Scaffold Inspection Records: Handover Certificates, Weekly Inspections and After-Incident Checks Under TG20 and NASC

Summary

Scaffold inspection records are not optional bureaucracy — they are a legal requirement under the Work at Height Regulations 2005 and a critical safety control. A scaffold that has not been formally inspected and documented before use should not be used, regardless of who erected it.

Two distinct types of documentation are commonly confused: the handover certificate (issued when a scaffold is first completed and handed over for use) and the periodic inspection record (the 7-day or event-triggered inspection report during use). Both are required; they serve different purposes and the responsibility for producing them may fall on different parties.

For NASC member firms, scaffold documentation is audited annually. Missing or incomplete inspection records are among the most common audit failures. Beyond NASC compliance, complete inspection records are essential evidence in any incident investigation or insurance claim.

Key Facts

• Regulation 12 — Work at Height Regulations 2005; requires inspection before first use, after substantial alteration, and every 7 days
• Schedule 7 — Schedule to WAH Regs specifying minimum content of inspection reports (8 items)
• TG20:21 Appendix A — NASC inspection form designed to meet Schedule 7 requirements; widely used industry standard
• Handover certificate — issued when scaffold is first completed; different from periodic inspection record
• Before first use — formal inspection required before any person uses the scaffold; no exceptions
• After adverse weather — severe storms, high winds, snow loading may require additional inspection before resuming use
• After vehicle strike or collision — any event that may have affected stability triggers an immediate inspection requirement
• 7-day cycle — inspections must occur at intervals not exceeding 7 calendar days during use
• Competent person — inspections must be conducted by a competent person (CISRS Advanced Scaffolder or equivalent for formal inspections)
• Record retention — keep until next inspection; available on site; 3-year minimum retention recommended post-project
• Pre-use check — daily user check is separate from formal inspection; no specific form required but should be recorded

Quick Reference Table: Scaffold Documentation Types

Detailed Guidance

Scaffold Handover Certificate

The handover certificate is the formal document transferring responsibility for the scaffold from the erecting contractor to the client or principal contractor for use. It should include:

• Project reference and site address
• Description of scaffold — type, configuration, dimensions (height, length, bay widths)
• Duty class — agreed loading class (BS EN 12811-1 Class 1–6)
• TG20 Compliance Sheet reference or design reference
• Date of completion
• Confirmation that scaffold complies with TG20:21 (or named alternative standard/design)
• Restrictions on use — if any (e.g. maximum load, no materials storage on certain lifts)
• Signature of erecting contractor's competent person — CISRS Scaffolding Supervisor as minimum
• Signature of receiving party — principal contractor representative or client

The handover certificate is NOT a substitute for a formal Schedule 7 inspection record. It confirms handover; the inspection record confirms the scaffold has been assessed as safe.

TG20:21 Appendix B provides a recommended handover certificate format. NASC member firms are expected to use this or an equivalent that captures all required information.

Schedule 7 Inspection Report Content

Every formal inspection record (7-day, after-event, after-alteration) must include all eight items from Schedule 7 of the Work at Height Regulations 2005:

1. Name and address of the person for whose undertaking the inspection was carried out (i.e. the client/principal contractor, not the scaffolding firm)
2. Location of the work equipment inspected — site address and specific scaffold location/reference
3. Description of the work equipment — type and configuration of scaffold
4. Date and time of inspection — both required
5. Details of matters identified — defects, non-conformances, or confirmation that none were found
6. Details of action taken — what was done to address any matters identified during this inspection
7. Details of further action considered necessary — outstanding defects or follow-up required
8. Name and position of the person making the report — not just a signature; name and role must be written

TG20:21 Appendix A sets out a recommended inspection form that captures all eight Schedule 7 items plus additional TG20-specific checks. Using this form (or equivalent) is strongly recommended.

TG20:21 Appendix A: The Inspection Checklist

TG20 Appendix A provides a structured checklist for scaffold inspections. Key check items include:

Foundations and base plates:

• Sole plates, base plates correctly installed
• No settlement, undermining, or displacement
• Ground not waterlogged or eroded

Standards and ledgers:

• Vertical within tolerance (no more than 1:100 lean)
• No deformation, cracks, or impact damage to tubes
• All couplings correctly torqued (key-tight, not over-tightened)

Ties:

• All ties present per compliance sheet or design
• Ties not removed or in damaged condition
• Tie types appropriate (reveal, box, or lip as specified)

Working platform:

• Boards fully laced, no gaps >25mm
• Boards not bowed, split, or damaged
• Boards lapped or butted correctly

Guardrails and toeboards:

• Top guardrail ≥950mm above platform edge
• Intermediate guardrail — no gap >470mm
• Toeboards ≥150mm, continuous

Access:

• Ladders at correct pitch (75° or 4:1 ratio)
• Ladder feet not resting on boards; secured at top or footed
• Access hatches functional

Bracing:

• Facade bracing and plan bracing in place as designed

General:

• No unauthorised modifications
• No overloading (materials stored appropriately)
• Signs and lighting in place (if required)

After-Adverse-Weather Inspections

The WAH Regulations require inspection "after any event likely to have affected its stability or load bearing capacity". This includes:

• Storms or high winds — any wind speeds that could have displaced components or damaged ties
• Snow or ice loading — accumulated snow increases load significantly and may compact into structural members
• Heavy rain and flooding — undermining of foundations, softening of ground bearing
• Vehicle strikes or collisions — any contact with scaffold from plant, vehicles, or falling objects
• Third-party interference — boards removed, ties cut, gates left open, materials added without notification

After any such event, the scaffold must be inspected by a competent person and an inspection record completed before work resumes. It is not sufficient for the site manager to walk around and decide it "looks fine" — a formal record is required.

Pre-Use Checks

Separate from formal inspections, users of the scaffold (any operative from any trade) should carry out a brief visual check at the start of each working day or shift. This is not a formal Schedule 7 inspection but is an employer duty under the WAH Regulations. The check should cover:

• Are all boards present and properly laid?
• Are guardrails intact?
• Any obvious damage, displacement, or unauthorised modification?
• Is the access ladder or staircase in place and secure?

If any problem is identified, the user should stop work and notify the responsible scaffolding contractor immediately. The user should NOT attempt to rectify scaffolding defects themselves.

Record Retention

Minimum requirements:

• Inspection records must be retained until the next inspection
• Records must be available on site for inspection by HSE, local authority, or principal contractor

Recommended practice:

• Retain all scaffold inspection records for a minimum of 3 years after scaffold dismantling
• For major projects, retain for the duration of any potential claim limitation period (6 years for contract claims, longer for personal injury)
• Store records electronically with backup; paper records are susceptible to loss on busy sites

NASC audit assessors review inspection records as part of the annual safety audit. Gaps, missing signatures, or records not meeting Schedule 7 requirements are common audit findings.

Frequently Asked Questions

Who is responsible for the 7-day inspections — the scaffolding contractor or the principal contractor?

The WAH Regulations place the duty on "the person for whose undertaking the inspection is required" — in construction this is typically the principal contractor who is using the scaffold. In practice, most principal contractors contract this inspection responsibility back to the scaffolding firm. The important thing is that it is clearly allocated in the contract, that whoever does it is a competent person, and that records are kept.

Does an inspection need to happen exactly every 7 days, or can it be slightly earlier?

The Regulations say "intervals not exceeding 7 days". An inspection on day 6 is fine. An inspection on day 8 is not compliant. In practice, most scaffolding contractors build 7-day inspection visits into their service schedule.

What happens if a defect is found during inspection?

The inspector records it under Schedule 7 item 5 ("details of matters identified") and item 6 ("details of action taken"). If the defect is significant — a missing tie, a damaged board on a working platform — the scaffold or the affected section should be taken out of use until it is rectified. A "tag" system (red/amber/green tags) is commonly used to visually indicate scaffold status.

Is the TG20 Appendix A form available to non-NASC members?

TG20:21 is a paid publication from NASC. Non-NASC members can use any form that captures all Schedule 7 items — there is no legal requirement to use the NASC format. However, for NASC member firms, using the Appendix A form or equivalent is required. Many scaffolding software platforms include built-in Schedule 7-compliant inspection forms.

Regulations & Standards

• Work at Height Regulations 2005 (SI 2005/735) — Regulation 12 and Schedule 7; inspection requirements and record content

• NASC TG20:21 — Appendix A (inspection form) and Appendix B (handover certificate); tube and fitting scaffold guidance

• BS 8411:2007+A1:2010 — Code of practice for the management of scaffolding; detailed guidance on inspection and documentation

• CDM Regulations 2015 — inspection records form part of the health and safety file

• Work at Height Regulations 2005 — Schedule 7 — statutory inspection record requirements

• HSE Scaffolding Inspection Guidance — HSE practical guidance

• NASC TG20:21 — Appendix A and B forms

• work at height regs 2005 — full overview of WAH Regs duties and scaffold requirements

• tg20 compliance guide — TG20 eSP tool and compliance sheets

• scaffold handover certificate — detailed handover certificate content and process

• nasc membership requirements — NASC audit requirements including inspection record review