Ladder and Step Check: How to Complete This Monthly Safety Inspection

Why ladder and step checks matter

Falls from height are among the most common causes of serious workplace injury. You do not need to fall far to be seriously hurt — a fall from a stepladder can break bones, cause head injuries, or kill.

Ladders and steps fail because:

• Structural damage — Bent or cracked stiles, damaged rungs, corroded metal
• Worn feet — Rubber feet wear smooth, losing grip on the floor
• Faulty locks — Spreader bars and locking mechanisms that do not engage properly
• Corrosion and wear — Metal fatigues, joints loosen, components deteriorate
• Improper storage — Equipment damaged by being leaned against, dropped, or exposed to elements

These failures often develop gradually. A ladder that was safe last month may be unsafe this month. Monthly inspections catch deterioration before it causes a fall.

Legal requirements

Working at height is regulated in virtually all jurisdictions because of the serious injury risk involved.

In the UK, the Work at Height Regulations 2005 require that employers ensure work equipment for work at height (including ladders) is inspected at suitable intervals and each time that exceptional circumstances which are liable to jeopardise the safety of the work equipment have occurred. They must be visually checked before use and formally inspected periodically.

In the US, OSHA standards require that ladders be inspected by a competent person for visible defects periodically and after any occurrence that could affect their safe use.

Similar requirements exist in Australia, Canada, Europe, and elsewhere. The principle is universal: ladders must be regularly checked to ensure they remain safe for use.

The inspection hierarchy

Ladder safety involves multiple levels of inspection:

Pre-use checks — Before every use, the person using the ladder should conduct a quick visual check. This catches obvious problems.

Regular formal inspection — Monthly (or more frequent) documented inspection by a designated person. This is what this guide covers.

Post-incident inspection — Any ladder involved in an incident, near-miss, or subjected to unusual stress should be inspected before reuse.

Annual professional inspection — Some organisations have ladders formally inspected by specialists, particularly for high-use or industrial applications.

Monthly checks provide the formal documented inspection between daily use and any specialist reviews.

Frequency and timing

Standard frequency

Ladders and steps should be formally inspected at least monthly. This is the minimum frequency for documented checks.

More frequent inspection may be appropriate for:

• Heavy use equipment — Ladders used daily
• Harsh environments — Outdoor use, wet areas, cellars
• After incidents — Any fall, near-miss, or impact

Pre-use checks

Monthly inspections do not replace pre-use checks. Before every use, the person using the equipment should verify:

• It appears structurally sound
• The feet are present and not obviously worn
• Locks engage properly
• It is the right equipment for the task

Best timing

A consistent day each month works well. Many organisations combine ladder checks with other monthly equipment inspections.

Ensure all ladders and steps are available for inspection — items in use or stored off-site need checking too.

How to complete the check

1. Equipment being checked

Record which specific piece of equipment you are inspecting.

Why it matters:

Most premises have multiple ladders and steps. Recording the specific item ensures each piece is tracked individually and creates a maintenance history.

What good answers look like:

• "Aluminium stepladder - cellar"
• "Wooden stepladder - 4 tread - kitchen"
• "Extension ladder - external store"
• "Platform step - blue - bar"
• "Ladder #3" (if using a numbering system)

How to answer this for yourself:

Include enough detail to uniquely identify the equipment:

• Type (stepladder, extension ladder, platform step)
• Material (aluminium, fibreglass, wood)
• Size if relevant (4 tread, 3m, etc.)
• Location or identifier

Common mistakes (and how to avoid them):

• "Ladder" — Which one?
• "The big one" — Not specific enough
• Inconsistent naming — Use the same identifier each month

Best practices to follow:

• Create an inventory of all ladders and steps
• Number or tag each item
• Record the location where each is normally stored
• Check all items, including those stored in less-visited areas

2. Ladder/step inspection

Systematically inspect all components of the ladder or step.

Why it matters:

Different parts fail in different ways. The checklist ensures you examine every component that could cause a fall if it fails.

What good answers look like:

Every item should be checked and ticked if satisfactory. Items you cannot tick indicate the equipment needs repair or removal from service.

How to answer this for yourself:

Work through each item:

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Stiles (side rails) straight and undamaged

Examine the main side rails that form the ladder's structure.

Why this matters: The stiles carry the load. A bent, cracked, or damaged stile can fail suddenly under load, causing a fall.

What to look for:

• Rails straight, not bent or bowed
• No cracks, splits, or fractures
• No significant dents (aluminium) or splinters (wood)
• Rails not twisted
• Joints tight (where sections connect)

Common issues: Stiles bent from falls or impacts. Cracks at stress points. Wooden stiles with rot or splits. Rivets loose on aluminium ladders.

Test: Look along the length of each stile — any bend or twist should be visible.

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Rungs/steps secure and not bent or cracked

Check every rung or step individually.

Why this matters: Rungs bear your weight directly. A loose or damaged rung can give way, causing a fall.

What to look for:

• All rungs present (none missing)
• Rungs firmly fixed to stiles
• No bending, cracking, or damage
• Step surfaces not worn smooth (slip hazard)
• Anti-slip surfaces intact

Common issues: Rungs loosened from repeated use. Bent rungs from impact. Anti-slip tread worn off. Wooden rungs cracked or split.

Test: Check each rung for looseness by gripping and attempting to move it.

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Feet/base pads present and in good condition

Inspect the feet or base pads at the bottom of the stiles.

Why this matters: Feet prevent the ladder from slipping on the floor. Worn or missing feet dramatically increase slip risk.

What to look for:

• All feet present (not missing)
• Rubber not worn smooth
• Feet firmly attached, not loose
• Swivel feet (if fitted) move freely
• No debris embedded that would prevent grip

Common issues: Feet worn smooth from use. Feet missing (fallen off). Feet loose. Debris (oil, grease) on feet reducing grip.

Test: Try to move each foot by hand — it should not pull off or rotate unexpectedly.

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Locking mechanisms working correctly

Check all locking systems — spreader bars, hinge locks, and extension locks.

Why this matters: Locks prevent the ladder from collapsing during use. A faulty lock can fail suddenly, causing the ladder to collapse.

What to look for:

• Spreader bars lock fully open (stepladders)
• Hinge locks engage and hold
• Extension locks (extending ladders) engage at each position
• Locking mechanisms not bent or damaged
• Springs return correctly

Common issues: Spreader bar catch worn, not engaging fully. Hinge mechanism bent. Extension locks bent and not engaging. Springs weak.

Test: Set up the ladder and verify all locks engage correctly. Try to collapse it — it should resist.

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Spreader bars (if applicable) secure

For stepladders, check the spreader bars that keep the ladder open.

Why this matters: Spreader bars maintain the A-frame shape. If they fail, the stepladder collapses.

What to look for:

• Bars straight and undamaged
• Firmly connected at both ends
• Rivets or bolts tight
• No cracks or bending

Common issues: Bars bent from overloading. Connection points worn or loose. Bars have been stood on (they are not steps).

Note: Spreader bars are not steps. If they show wear from being stood on, staff need training on correct ladder use.

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No corrosion, rust, or significant wear

Look for signs of deterioration across the whole ladder.

Why this matters: Corrosion weakens metal. Rust indicates ongoing deterioration. Wear can reduce structural integrity below safe levels.

What to look for:

• No rust on steel components
• No corrosion on aluminium
• No excessive wear at joints or pivot points
• Wooden components not rotting
• Bolts and rivets not corroded

Common issues: Ladders stored in damp areas developing rust. Salt corrosion on equipment used near coastal areas or after gritting. Wear at frequently used pivot points.

Test: Run your hand along surfaces (carefully) to feel for corrosion you might not see.

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Safety labels legible

Check that safety labels and weight ratings are readable.

Why this matters: Labels show the maximum load rating and proper use instructions. Users need this information to use the equipment safely.

What to look for:

• Weight rating visible and legible
• Instruction labels readable
• Warning labels present and clear

Common issues: Labels worn off from use. Labels covered with paint or dirt. Labels illegible from sun fading.

Note: If the weight rating is not visible, assume a conservative limit or remove from service until confirmed.

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Stored correctly when not in use

Observe how the ladder is stored.

Why this matters: Proper storage prevents damage and extends equipment life. Poor storage causes many of the defects found in inspections.

What to look for:

• Stored horizontally on brackets or hooks (preferred)
• Not leaning unsupported against walls (can be knocked, fall, warp)
• Protected from weather (outdoor stored ladders)
• Not in walkways where they can be hit by trolleys
• Not under items that could fall on them

Common issues: Ladders leaning in corners. Stored outside exposed to weather. Blocking walkways. Knocked over repeatedly.

Common mistakes (and how to avoid them):

• Visual-only inspection — Touch and test, do not just look
• Checking only what you can see easily — Turn the ladder over, look at the back
• Missing the feet — Most critical and most often overlooked
• Not testing locks — Set up the ladder and verify locks engage

Best practices to follow:

• Set up the equipment as if you were going to use it
• Test all locking mechanisms under tension
• Check both sides and all surfaces
• Look at the equipment from different angles
• Compare to previous inspection if possible

3. Inspection result

Record whether the equipment passes inspection or must be removed from service.

Why it matters:

This determines whether the equipment remains available for use. A fail means immediate action is required.

What good answers look like:

• Pass - safe to use — All checks satisfactory. Equipment is in good condition and safe for use.
• Fail - remove from service — One or more defects found. Equipment must not be used until repaired or replaced.

How to answer this for yourself:

Be rigorous. Any defect that could contribute to a fall means the equipment fails:

• Any structural damage to stiles or rungs → Fail
• Worn or missing feet → Fail
• Locking mechanisms not engaging properly → Fail
• Significant corrosion or wear → Fail

What triggers a fail:

• Any bent, cracked, or damaged structural component
• Loose or damaged rungs
• Missing or worn feet
• Locking mechanisms not working correctly
• Significant corrosion or deterioration
• Missing weight rating with unknown capacity

Common mistakes (and how to avoid them):

• Passing with "minor" issues — There are no minor structural issues with fall equipment
• "It has worked fine so far" — Until it does not
• Passing because replacement is inconvenient — Inconvenience versus serious injury

Best practices to follow:

• When in doubt, fail
• Remove failed equipment from service immediately
• Do not leave failed equipment where it might be used
• Be consistent — apply the same standards to every inspection

4. Notes

Record details of any defects found and actions taken.

Why it matters:

Notes document what was found and what was done. They support repair decisions, replacement justification, and demonstrate proper management.

What good answers look like:

For passing equipment:

• "All satisfactory. Good condition. Stored on wall brackets in cellar."
• Can be brief or blank if no issues

For failed equipment:

• "Left stile bent approximately 15mm out of true — appears to have been dropped. Removed from service and stored in locked area. Replacement ordered."
• "Front feet worn smooth — no grip remaining. Taken out of service. Replacement feet ordered (expected 2 days)."
• "Spreader bar catch not engaging reliably — sometimes needs multiple attempts. Taken out of service for repair."

How to answer this for yourself:

For defects:

• Describe the specific problem
• Note the severity
• Record what you did with the equipment
• State what action is needed (repair, replace, dispose)

Common mistakes (and how to avoid them):

• "Needs attention" — What attention? Specify the problem
• Not recording removal from service — Document that you removed it
• No follow-up plan — State what happens next

Best practices to follow:

• Be specific about defects (location, type, severity)
• Record how you removed the equipment from service
• Note whether repair is possible or replacement is needed
• Include order references if applicable

What to do when equipment fails

Immediate removal from service

A failed ladder or step must be removed from use immediately. This means:

1. Physically remove it — Take it away from where it might be used
2. Mark it clearly — "CONDEMNED - DO NOT USE" tag or label
3. Store securely — Where people will not use it anyway
4. Document the removal — Record in the inspection

Repair vs replace

Consider whether repair is appropriate:

Repair may be suitable for:

• Worn feet (replacement feet available)
• Loose bolts (can be tightened or replaced)
• Minor surface issues

Replace when:

• Structural damage (bent stiles, cracked rungs)
• Significant corrosion
• Unknown damage history
• Repair cost approaches replacement cost
• Multiple defects present

Disposal

When disposing of condemned equipment:

• Render it unusable (cut, crush, or clearly destroy)
• Do not leave it where someone might take and use it
• Do not donate damaged safety equipment

Pre-use checks for staff

Monthly inspections are management checks. Staff should also conduct pre-use checks:

Before every use:

• Quick visual for obvious damage
• Feet present and apparently in condition
• Locks engage when set up
• Appropriate equipment for the task

Training requirement: Ensure staff know:

• How to conduct pre-use checks
• What to look for
• When to report concerns
• That they should not use equipment they doubt

Common mistakes to avoid

Inspecting without setting up

You cannot properly check locking mechanisms without setting the ladder up. Take time to do it properly.

Only checking ladders, not steps

Stepladders and kick stools are just as capable of causing falls. Check all work-at-height equipment.

Ignoring storage issues

Poor storage causes many defects. If you find damage, also look at storage practices.

Not following through

Finding a defect is only valuable if you remove the equipment from service and address it. Complete the process.

Thinking falls from steps are not serious

You can be seriously injured falling from a kitchen stepladder. Treat all work-at-height equipment seriously.

Summary

Ladder and step checks verify that work-at-height equipment is safe to use. Monthly inspections ensure:

• Structural components are sound
• Feet are in good condition
• Locking mechanisms work correctly
• Equipment is stored properly
• Defects are identified and addressed

Remember:

• Check every ladder and step, every month
• Record which equipment you inspected
• Test, do not just look
• Remove failed equipment immediately
• Document everything
• Enforce pre-use checks as well

Falls from ladders cause serious injuries. Monthly checking ensures your equipment is not the cause of the next one.