In the building materials industry, handling heavy inventory is a daily necessity—but without the right policies in place, it’s also a major safety and compliance risk. From OSHA regulations to internal standards for injury prevention and equipment use, having a formal material handling policy is critical to keeping your operation safe, efficient, and legally protected.
Here’s what to include in a comprehensive company policy focused on material handling compliance for heavy inventory.
- Purpose and Scope
Start your policy by clearly stating its purpose: to outline safe, compliant procedures for handling, moving, and storing heavy materials. Define who the policy applies to—warehouse staff, forklift operators, delivery drivers, supervisors—and specify any facility locations covered.
- Definitions and Weight Thresholds
Include definitions for what qualifies as “heavy inventory” in your operation (e.g., any item over 50 lbs). This helps ensure consistency in how the policy is applied. Consider categorizing materials by weight class to guide different handling methods or equipment use.
- Employee Training Requirements
OSHA requires that employees receive training on safe lifting techniques, mechanical handling equipment, and hazard recognition. Your policy should detail:
Mandatory training topics (manual lifting, forklift safety, pallet jack use, etc.)
Training frequency (initial, annual refreshers, after incidents)
Documentation and certification requirements
Make clear that only trained and certified personnel are permitted to operate powered equipment.
- Approved Equipment and Handling Methods
List the approved equipment for material handling tasks, such as:
Forklifts and lift trucks
Cranes or hoists
Pallet jacks
Dollies and carts
Personal protective equipment (PPE) like gloves, back supports, and steel-toe boots
Also, outline when manual handling is permitted and when mechanical assistance is mandatory.
- Lifting and Movement Guidelines
Include step-by-step best practices for safe manual lifting and transporting of heavy items, such as:
Assess the load and route before lifting
Use proper body mechanics (bend at the knees, not the back)
Team lifts for items exceeding safe solo limits
Maintain clear communication during team lifts or spotter-guided movements
Add instructions for inspecting loads for sharp edges, instability, or leaking containers.
- Storage and Stacking Standards
Improper storage of heavy items can lead to collapse, injury, or code violations. Your policy should address:
Maximum stacking heights
Load limits for racks, shelving, or mezzanines
Use of edge guards, bracing, or containment straps
Clearance requirements around walkways, fire exits, and equipment zones
Make reference to OSHA’s general industry standards and any local building codes.
- Incident Reporting and Response
Explain the process for reporting injuries, near misses, or equipment failures related to heavy inventory handling. Include:
Who to notify and how
Where to find the incident report form
Timeline for investigation and follow-up
When retraining may be required after an incident
Quick reporting supports injury prevention and regulatory compliance.
- Equipment Maintenance and Inspection Protocols
Powered and non-powered handling equipment must be inspected and maintained regularly. Your policy should require:
Daily pre-use checks of forklifts, jacks, and hoists
Monthly or quarterly equipment audits
Immediate tagging and removal of faulty equipment
Documentation of all inspections and maintenance tasks
This helps prevent accidents and supports OSHA recordkeeping requirements.
- Roles and Responsibilities
Clearly define who is responsible for implementing and enforcing the policy. Include:
Supervisors: Training, enforcement, and reporting oversight
Employees: Following procedures, using equipment correctly, and reporting hazards
Safety/HR teams: Maintaining training logs and policy updates
Accountability is key to policy effectiveness.
- Policy Review and Updates
End your policy with a review schedule—typically annual, or after a regulatory change or incident. Make sure updates are communicated to all employees, with confirmation of receipt and understanding.
Final Thoughts
Material handling compliance isn’t just about checking a box—it’s about protecting your workforce and reducing downtime, injuries, and liability. A well-written policy sets clear expectations and ensures consistency in how heavy materials are moved, stored, and managed across your operation.
By including the elements above, your company can stay ahead of safety issues, regulatory inspections, and employee injury risks—while building a stronger culture of accountability and care.
