Free Ladder Inspection Checklist for Excel

An inspection form for each ladder with a column per month, a log that keeps a defective ladder marked Do Not Use until it's fixed, and a register of which inspections are due. Works in Excel and Google Sheets.

Preview of the ladder register with status, next periodic inspection and open defects

What a ladder inspection covers

OSHA 1910.23(b)(9) asks for ladders to be inspected before their first use in each work shift, and more often if needed, for any visible defect that could hurt someone. When a ladder has a structural or other defect, 1910.23(b)(10) says it gets tagged "Dangerous: Do Not Use" (or similar) and is taken out of service until it's repaired. How often you do a documented inspection on top of that is your own program. Monthly for portable ladders and annual for fixed ones are common.

The Ladder Inspection Form prints one sheet per ladder for a year, with a column for each month:

  • Structure: side rails not cracked, bent, split or dented; rungs and steps tight and not worn or missing; rivets and bolts tight; feet and slip-resistant pads present; no oil, grease or paint hiding a crack.
  • Moving parts: spreaders that lock fully open on a stepladder; rung locks, rope and pulley on an extension ladder; platform and guardrail on a platform ladder; cage or ladder safety system on a fixed ladder.
  • Labels: duty rating and safety labels legible, and on fiberglass ladders used near electricity, no exposed fibers or burn marks.

The ladder ID on the form should be marked on the ladder itself, so the right sheet goes with the right ladder. Two stepladders of the same make look identical until one of them fails.

Making Do Not Use stick

The tag on a cracked ladder works until someone takes it off, or the ladder moves to another floor. The workbook keeps the record separately from the tag.

Inspection Log. One row per periodic inspection, and per pre-use check that finds a problem, with PASS or FAIL. A FAIL stays an OPEN DEFECT until the repair or replacement date is entered.

Ladder Register. One row per ladder, with its type, location, length and duty rating. It reads the log, so the last inspection fills itself in, and Status reads DO NOT USE while a defect is open, INSPECTION OVERDUE when the periodic inspection is late, DUE SOON a week before, and IN SERVICE otherwise. The interval comes from the Ladder Types tab: a month for stepladders, extension and platform ladders, a year for fixed ladders, all editable.

If the site also uses scaffolds, the scaffold inspection checklist tracks the shift inspections OSHA requires for those. The equipment inventory template lists everything else you own.

Who uses a ladder inspection checklist

Anywhere ladders are shared, which is almost everywhere.

Facilities & building maintenance

Stepladders and extension ladders shared between trades, plus fixed roof-access ladders.

Warehouses & retail

Platform ladders and rolling stands used by many people on every shift.

Construction & trades

Ladders moving between job sites, checked before use and tracked by ID.

Electrical contractors

Fiberglass ladders where a burn mark or exposed fiber matters.

Schools & universities

Ladders in custodial closets, labs and theaters, on a monthly EHS inspection.

Telecom & utilities

Extension ladders on vehicles, inspected before each climb.

Spreadsheet or UNIO24 — what fits your team?

The workbook is enough for one building. Once ladders move around, knowing where each one is matters as much as its last inspection.

CapabilityFree TemplateUNIO24 FreeRecommended for multi-site teams
Inspections
Inspection form per ladderThe template prints a yearly form. UNIO24 runs the checklist on a phone after a scan.PartialYes
Photo of the defectThe cracked rail or missing foot, attached to the record.NoYes
Defects and due dates
Do Not Use until repairedThe register shows DO NOT USE from the log. UNIO24 also raises the repair or replacement.PartialYes
Periodic inspection remindersThe template flags overdue ladders. UNIO24 sends a reminder before they are due.PartialYes
Tracking
Where each ladder is nowThe template has a location column. UNIO24 updates it on every scan and check-out.PartialYes
Full history per ladderEvery inspection, defect, and repair kept together and never overwrittenPartialYes
Full support0/ 66/ 6

Frequently Asked Questions

About ladder inspections and the template

Is the ladder inspection checklist free?

Yes. No cost, no subscription, no card. Enter your name and email and the Excel file downloads straight away.

What do I do with a damaged ladder?

Tag it "Dangerous: Do Not Use" or similar and take it out of service until it is repaired, as 1910.23(b)(10) requires. Many ladders cannot be repaired safely and are replaced. In the workbook, log the FAIL; the ladder shows DO NOT USE until the repair or replacement date is entered.

Does it cover fixed ladders?

Yes. Fixed ladder is one of the types, with a 12-month default interval and checklist items for rungs, rails, and the cage or ladder safety system. Adjust the interval to your program.

How often does OSHA require ladders to be inspected?

Before initial use in each work shift, and more often as necessary, under 1910.23(b)(9). OSHA does not set a separate interval for documented inspections; monthly for portable ladders and annually for fixed ladders are common in safety programs.

Who can inspect ladders?

The person using the ladder checks it before use. The documented periodic inspection is usually done by a supervisor, a safety coordinator, or someone your program designates and trains.

Can I print it as a ladder inspection form?

Yes. The Ladder Inspection Form tab prints one page per ladder with a column for each month of the year, and can be saved as a PDF from Excel.

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