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 record is
A ladder inspection record documents the periodic inspection of ladders and stepladders — stiles, rungs, feet, locks and platforms — so that damaged access equipment is found and removed before someone is hurt.
This page is an educational overview with a simplified example. It is not an official template and does not set the inspection scope — the employer decides which ladders are in scope, by whom and how often.
Purpose
- Confirm ladders and stepladders remain safe to use.
- Check stiles, rungs, feet, locking mechanisms and platforms.
- Remove damaged ladders from use before they cause a fall.
- Support safe work at height alongside the risk assessment.
Who completes it
- A competent person nominated by the employer to inspect ladders.
- Users carry out a quick pre-use check of their own ladder.
- The employer decides who is competent and what is in scope.
- Defective ladders are removed from use and reported.
When it is used
- On a periodic cycle set by the employer.
- Before use, as a quick user check, and after any damage.
- When a ladder returns from a site, hire or store.
- Heavy use or harsh conditions may need more frequent checks.
Typical fields
- Ladder identity or tag, type and location.
- Date of inspection, the inspector and the next due date.
- Stiles, rungs or steps, feet, locks, ropes and platform.
- Result: pass, fail or remedial action, and what was done.
- Inspector sign-off.
- Example fields only — adapt to the ladder type and the work.
Common mistakes
- Leaving a damaged ladder available for use.
- No tagging, so users cannot tell what has been checked.
- Skipping the quick user check before each use.
- Using a ladder for work that needs a safer means of access.
Document workflow
The ladder inspection record works with the work-at-height risk assessment and user pre-use checks. A failed ladder is removed from use, repaired or destroyed, and the record updated; the asset register reflects what is in service.
See the related documents below for what is commonly used with and completed after a ladder inspection record.
Retention (high level)
Ladder inspection records are typically kept for a period set by the employer and any applicable rules, often until at least the next check. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Inspection records are commonly stored as PDFs with the asset register. Exporting to PDF supports the record; it does not make the inspection official or guarantee compliance.
Employer checklist
- Decide which ladders are in scope and how often to inspect them.
- Use a competent person and a clear tagging system.
- Make sure damaged ladders are removed from use.
- Consider whether a ladder is the right access for the task.
User notes
- Check a ladder before each use and do not use a damaged one.
- Report damage so the ladder can be removed.
- Use the right access equipment for the task and the height.
Country considerations
Requirements for work at height and inspecting access equipment, and the official authority, vary by country. 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 and for providing and maintaining suitable access equipment, and for compliance. This page is an educational overview with a template example; it does not constitute an inspection 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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