Calibration register template, Excel or CSV
A calibration register template that the finder reads as it stands: the twenty-eight columns below as a CSV that opens in Excel, with four invented rows. Fill it in, paste it back, and every instrument comes back with its due date worked out and the findings raised. The register you already keep works too: a column the finder cannot find is reported as not recorded, never guessed.
Columns the finder reads
header names are matched loosely| Column | What goes in it | Needed |
|---|---|---|
| Asset ID | the number on the instrument and its label | required |
| Type | what it is: caliper, micrometer, torque wrench, pressure gauge, analytical balance | required |
| Description | range, size, model | advised |
| Location | where it lives | advised |
| Owner | department or person who answers for it | advised |
| Control type | calibration, verification, intermediate check, qualification or mapping: the wording of the due date follows it | optional |
| Last calibration | the date of the last calibration or verification; ISO dates always read, set day first or month first for the others | required |
| Interval | 12 months, 6 mo, quarterly, 90 days, 2 years, biennial, or before each use | required |
| Due date | optional: the finder works it out and shows where yours disagrees | optional |
| Cal by | in house or external | strongly advised |
| Calibration provider | the external lab or provider; shown, not evaluated | optional |
| Lab accredited to ISO/IEC 17025 | yes, no or unknown | for external labs |
| Accreditation body | shown, not evaluated | optional |
| Scope reference | the accreditation scope the service sits in; shown, not evaluated | optional |
| Certificate number | the calibration certificate or record reference | strongly advised |
| Traceable to a national standard | yes or no | advised |
| Reference standard | the reference an in-house calibration is done against; shown, not evaluated | optional |
| Uncertainty | as the certificate states it; shown, never worked out | optional |
| As found | in tolerance or out of tolerance at the last calibration | strongly advised |
| Adjusted | yes or no | optional |
| Used for product acceptance | yes or no | strongly advised |
| Used on | a process or product family, never a part number | optional |
| Status | in service, out of service, reference only, calibration not required, lost, quarantined, retired | strongly advised |
| Rationale | why calibration is not required | with calibration not required |
| Approver | who agreed it | with calibration not required |
| Procedure | the procedure an in-house calibration follows | for in-house |
| Impact assessment | yes, no, or a reference such as an NCR number | after an out-of-tolerance reading |
| Notes | a short label; a cell over 300 characters is removed | optional |
A first line for the register
standards: IATF 16949, ISO 9001 | audit date: 2026-11-09 | warning window: 30 days | date format: day first | as at: 2026-09-28
The standards set which clauses are cited and whether an external lab without accreditation is a finding or a question; the audit date and warning window set what is due soon; the as-at date is the date every due date is read against.
The four rows in the CSV
invented| Asset ID | Type | Last calibration | Interval | Status |
|---|---|---|---|---|
| G-001 | micrometer | 2026-03-10 | 12 months | in service |
| G-002 | torque wrench | 2026-06-01 | 6 months | in service |
| G-003 | height gauge | 2025-10-15 | 12 months | in service |
| G-004 | surface plate | calibration not required |
Fill it in, paste it back: the calibration schedule comes back as a recall sheet, overdue first, and the CSV export adds an action owner and an action due column for each finding.