Quality12 checksmonthlyabout 10 minutes, estimate; adjust for site

Calibration checklist

This checklist covers gauges and instruments checked, tagged and recorded. Tick each item at the point of work and record any failure.

0 of 12 checked

1Identify the lot or issue

Gauge ID is readable
Calibration due date is available [VERIFY]
Gauge condition is inspectedMUST
Damaged gauge is held aside

2Inspect and control

Standard used is recorded [VERIFY]MUST
Qualified person performed check [VERIFY]MUST
Result is inside accepted limit [VERIFY]
Adjustment or repair is logged

3Decide and record

Status label is updated
Out-of-calibration impact is reviewed [VERIFY]
Certificate is filedMUST
Next due date is entered

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Check before you rely on it. These need a check for your site or with the official source: Calibration due date is available; Standard used is recorded; Qualified person performed check; Result is inside accepted limit; Out-of-calibration impact is reviewed. This is a practical starting list, not a legal or safety certificate.

When to use it

The calibration owner uses this list during the monthly check. Allow about 10 minutes for the checks, plus time for any problem found. Work from the inspection register and the identified lot. Look at the actual item before ticking it. Mark No when evidence is missing and explain why.

Its scope is specific: gauges and instruments checked, tagged and recorded. First confirm gauge ID is readable, then examine the relevant work before approval or handover. The person named at the top should complete the checks as the work happens. Do not sign a page from memory later.

If an item is a "No"

For a failed (must) check, hold the affected work at its current stage. The calibration owner records the item, current job or lot, time and a clear note. Tell the person authorised to release that work. Do not tick Yes after simply sending a message. Recheck the item and record who accepted it before proceeding.

For this checklist, pay particular attention when standard used is recorded cannot be confirmed. Check the supporting record or the actual material. A photo alone may not prove a measurement or approval. Note missing evidence.

For other failures, name an owner and due date. Escalate safety, compliance or customer risks before release.

Common mistakes

Ticking calibration due date is available without looking at the actual item or source record.
Writing "done" when qualified person performed check has not been checked.
Closing the sheet even though status label is updated is still unknown.
Filing the page with no name, no date or no owner for failed items.

Make it your own

Print this on A4 or keep it in a shared sheet. Add a column for the person clearing each failed item. In a pumps business, adapt the references to the part, lot, machine or delivery document your team actually uses. In castings, name the local register and sign-off owner. Remove a check only if it truly cannot apply, and write down why. Do not remove critical safety or statutory checks without qualified review.

Try the list on a real job, then ask the calibration owner which records were hard to find. Keep one approved version with a revision date so the team uses the same checks.

Review required: This is a practical starting list, not a legal or safety certificate. Check the current rules and get a qualified person to review it for your site. Items marked [VERIFY] need a site-specific or official-source check before use.

A checklist only works if someone ticks it, every time, and someone reads it.

Questions people ask

Who should sign the calibration checklist?

The calibration owner who performed the check signs it. If a different person approves release, capture that name too. Do not use another person’s signature.

What if gauge id is readable cannot be confirmed?

Mark No, describe what you looked at and hold the affected work if it is a critical item. Ask the authorised owner to decide the next action. Keep the result in the same record.

Can we use the short version instead of the full checklist?

Use the short version for a quick reminder. The full list has the remaining checks, failed-item notes and signature. Keep it for the actual decision and review.