Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a ladder register is
A ladder register is a list of the ladders and stepladders owned or used at a site, each identified and tracked through periodic inspections so that damaged or worn ladders can be found and removed from use.
This page is an educational overview with a simplified example of what such a register usually contains. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their ladder management records must cover.
Purpose
- Identify and track every ladder and stepladder in use.
- Record periodic inspections, condition and any defects.
- Make sure damaged ladders are taken out of service.
- Support safe use of ladders alongside the wider work-at-height controls.
Who completes it
- A competent person carries out the detailed inspections.
- A supervisor or coordinator usually keeps the register.
- Users do pre-use checks, recorded or reported separately.
- It is the employer’s responsibility to ensure inspectors are competent.
When it is used
- When a ladder is added to the workplace.
- At the inspection intervals the employer sets.
- After an incident, drop or visible damage.
- On a review cycle to confirm nothing is overdue.
Typical fields
- Ladder ID, type, material and location.
- Inspection date, inspector and result.
- Condition of stiles, rungs, feet and any locking mechanism.
- Defects found and action taken.
- Status: in use, on hold or withdrawn.
- These are example fields only — adapt them to your ladders and the applicable law.
Common mistakes
- Keeping ladders in use after damage because no one checks them.
- Pre-use checks not being done or not being acted on.
- A register that does not match the ladders actually on site.
- Treating ladder inspection as separate from work-at-height planning.
Document workflow
A ladder register works with the work-at-height risk assessment that decides when a ladder is the right access, and feeds a defect report when a ladder fails inspection. A withdrawn ladder is tracked back to repair or disposal, keeping the register current.
See the related documents below for what is commonly used before, alongside and after a ladder register.
Retention (high level)
Employers generally keep ladder inspection records for as long as the ladder is in use and for a period afterwards, in line with their obligations. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
Ladder registers are commonly stored and shared as PDFs for site records and audit. Exporting to PDF supports documentation; it does not make the register official or guarantee compliance.
Employer checklist
- List every ladder and assign an inspection frequency.
- Ensure pre-use checks and competent inspections both happen.
- Remove damaged ladders from use immediately.
- Keep the register aligned with the work-at-height assessment.
Worker notes
- Do a pre-use check of feet, rungs and locks before climbing.
- Do not use a ladder that is damaged or marked withdrawn.
- Report any damage so the ladder can be taken out of service.
Country considerations
Work-at-height and ladder inspection requirements vary by country, and the official authority differs. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a register is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for ensuring access equipment is suitable, inspected and maintained, and for compliance. This page is an educational overview with a template example; it does not determine what your register must contain, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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