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Calibration Log Template

Auditors under ISO 9001, AS9100 and IATF 16949 expect calibration records they can trace to the instrument, the date, the result and the certificate. This template gives you a clean log you can fill in and export.

Download:

Gage ID	Description	Calibration date	Next due date	Interval (months)	As-found result	Out of tolerance as found (1 or 0)	Certificate no.	Calibrated by

Calibration events

Average interval (months)

10.8

Out of tolerance as found

As-found out-of-tolerance rate

20%

Record the as-found condition before any adjustment. For each out-of-tolerance event, open a record to assess product measured since the last good calibration. Dates follow your regional format in the export.

Move calibration tracking into your ERP

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How to use it

Add one row per calibration event, not per instrument. Enter the gage ID that matches your master list, the date, the interval and the next due date. Choose the as-found result, mark out-of-tolerance events with 1 in the flag column, and reference the certificate number from the lab. The totals count events, average the intervals and compute the as-found out-of-tolerance rate, which is the number you need for interval reviews and management review.

What the standards expect

ISO 9001 clause 7.1.5 requires monitoring and measuring resources to be calibrated or verified at specified intervals against traceable standards, and records kept as evidence. It also requires you to assess the validity of earlier results when equipment is found unfit. AS9100 and IATF 16949 add expectations on records, including as-received condition, and for IATF 16949 on laboratory scope. A log like this is the evidence trail linking each event to a certificate.

Instrument ID and description
Date and next due date
As-found condition
Certificate number and who calibrated
Action on out-of-tolerance findings

Common mistakes

Logging only the as-left state hides drift and makes interval reviews impossible, so always capture as-found. Keep due dates computed from the calibration date, not the date the instrument came back. Do not delete old rows when you retire an instrument; mark it retired in your gage master list instead. Finally, make sure the certificate number actually leads to a stored document, because a number without a file will not satisfy an auditor.

Frequently Asked Questions

Is a spreadsheet log acceptable to auditors?

Yes, if it is controlled: restricted editing, backups, version history and a defined owner. Many organizations later move to a CMMS or QMS module for automatic due-date alerts and stronger access control.

What should I record for an out-of-tolerance finding?

Record the as-found readings, the date, the instrument ID and the product or processes it was used on since the last good calibration. Then document the impact assessment and any recall or re-inspection decision.

How long should calibration records be kept?

Retention is set by your quality system and customers. Many keep records for at least the life of the instrument plus a few years, and aerospace or medical customers may require much longer.

Do I need one log per instrument?

Either approach works. A single log with a gage ID column is easier to filter and summarize, while some labs keep a history card per instrument. Make sure the IDs match your gage master list exactly.

If calibration due dates and out-of-tolerance impact reviews should be driven from your ERP, Netray can help connect them.

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