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What Is a Periodic Inspection?
A periodic inspection is a regular and thorough examination of personal fall protection equipment. It is carried out by a competent person to identify defects, damage, wear or other conditions that may affect the safety and performance of the equipment.
Inspection Intervals
A periodic inspection must be performed at least once every 12 months. The inspection interval is normally calculated from:
- Date of First Use: The date when the product was first placed into service.
- Previous Inspection: Twelve months from the date of the last periodic inspection.
If neither of the above can be established, the 12-month period should be calculated from:
- Date of Purchase: This should be supported by documentation showing the product's unique identification, typically the batch number and serial number.
- Date of Manufacture: Used when neither the first-use date nor the purchase date can be verified.
Important: If more than 12 months have passed without a periodic inspection, the equipment must be removed from service until a new inspection has been completed.
What Does "Placed Into Service" Mean?
Before a product is used for the first time, it should be formally placed into service by recording its first-use date in:
- The equipment record section of the instructions for use.
- A digital equipment register, such as a spreadsheet.
- Inspection and asset management software.
The equipment record should follow the product throughout its entire service life and include all periodic inspections, exceptional inspections, repairs and relevant remarks.
Important: If the equipment record has not been completed, a product may effectively become non-compliant immediately upon purchase if it was manufactured more than 12 months earlier. In addition, valuable service life may be lost. For example, some manufacturers limit the service life of textile products to a maximum of 12 years from the date of manufacture and 10 years from the date of first use. If a product manufactured in January 2024 is first placed into service on 1 January 2026, it may still have 10 years of service life remaining. However, if no first-use date is recorded, an inspector may only calculate service life from the manufacturing date, leaving only 8 years remaining.
Example of a digital equipment record
Example of inspection software
Who Can Perform a Periodic Inspection?
Periodic inspections must be carried out by a Competent Person. A competent person is someone who is familiar with the applicable inspection requirements, manufacturer recommendations and instructions. In some cases, the person may also have received manufacturer-specific training and authorisation to inspect particular products.
The competent person must be able to identify defects, assess their severity and determine whether the equipment should remain in service or be removed from service.
How Should Periodic Inspections Be Documented?
Each periodic inspection must be recorded in the equipment record, together with information about repairs, defects and observations that may be relevant for future inspections.
The purpose of the record is to document the equipment's lifecycle and provide evidence that periodic inspections have been completed.
What Happens If Equipment Has No Inspection History?
If equipment has been used but does not have a completed equipment record, there are two possible situations:
- Unknown History: A more conservative assessment should be applied during inspection. Shorter inspection intervals may be recommended to monitor the rate of wear and deterioration. Equipment showing significant wear with no traceable history should generally be removed from service.
- Known History: If the equipment history is known and the product passes a periodic inspection, a new equipment record may be established. In such cases, the product's date of manufacture becomes the reference date for calculating service life.
What Is Considered a Known History?
A known history means that the user or organisation can account for how the equipment has been used and confirm that it has not been exposed to conditions that could affect its safety. An example would be equipment that has remained in storage and has been stored according to the manufacturer's instructions.
The Instructions for Use Are Essential
A periodic inspection cannot be performed correctly without access to the manufacturer's instructions for use. The instructions contain critical information about inspection procedures, retirement criteria and inspection requirements.
If the instructions are unavailable, a digital copy should be obtained whenever possible. Many manufacturers provide downloadable instructions on their websites, and we also provide instructions for use on individual product pages whenever available.
What Information Must Be Marked on the Product?
According to EN 365:2004, equipment must be removed from service if its identification markings are lost or if its history can no longer be traced. Product markings must be permanent and not easily removed.
The following information must appear on the product marking in accordance with EN 365:2004:
- Manufacturer name or trademark.
- Serial number or another unique product identifier.
- Date of manufacture.
- Model name, article number or reference number.
- Applicable standards and year of publication (for example EN 360:2024).
- A pictogram or other indication instructing the user to read the instructions for use.
Additional product-specific information may also be required, including:
- CE marking.
- Notified Body number (the four digits following the CE marking).
- Attachment point markings (for example "A").
- Product limitations and restrictions.
The exact marking requirements depend on the applicable EN standards for the product category. For example, self-retracting lifelines are covered by EN 360.
How the Regulatory Framework for Fall Protection Inspections Works
When reading regulations and standards relating to personal fall protection equipment, it can sometimes be unclear where inspection requirements originate.
This is because the requirements are created through a three-level framework rather than a single legal provision.
These three levels work together to make the inspection requirements effectively mandatory. Regulations require employers and users to follow the manufacturer's instructions. The content of those instructions is defined by EN 365. As a result, the requirements of EN 365 become indirectly enforceable through the obligation to follow the instructions for use.
1. Regulations – The Employer's Legal Responsibilities
The overarching obligations are established through occupational health and safety regulations.
These regulations require that:
- Personal protective equipment is used according to the manufacturer's instructions.
- Equipment is maintained, inspected, repaired and stored correctly.
- Protective performance and hygienic condition are preserved.
In practice, this means employers are responsible for ensuring that:
- The equipment functions correctly.
- Inspections are carried out regularly.
- Users have access to instructions.
- Equipment is cleaned and maintained when necessary.
The regulations describe what must be achieved but generally do not specify how inspections should be carried out.
2. Standards – How Inspections Are Performed
The technical requirements are found in European Standards. For fall protection equipment, the key standard is EN 365.
EN 365 establishes requirements for:
- Instructions for use.
- Maintenance.
- Periodic inspections.
- Documentation.
- Marking and traceability.
The standard also requires manufacturers to specify:
- How equipment should be inspected.
- Under which circumstances equipment must be retired.
- Recommended inspection intervals.
- That inspection intervals must not exceed 12 months.
EN 365 therefore provides the framework for inspection and maintenance requirements.
3. Manufacturer Instructions – The Practical Inspection Requirements
The third level consists of the manufacturer's instructions for use.
These instructions specify practical details such as:
- Which components must be inspected.
- How damage should be identified.
- When equipment must be removed from service.
- Applicable inspection intervals.
- Competence requirements for inspectors.
Because products are designed differently, the inspection method must be specified by the manufacturer.
This is why the instructions for use effectively serve as the operational inspection procedure for each product.
Sources and Regulatory References
AFS 2023:11
Chapter 15, Section 5 [...] Equipment may only be used if it complies with the applicable design and information requirements in force when it was placed on the market.
Chapter 15, Section 12 Employers shall ensure that personal protective equipment is used according to the manufacturer's instructions.
Chapter 15, Section 16 Employers shall ensure that personal protective equipment is maintained, inspected, repaired and stored so that its protective effectiveness and hygienic condition are preserved.
EN 365:2004
EN 365:2004 is the European Standard that governs the inspection of personal fall protection equipment and defines the concept of a periodic inspection. Other commonly used terms include fall protection inspection and fall protection examination.
4.4 Instructions for Periodic Examination
Instructions for periodic examination shall include a warning emphasising the need for regular examinations and a recommendation regarding the frequency of examination. The recommendation shall state that the interval shall be at least every 12 months.
4.6 Equipment Record
Guidance shall be provided that an equipment record should be established and maintained for each component, subsystem and system.
Note: The user organisation is responsible for maintaining the equipment record and ensuring that the required information is entered.
Source Documents
AFS 2023:11 – Personal Protective Equipment
EN 365:2004 – Personal Protective Equipment Against Falls from a Height