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  • Writer's pictureEthan Ring

How to Prepare for Your Next Equipment Calibration: An Asset Owner's Checklist

Calibration is a crucial step in maintaining the quality and reliability of your equipment. Whether it's for compliance with industry standards, quality assurance, or ensuring precise measurements, the importance of preparing for calibration cannot be overstated. This guide offers a comprehensive checklist for clients to ensure that they are fully prepared for their equipment's calibration, helping to streamline the process and achieve the best results.

1. Understand Your Equipment’s Calibration Needs:


  • Review Manufacturer’s Recommendations: Start by consulting your equipment's manual or manufacturer’s guidelines to understand the recommended calibration frequency and procedures.

  • Identify Calibration Standards Required: Determine which standards your equipment needs to comply with (e.g., ISO, ASTM) to ensure adherence during the calibration process.


2. Document Previous Calibrations and Repairs:


  • Keep a Calibration History: Maintain a record of all past calibrations, including dates, results, and any anomalies noted.

  • Record Repairs and Adjustments: Document any repairs or adjustments made since the last calibration.


3. Physically Prepare Your Equipment:


  • Clean the Equipment: Ensure your equipment is clean and free from dust, dirt, or any contaminants that might affect the calibration.

  • Check for Visible Damage: Inspect for any physical damage that might impact the equipment's functionality.


4. Ensure Proper Environmental Conditions:


  • Stabilize Environmental Factors: Calibration often requires specific environmental conditions such as temperature and humidity. Ensure your calibration area meets these conditions beforehand.


5. Plan for Downtime:


  • Schedule Appropriately: Calibration might mean downtime for your equipment. Schedule your calibration at a time that minimizes impact on your operations.


6. Prepare for Transportation (If Applicable):


  • Secure Packaging: If your equipment needs to be transported for calibration, package it securely to prevent damage during transit.

  • Arrange for Safe Transportation: Use reliable and safe transportation means to ensure your equipment reaches the calibration facility intact.


7. Communicate Specific Requirements:


  • Discuss Special Requirements: If your equipment has any unique features or specific concerns, communicate these to your calibration provider in advance.


8. Choose a Reputable Calibration Provider:


  • Research Providers: Ensure the provider is accredited and has experience with your type of equipment.

  • Understand the Provider’s Process: Familiarize yourself with their process, turnaround times, and any other services they offer.


9. Use Clear and Precise Language while stating your requirements


When asset owners send equipment out for calibration and want to ensure compliance with ISO/IEC 17025, particularly concerning Decision Rules and Conformity Statements, it's crucial to have clear and precise language. This language should cover the specifics of the calibration requirements, decision rules to be applied, and how conformity will be determined and reported. Here's a suggested template that asset owners can use or adapt for their needs:


1. Introduction:

  • [Your Company/Organization Name]

  • [Contact Information]

  • [Date]

2. Equipment Details:

  • [Equipment Name/ID]

  • [Manufacturer and Model]

  • [Serial Number]

  • [Specific Calibration Requirements, if any]

3. Purpose of Calibration:

  • [Describe the intended use of the equipment, emphasizing why calibration is crucial for its application.]

4. Specification and Tolerance Limits:

  • [Clearly define the specification or standard to which the equipment must conform.]

  • [Specify tolerance limits for measurements, if applicable.]

5. Decision Rule Request:

  • [State the decision rule you want the laboratory to apply.]

  • Example: "We request the application of a decision rule that provides a balance between the risks of false acceptance and false rejection. The decision rule should consider the expanded measurement uncertainty and align with our risk tolerance levels."

6. Statement of Conformity:

  • [Specify how you wish the conformity to be reported.]

  • Example: "We require a statement of conformity indicating whether the equipment passes or fails the specified tolerances, including detailed information on any measurements near the tolerance limits."

7. Measurement Uncertainty and Risk Management:

  • [State your expectations regarding the handling of measurement uncertainty.]

  • Example: "The calibration laboratory is expected to evaluate and report the measurement uncertainty in compliance with ISO/IEC 17025:2017. The uncertainty must be factored into the decision rule and the conformity statement, ensuring an acceptable level of confidence in the results."

8. Reporting Requirements:

  • [Describe any specific format or details you require in the calibration report.]

  • Example: "The calibration report should document the applied decision rule, measurement uncertainty, and the basis for the conformity statement."

9. Additional Requirements:

  • [Include any other specific requirements or conditions relevant to the calibration.]

10. Acknowledgment:

  • [Request acknowledgment of receipt and understanding of the requirements.]

  • [Provide space for the calibration laboratory to confirm they can meet these requirements.]



Preparing for equipment calibration is a proactive step toward maintaining the integrity and quality of your instruments. By following this checklist, clients can ensure that their equipment is in the best possible condition for calibration, leading to more accurate results and prolonged equipment life. Remember, effective preparation is key to the success of the calibration process and the reliability of your measurements.


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