Free ladder inspection checklist
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Free ladder inspection checklist (PDF-ready). Step, extension and platform ladders: rails, rungs, feet, locking mechanisms and labels. Download free.
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See the first part of the ladder inspection checklist below. Download the full version above.
What is a ladder inspection checklist?
A ladder inspection checklist is a systematic list of checks used to verify that a portable ladder is in safe, serviceable condition before use. It documents the ladder's identity, the inspector's details and the condition of each structural and functional component, including rails, rungs, feet, locking mechanisms, labels and general condition. The completed checklist provides evidence that the ladder was inspected and identifies any defects requiring attention.
In Australia, portable ladder safety is governed by the AS/NZS 1892 series of standards and by WHS legislation in each state and territory. Employers have a duty to ensure plant (including ladders) is without risk to health and safety, which includes maintaining and inspecting equipment regularly. Documented ladder inspections support compliance with this duty and reduce the risk of falls from height, one of the leading causes of serious injury and death in Australian workplaces. A consistent inspection program also helps track the condition of each ladder over time, identifying units that are frequently damaged and may need to be replaced or stored differently. AS/NZS 1892 (Portable ladders) sets design, testing and marking requirements, while AS/NZS 4576 (Guidelines for scaffolding safety) addresses portable access equipment more broadly. A structured inspection checklist with serial-number traceability allows organisations to track individual ladder condition over time and satisfy regulator or insurer requests for maintenance records.
Learn more about compliance and inspections in MapTrack.
Benefits of using this ladder inspection checklist
- Prevent falls from height: identify structural defects, damaged rungs, missing feet or faulty locks before a worker uses the ladder.
- Compliance evidence: documented inspections demonstrate compliance with WHS legislation and AS/NZS 1892 requirements during audits or investigations.
- Consistency: a standardised checklist ensures every inspector checks the same items, regardless of experience level.
- Asset management: records help track when ladders were last inspected, their condition history and when they should be retired from service.
- Identify repetitive damage: a history of inspections can reveal ladders that are frequently damaged, suggesting a need for different equipment or better storage.
- Duty of care: demonstrates that the employer and site manager have taken reasonable steps to ensure ladders are safe to use.
Benefits of digitising forms in MapTrack
When you digitise ladder checklists in MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Escalate critical hazards instantly to safety managers via push notification.
- Maintain an auditable safety register that satisfies WHS regulator requests.
- Correlate incident trends across sites with built-in safety analytics.
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What to include in a ladder inspection checklist
This ladder inspection checklist covers 10 key areas:
- Ladder details: type (step / extension / platform), make/model, serial number, asset/ID number, maximum load rating, height and material.
- Inspector details: name, date, site/location and inspection type (pre-use or formal).
- Rails and stiles: no cracks, bends, dents or corrosion on either rail; welds and rivets intact; rails straight and parallel.
- Rungs and steps: all rungs present and secure; no bending, cracking or corrosion; non-slip surfaces (serrated metal, rubber treads) intact and not worn; correct and uniform spacing.
- Feet and base: rubber feet or spikes present and in good condition; swivel feet functional and locking; base spreaders (step ladders) intact.
- Locking mechanisms: spreader arms or braces (step ladders) lock fully and securely; rung locks / fly section locks (extension ladders) engage correctly; hinge locks secure.
- Labels and ratings: compliance label (AS/NZS 1892 mark) legible; duty rating and maximum load clearly visible; warning labels in place.
- Storage and general condition: no paint obscuring metal surfaces; no oil, mud or chemical contamination; stored correctly (horizontal or vertical rack, not leaning); no signs of heat or UV damage.
- Overall result: Pass/Fail with a defect register for failed items.
- Declaration and signatures: inspector and supervisor sign-off.
How to use this ladder inspection checklist
- Record the ladder details (type, make, serial number, asset ID, max load, height) and inspector details at the top of the form.: Identify the ladder by type (step, extension or platform), make and model, serial number, asset or ID number, maximum load rating and height. Record your name, competency level and the date to establish who performed the inspection and when.
- Lay the ladder flat on a level surface or stand it against a wall in its normal working position (as applicable to the ladder type) for the inspection.: For step ladders, open them fully and lock the spreaders. For extension ladders, extend each section and engage the rung locks. Position the ladder where you can inspect both sides, the top and bottom, and all moving parts comfortably and safely.
- Work through each section in order: rails and stiles, rungs/steps, feet and base, locking mechanisms, labels and ratings, storage and condition. Mark P (Pass), F (Fail) or N/A for each item.: Run your hands along each rail checking for cracks, dents or sharp edges. Flex each rung to check it is secure. Inspect rubber feet for wear or detachment. Test all locks and spreaders for positive engagement. Verify the compliance label and load rating are legible.
- For any Fail item, describe the defect in the Notes column. Do not use the ladder until the defect has been assessed and the ladder repaired or replaced.: Be specific about the defect location and nature, for example "left stile cracked 150 mm from top rung" or "front right rubber foot missing". This detail helps the maintenance team assess and repair the ladder without repeating the inspection.
- If the ladder fails, tag it immediately with a Do Not Use tag and remove it from the work area.: Attach a red out-of-service tag to a visible point on the ladder. Physically remove the ladder from the work area and store it in a quarantine location to prevent accidental use. Report the defective ladder to the site supervisor and raise a maintenance request.
- Record the overall result and list all failed items in the defects register.: Summarise all failed items in the defects register at the bottom of the form. Include the item, the defect description and the action taken (repaired on site, sent for repair, condemned). This register feeds into your asset maintenance records.
- Sign and date the declaration. The supervisor reviews and countersigns.: Your signature as inspector confirms the inspection was completed honestly and thoroughly. The supervisor countersignature acknowledges the findings and confirms corrective actions have been raised for any failed items.
In MapTrack, you can digitise safety inspections and compliance forms. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this checklist?
Ladders should be visually inspected by the user before each use. This is a quick visual check for obvious damage, missing feet or defective locks, and takes less than a minute. In addition to this daily pre-use check, a formal documented inspection by a competent person should be conducted at least quarterly, and always after an incident involving the ladder.
Ladders used in high-frequency or high-risk environments (construction sites, mining, industrial) should be formally inspected more often. Fibreglass (FRP) ladders used in or near electrical work must be inspected regularly for UV degradation, chips or cracks that could compromise their insulating properties. Always follow the most stringent applicable requirement from the manufacturer, the site safety plan, AS/NZS 1892.5 and your state or territory WHS regulator.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- AS/NZS 1892.1 - Portable ladders, Part 1: Metal ladders
- AS/NZS 1892.5 - Portable ladders, Part 5: Selection, safe use and care
- WHS Regulations 2011 - Chapter 4, Part 4.4 (falls)
- Safe Work Australia - Code of Practice: Managing the Risk of Falls at Workplaces
Need to digitise safety inspections and compliance forms?
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