An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a ladder inspection form is
A ladder inspection form is a short checklist-style document used to confirm a ladder or stepladder is in safe condition before use and during periodic checks, and to record any defects found.
This is an educational overview with a simplified example. It is not an official template, and completing it does not make a ladder safe by itself — the employer decides what working at height is permitted and how equipment is selected and checked.
Purpose
- Confirm the ladder is safe before it is used.
- Identify damaged or worn parts so the ladder can be taken out of use.
- Create a record that pre-use and periodic checks were carried out.
- Support the wider working-at-height and equipment regime.
Who completes it
- The user, for a quick pre-use check before each use.
- A competent person, for the more detailed periodic inspection.
- Defects are reported and the ladder removed from use.
- The employer decides who is competent to inspect and authorise use.
When it is used
- Before each use, as a quick visual and functional check.
- On a periodic cycle set by the employer for a recorded inspection.
- After any event that could have damaged the ladder, such as a fall or impact.
Typical fields
- Ladder ID, type, location, date and inspector.
- Stiles and rungs: bends, cracks, splits or missing parts.
- Feet, locks, stays and platform condition.
- Labels and any load or duty markings legible.
- Defects found and action taken (e.g. removed from use).
- Example items only — adapt to the ladder type and your risk assessment.
Common mistakes
- Signing the form without actually examining the ladder.
- Continuing to use a ladder with a known defect.
- Using the wrong ladder for the task or the wrong duty rating.
- No system to identify, tag and remove defective ladders.
Document workflow
A ladder inspection sits alongside the working-at-height risk assessment and the equipment register. A failed pre-use check should stop the work and trigger removal from use; a failed periodic inspection feeds a defect report and replacement, and a fall or impact may lead to an accident report.
See the related documents below for what is commonly used with and completed after a ladder inspection.
Retention (high level)
Periodic inspection records are typically kept for a period defined by the employer and any applicable rules, alongside the equipment register. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Periodic ladder inspections are often recorded and stored as PDFs alongside the equipment records. Exporting to PDF supports the record; it does not make the inspection official or guarantee compliance.
Employer checklist
- Ensure the right ladders are provided and unsuitable work at height is avoided where possible.
- Make sure users know how to do a pre-use check and a competent person does periodic inspections.
- Provide a clear way to tag and remove defective ladders.
- Keep periodic inspection records with the equipment register.
Worker notes
- Do the pre-use check properly and do not use a damaged ladder.
- Use the right ladder for the task and at the right angle.
- Report and tag any defect and tell your supervisor.
Country considerations
Requirements for working at height, equipment selection and inspection vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for safe work at height, equipment selection, inspection and the competence of users, and for compliance. This page is an educational overview with a template example; it does not make any ladder or any work safe 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.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.