A checklist cannot replace a technically valid calibration method, competent personnel, or an approved procedure. It can prevent routine handoff and recordkeeping steps from being missed while keeping each calibration event connected to the correct gage.
Before calibration begins
- Confirm the permanent Gage ID and equipment identity.
- Verify current status, due date, interval, location, and owner.
- Check the required range, points, functions, acceptance criteria, and reporting needs.
- Review the previous certificate, failure, repair, adjustment, or limited-use condition.
- Inspect for damage, contamination, missing accessories, or identification problems.
- Decide whether internal or external calibration is authorized and suitable.
- Plan production coverage or a substitute while the gage is unavailable.
- Change status so users know the item is under calibration.
If damage or abnormal behavior is observed, record it before cleaning, adjustment, or repair changes the evidence.
During internal calibration
- Use the current approved method or work instruction.
- Confirm the technician is trained and authorized for the activity.
- Verify reference standards are suitable and within their calibration status.
- Allow required stabilization and record relevant environmental conditions.
- Record as-found results before adjustment.
- Record actual readings, calculations, acceptance limits, and decision information required by the method.
- Document adjustment or repair and then record as-left results.
- Identify any out-of-tolerance point, range, direction, or function clearly.
Use the checklist beside—not instead of—the approved technical method. Calibration points, uncertainty treatment, decision rules, and reporting detail must come from the applicable procedure and requirements.
For external calibration
- 1Issue a clear service requirement
State required range, points, as-found data, adjustment authorization, certificate needs, and turnaround.
- 2Record the handoff
Identify the provider, shipment date, included accessories, condition, and expected return.
- 3Protect the equipment
Use suitable packaging, transport controls, and special handling instructions.
- 4Track availability
Keep the gage out of active-use lists and monitor the provider due date.
- 5Inspect on return
Check identity, damage, accessories, seals, status labels, and the returned documentation.
Review the calibration result
Does the certificate or record match the Gage ID, serial number, description, and event?
Were the required range, functions, points, method, and reporting instructions addressed?
Are as-found and as-left conditions clear, including any failure, limitation, adjustment, or repair?
Are dates, provider or technician, standards or traceability details, environmental information, and approvals present as required?
Can the gage return to service, require limited use, remain under review, or be removed?
Is the approved interval still appropriate, and is the next due date correct?
If the result is out of tolerance, open the organization’s containment and impact-review process. Do not hide the exception by entering only the adjusted passing result.
Close the calibration event completely
- Attach or link the final certificate and supporting data.
- Record the event date, type, provider or technician, and result.
- Document as-found condition, adjustment, repair, and disposition.
- Confirm the approved interval and calculated next due date.
- Set current status only after required review is complete.
- Update identification or status labels where your process uses them.
- Return the gage to its controlled location and notify the owner.
- Keep open actions visible until containment, impact review, or repair is closed.
Quick one-page calibration checklist
Add the technical and compliance steps required by your methods, customers, industry, and quality system. Approve the resulting checklist through your document-control process.