardrails or personal fall arrest as required.

OSHA expects daily (or pre-shift) inspections of forklifts. Maintenance teams can actually lead by example here: use a forklift inspection checklist each time, and tag out the vehicle if any serious issues are found until repaired. Keep documentation of these inspections.

• Result:

  By driving forklifts safely and maintaining them, you prevent accidents like collisions or tip-overs. OSHA inspectors commonly observe forklift use – seeing an operator without a seatbelt or evidence of no training will result in citations. On the flip side, demonstrating a strong forklift safety program shows a commitment to safety. Beyond compliance, it protects your team and any pedestrians in the work area from serious harm.
  

6. Practice Fall Protection and Ladder Safety – Fall Hazards (OSHA 1910.28) and Ladder Use (1910.23)

• Why is it critical?

  One of the most frequently cited OSHA standards is Fall Protection, particularly in construction. However, there are still many fall risks present during general industry maintenance activities. Common maintenance tasks, such as climbing ladders, accessing roofs, or working on mezzanines, pose significant hazards. In 2024, there were over 2,500 OSHA citations related to ladder violations, and improper fall protection training was also a major issue.

• What to do – Ladder safety?

  Train maintenance staff in proper ladder use. Use the right type and height—never stand on the top rung, and choose fiberglass ladders for electrical work. Inspect regularly for defects and remove damaged ladders from service. Maintain three points of contact, avoid overreaching, and never use makeshift platforms like buckets or machine frames.

For any work above 4 feet without guardrails, fall protection is required—either harnesses tied to anchor points or temporary railings. Scaffolding must be overseen by a competent person and include guardrails. When using lifts, secure gates or chains and wear harnesses per OSHA and manufacturer rules. Train staff not just to wear gear, but to use it correctly—improper or untrained use is a common OSHA citation.

• Result:

  Following ladder safety and using fall protection will prevent injuries like broken bones or worse from falls. From a compliance perspective, an OSHA officer will watch maintenance technicians working at heights. If they see someone on a skylight without fall protection, or an electrician atop a ladder overreaching, they will cite it. By rigorously managing these practices, you avoid being part of the grim statistics. More importantly, you keep your team members from suffering life-altering falls.
  

7. Proactively Audit, Train, and Engage in Safety – Continuous Improvement to Avoid Violations

• Why is it critical?

  OSHA compliance is not a one time act but requires ongoing vigilance. It also requires training in many of the areas above (LOTO, HazCom, PIT, etc.), and will cite if training is lacking or not effective.

• What to do?

  Conduct monthly walkthroughs focused on maintenance areas using OSHA-aligned maintenance checklists, involving maintenance team members to boost awareness. Address issues immediately when possible. Treat these audits as preparation for OSHA inspections, making compliance routine. Ensure all required safety training—LOTO, HazCom, Powered Industrial Truck evaluations, fall protection, PPE, and specialized courses—is current and documented. Prioritize practical, hands-on training to embed safe practices. Maintain training records in a binder or digital file for OSHA review.

Supervisors must prioritize safety over speed, recognizing employees who promote safety and promptly correcting unsafe behavior. Safety rules should be enforced strictly and clearly supported by management. Regularly inspect power tool cords, equipment grounding, and maintain excellent housekeeping. A clean, organized maintenance area boosts efficiency and reduces hazards, helping avoid common OSHA citations linked to clutter and poor maintenance practices.

• Result:

  An organized, safety-conscious maintenance team will breeze through, whereas a lax team will rack up citations. More importantly, these audits and training efforts pay off in fewer injuries. The maintenance team will be at the forefront of facility safety because they interact with all equipment and departments. Showing leadership in safety will influence the entire workplace’s culture positively.

To Wrap Up

Maintenance teams hold the reins when it comes to keeping workplaces safe and free from common OSHA violations. But cutting corners on safety measures only opens a can of worms, while a proactive approach keeps trouble at bay and protects everyone on site.

At the end of the day, putting safety first not only keeps violations off the books but also sets the stage for smooth operations without costly downtime.

You must have also noted that the maintenance workforce must be cross-trained to be well versed with how to deal with diverse scenarios. Follow the action items we offered and build a strong safety culture, and hazards will be prevented automatically.