Ladder inspections — how often, what to check and how to document them

Short answer: every EN 131-compliant ladder carries durable marking with the standard symbol, maximum load (at least 150 kg for professional ladders), ladder type and manufacturer details. This is the first checkpoint of every inspection — if the marking is illegible, you do not know what equipment is actually in service.

Distinguish domestic ladders from professional ones and verify the class and declared load. A ladder bought in a hurry at a DIY store, without legible EN 131 marking, should not serve regular workplace tasks. In the equipment register record the serial or internal number, type, purchase date and a photo of the plate — it makes every subsequent inspection easier.

Short answer: regulations do not set one calendar date for all ladders — the duty is to keep them serviceable, so frequency is based on the manufacturer's instructions, intensity of use and working conditions. A two-level scheme works well: a quick pre-use check by the user plus a documented periodic inspection.

For ladders used daily in a warehouse or production, a monthly or quarterly inspection is a sensible standard; rarely used equipment may be inspected less often, but always after any event that could damage it (a fall, forklift impact, transport). What matters is that the frequency is written down and actually followed — not checked only 'on holidays'.

Short answer: a good checklist covers rungs and steps (cracks, deformation, looseness), stiles (dents, corrosion), anti-slip feet (completeness, wear), hinges and locks on stepladders (operation, securing), the rope and hooks on combination ladders, and legibility of markings. For tall ladders — additionally guide rails and stops.

Build the checklist as yes/no items with room for notes and a photo of the defect. A damaged ladder must be immediately tagged and withdrawn from use — merely writing 'to repair' without physically securing the equipment is the most common mistake. Such a template can be kept in the system as a repeatable inspection form for every ladder in the register.

In the Registers and inspections module each ladder has an equipment card with a number, location and inspection schedule. The system shows which inspections are done, expiring or overdue — instead of digging through a binder of protocols before an audit.

The inspector ticks the checklist on a phone, can attach a photo of a defect, and a detected fault can immediately become a report in the Hazard reports module with an assigned owner and deadline. The Inspections and walkthroughs module additionally verifies ladder condition during routine rounds. VIMS organises the register and deadlines — the inspection itself is performed by the person designated by the employer.

EN 131 is a multi-part ladder standard: part 1 — types and sizes, part 2 — requirements, testing and marking, part 3 — marking and user instructions, part 4 — single or multiple hinge-joint ladders; further parts cover telescopic ladders and mobile platforms. Since the 2017/2018 revision, the standard distinguishes professional and non-professional (domestic) ladders — both rated at 150 kg but tested to different strength and durability levels. Use professional ladders at work.

Leaning ladders, stepladders, combination (hinged) ladders and platform stepladders are set up differently and carry different risks, so record the ladder type, not just “ladder”. Leaning ladders are set at roughly 65–75°, and the top should extend at least 0.75 m above the landing edge. Wide ladders longer than 3 m usually require a stabiliser bar.

A competent person is someone appointed by the employer who knows the standard, the manufacturer's instructions and the assessment criteria — there is no separate statutory “ladder inspection licence” in Poland. A pre-use check (visual, by the user) differs from a periodic inspection (documented) and an ad hoc check after an event such as a fall or a forklift impact — see forklift inspections.

Withdrawal criteria are the conditions that send a ladder for repair or scrapping: a cracked or bent rung, a deformed stile, a missing anti-slip foot, a faulty lock or spreader, illegible marking. Tag a withdrawn ladder and move it to a designated area; linking the inspection date to an asset tag is easiest — see QR codes and NFC in safety.