How to Inspect a Ladder: Compliance & Safety Checklist

Ladder inspection checklist, free template download

In brief, it's important to understand how to inspect a ladder in order to keep employees safe and comply with OSHA regulations. As a matter of fact, ladders should be inspected by a qualified person before every use. In this article, we will cover many ladder inspection details in depth, including how to inspect a ladder step by step. To begin with, here is a quick summary of the steps you should follow. We've also created a free, printable PDF ladder checklist that you can download here.

• Look over inspection tags and instruction labels
• Inspect the ladder for structural integrity
• Check ladder parts for damage, wear, and substances
• Examine locking mechanisms and moving parts
• Inspect ladder feet and leg levelers for damage or wear

Why you need to know how to inspect a ladder

Needless to say, the number one reason you should know how to inspect a ladder is for the safety of anyone using it. According to this newsroom article on the CDC website, "Each year in the U.S., more than 100 people die and thousands more are injured from ladder-related falls." Additionally, ladder inspection is a legal requirement per OSHA standard 29 CFR 1926.1053. Indeed, non-compliant ladder use and/or failure to adequately inspect them regularly land on the list of top-ten OSHA violations, as we have previously written about here.

It's important to note that just because ladder non-compliance happens often, it doesn't mean it isn't a big deal. For one thing, loss of life and bodily injury are always serious. For another thing, OSHA non-compliance penalty fines are quite substantial, ranging from $14,502 per violation to $14,502 per day beyond the abatement date up to $145,027 for repeated or willful violations.

In fact, every expert that we spoke to about ladder safety identified inspection as essential. Richard Dixon, founder of Team Emergency Plumber, puts it simply: "Never use a ladder that is damaged or in poor condition." Not only is Dixon the founder of Team Emergency Plumber, but he is also the current Business Operations Head. Additionally, Dixon has two decades of experience in the plumbing industry and a Master of Science degree focused on civil engineering technologies from the University of Southern California.

OSHA regulations for inspecting ladders

To summarize very briefly, ladder safety is covered in OSHA standard 1926.1053 and includes regulations for ladder specifications, use, inspection, and maintenance. For the purpose of this article, we will cover how to inspect a ladder step-by-step in line with OSHA regulations below. However, there are two very important questions about inspecting a ladder to answer first: 1) Who should do it, and 2) How often should it be done?

Whose responsibility is it to keep ladders in good condition?

Undeniably, it is the responsibility of employers to keep ladders in good condition. As a matter of fact, here is a direct quote from online literature posted by the U.S. Department of Labor:

"Employers have the responsibility to provide a safe workplace. Employers MUST provide their employees with a workplace that does not have serious hazards and follow all OSHA safety and health standards. Employers must find and correct safety and health problems."

Because damaged, defective, and/or dirty ladders pose a serious hazard, generally, supervisors are in charge of inspection and tagging. However, any "competent" (i.e., trained) person can inspect a ladder.

How often should you inspect a ladder?

Equally important, OSHA standard 1926.1053(b)(15) states that ladders should be inspected periodically and after any incident that could have caused damage or other unsafe conditions. One example of such an incident would be if something was spilled on a ladder. Another example would be a ladder that has fallen over. However, safety professionals generally consider it best practice to inspect a ladder before each use.

How to inspect a ladder step by step

Look over ladder inspection tags and instruction labels

Straightaway, if the inspection tag is missing, that is a red flag and a sign to inspect the ladder even more closely. Certainly, keep an eye out for a "Do Not Use" tag that may have fallen off. Then, check that instruction labels such as the weight rating are intact and legible so that the employee using the ladder has the information they need to use it safely. To that point, Phi Dang, the director of Sidepost Home Services, says, "Make sure you check the rating before using a ladder to ensure it can support your weight plus any tools or materials you’ll be carrying up with you."

Inspect the ladder for structural integrity

Once you've checked the tags and labels, inspect the ladder for structural integrity. To begin with, check that the ladder does not have rust, corrosion, decay, or any loose and/or missing pieces. Then, examine the rails, steps, and rungs to determine that there aren't any sharp surfaces, splinters, or burrs. After that, check that the pail shelf is present and not bent or broken. Finally, check that all hardware and fittings, such as screws, bolts, and hinges, are secure.

Check ladder parts for damage, wear, and substances

Each part should be checked for damage and signs of wear, as well as grease, dirt, or slick substances that could pose a slip hazard. In particular, the steps, rungs, endcaps, and top shelf or platform should be checked.

Examine locking mechanisms and moving parts

After that, check that all moveable parts operate properly and smoothly. Firstly, ensure that the spreaders, bracing, and/or extension locks are not damaged and work properly. Then, check the pulley and ropes for damage and fraying and ensure they work properly as well. Lastly, check that the rung locks are in place and none are missing or broken.

Inspect ladder feet and leg levelers for damage or wear

Last of all, check that the ladder's slip-resistant shoes and feet are undamaged and work properly. Basically, the ladder should be fully stable when resting on an even, dry surface, with no wobbling. At the same time, "surface conditions should be thoroughly evaluated when preparing for ladder setup. Sloping ground, unstable substrate, and poor housekeeping/clutter can potentially affect a ladder’s stability," explains Anthony Warenzak, the safety and compliance manager at Trutech Wildlife Service. 

Labeling and tagging ladders after you inspect

Equally important to the inspection process is labeling and tagging the ladders afterwards. At the end of the day, tagging damaged ladders is the law. However, we recommend updating damaged or missing labels after inspection as well. All things considered, Jen Stark, founder of Happy DIY Home, has this advice:

"Before using any ladder, make sure that it is properly labeled with a legible tag noting its date of inspection, weight capacity, and type of ladder. This will help ensure that your workers are aware of the potential risks associated with using this particular type of ladder."

OSHA regulations for ladder tags

There are three sections within OSHA regulations that explicitly spell out rules for ladder tags. Firstly, 1926.1053(b)(17)(i) specifically states that unsafe ladders must be tagged with "Do Not Use" or similar language. Secondly, 926.1053(b)(17)(ii) states that you must mark an unsafe ladder in such a way that anyone looking at it knows it's defective. Lastly, 1926.1053(b)(17)(iii) covers what it means to physically block unsafe ladders, which is the only substitution for tagging.

Of course, there are also some specific questions about labeling and tagging ladders that should be addressed.

Who can tag a ladder?

Firstly, OSHA 1926.1053(b)(15) requires that only a "competent person" tag ladders. Although this is true, it is generally the person who has completed the inspection who does so. Furthermore, as mentioned above, it is generally a supervisor that both inspects and tags ladders since it is such an important safety concern.

What labels are required on ladders?

So does OSHA require ladder labels? In short, no, OSHA does not require ladder labels. However, it should be noted that ANSI does recommend them. As we discussed at length here, ANSI rules are not the law, but most health and safety professionals consider them best practice. In a nutshell, OSHA has the legal authority to enforce safety and health guidelines. ANSI, however, has no legal authority, and you may follow their guidelines at will. Unless, of course, OSHA chooses to enforce them, which in this particular case it doesn't.

But can you replace labels on ladders? Yes, the only stipulation per OSHA is that instruction or warning labels may only be placed on one face of a side rail [1926.1053(a)(12)]. If you prefer to replace ladder labels less often, then it's a good idea to use durable film labels made for heavy-duty use. To that end, we recommend these durable ID labels, which are made of polyester film that resists chemicals, water, and tearing.

What are ladder tags and are they a legal requirement?

In contrast to labels, which you affix to ladders with adhesive, you can attach ladder tags with string, wire, or nylon cable ties (a.k.a. zip ties). Moreover, ladder tags are temporary indicators of inspection and/or status. Meanwhile, ladder labels provide static information such as instructions and weight ratings.

Are ladder tags a legal requirement? Per OSHA 1926.1053(b)(16), yes. When a ladder has been found to be damaged, defective, or otherwise unsafe to use, you must immediately mark it in a way that "readily identifies [it] as defective." That is to say you must add a tag that reads, "Do Not Use" or similar language unless you have physically blocked the ladder from use.

How often should ladders be tagged? In short, ladders should be tagged as "Do Not Use" anytime you have determined them to be unsafe. In comparison, you should keep the inspection tag on a ladder until it is completely filled and then switch it out for a new one.

Best tags to use when you inspect ladders

As shown above, tagging unsafe ladders is a must for OSHA compliance. For that reason, it's important to use the best tags for the job. In other words, you should use tags that are durable enough to last in heavy-duty environments. While we do offer preprinted ladder inspection tags that are very durable, in this section we will focus on printable tags as they are the most versatile. In fact, we offer several different kinds of durable tags that you can customize right from your desktop and print on a standard laser printer.

Printable plastic tags vs. Tag Kits

Printable plastic tags, which come on 8.5" by 11" sheets that you can break apart after printing, are one type of tag we offer. These types of tags are very durable, and the hole can resist up to 50 pounds of pull strength, which means it won't tear easily if pulled or yanked. The tags are printable on both sides and resist UV rays, chemicals, water, abrasion, and tearing so that you can use them on outdoor ladders for up to two years.

In contrast, tag kits are even more durable, resisting up to 100 pounds of pull force, but they come with several components that you assemble after printing. Each kit comes with printable vinyl labels that you apply to thick, rigid plastic tags. When combined, the components work best for ladders used outdoors and/or in very heavy-duty environments.

Blank printable tags vs. preprinted styles

On one hand, our blank printable tags and tag kits are extremely versatile, but you will need a color printer to add OSHA or ANSI headings. You can use them to create inspection tags or "Do Not Use" tags for ladders, of course. Additionally, you can also use them to create any kind of tag you need on the job. This includes lockout/tagout tags for your energy control program, which we wrote about previously.

On the other hand, you have preprinted tags that use only black ink. Of course, if you want to use the OSHA/ANSI "Danger" symbols on a blank tag, you will need a color printer. However, if you use our preprinted tags and tag kits, the "Danger" header is already printed on them. You just fill in the rest of the tag and print on the blank space using black ink.

How to create your own ladder tags

As mentioned above, you can customize our printable tags and kits to create your own ladder tags onsite and on demand. For this purpose, we have free tools that include Avery Design and Print Online (ADPO) software and Avery templates.

ADPO is free cloud-based software that contains all the standard design tools you would expect, such as tools for adding text, images, colors, shapes, and the like. However, there are a few extra tools we offer that are very helpful, such as a free barcode generator. And, of course, our subscription-based GHS Wizard® tool. GHS Wizard is indispensable if you need to create GHS labels for, say, secondary chemical containers.

All you need to start designing your own ladder tags is a free Avery account, an internet connection, and a smart device. You can even share saved projects with your team via email or apply a saved design to other Avery products. What's more, within ADPO, you will find blank templates (if you want to design from scratch) or predesigned templates that you can modify.

Create and print durable plastic ladder tags right from your desktop laser printer.

Templates for Avery printable plastic tags

Print and assemble extremely durable ladder tags using our tag kit and your desktop laser printer.

Printable templates for Avery rigid tag kits

How to inspect a ladder, key takeaways

In summary, it's important to know how to inspect a ladder properly to prevent loss of life and bodily injury, as well as avoid serious fines for OSHA non-compliance. Accordingly, OSHA covers ladder safety under Standard 1926.1053, which includes specific regulations for ladder inspection. At the end of the day, employers are responsible for keeping ladders in good condition. For this reason, supervisors are usually in charge of inspection and tagging, despite OSHA only requiring a "competent" (i.e., trained) person to do so.

As noted above, OSHA only requires that you inspect ladders periodically and after any incident that could have caused damage or other unsafe conditions. However, most health and safety professionals consider it best practice to inspect a ladder before each use. Inspection points include tags or labels, structural integrity, locking mechanisms, moving parts, damage or wear to ladder feet and leg levelers, as well as overall signs of damage, wear, or slick substances.

Tagging ladders after inspection

When it comes to labeling and tagging ladders, you can use labels for static information such as instructions or weight ratings. Meanwhile, you should use tags for inspection records and identifying damaged or otherwise unsafe ladders. According to OSHA regulations, you must tag unsafe ladders with "Do Not Use" or similar language, unless you physically block them from use. Because ladder safety is so important, it's in the best interest of any company to use the best ladder tags available.

To this end, Avery offers several different types of durable tags, including printable ones you can customize for any safety need. Furthermore, we offer free tool, including Avery Design and Print Online software and Avery templates, to make customizing easy.

What could you do with printable, durable tags? Join the conversation on LinkedIn and Facebook. And in the meantime, try out ADPO for yourself to see how easy it is to use.

Please note, the contents of this article and related articles on avery.com/industrial are for informational purposes only, are general in nature, and are not intended to and should not be relied upon or construed as a legal opinion or legal advice regarding any specific issue or factual circumstance.