Free document template
Instrument Register & Calibration Schedule
An instrument register lists every measuring instrument, its calibration interval and its next due date; a calibration log keeps the evidence of each calibration. The free Excel file below carries both as separate sheets. No signup and no email required.
Scope: ManaEsse supplies measurement instruments and manufacturer documents, and prepares equipment quotations. We do not perform calibration; that work belongs to an accredited calibration laboratory.
Bilingual Thai and English, landscape A4. Two working sheets: an instrument register (ID, range in use, acceptance criteria, interval, last and next calibration, status) and a calibration log (provider, certificate number, result, corrections), each with a worked example row. Free to use and adapt.
What the register and the schedule are
The instrument register (ทะเบียนเครื่องมือวัด) is the laboratory’s list of measuring instruments that affect results: one row per instrument, with its identity, the range actually used, the acceptance criteria, the calibration interval, and the last and next calibration dates. Read down the next-due column and the register becomes the calibration schedule.
The calibration log is the evidence side: one row per calibration event, with the provider, the certificate number, the result and any corrections. Quality systems such as ISO/IEC 17025 and ISO 9001 expect both: a plan that says when, and records that prove it happened.
Calibration vs verification: the difference
Two words that get mixed in every lab, with different meanings:
| Calibration (สอบเทียบ) | Verification (ทวนสอบ) | |
|---|---|---|
| What it does | Compares the instrument against a traceable reference and reports the deviation | Checks between calibrations that the instrument still reads within its criteria |
| Who performs it | A calibration laboratory, normally ISO/IEC 17025 accredited | The laboratory’s own staff, with a check weight or standard |
| Output | A calibration certificate with results and corrections | A pass or fail entry in the lab’s own record |
| How often | On the planned interval in the register | Routinely: daily or before use, per the lab’s procedure |
| In this file | The calibration log sheet | A note in the register or the lab’s daily-check form |
What to record for every instrument
The register columns, and why each one is there:
Instrument ID
A short code (BAL-01) that the log, the certificate file and the sticker on the instrument all share.
Range in use and acceptance criteria
Calibration should cover the range you actually measure in, judged against the tolerance your methods need. Both are decisions the lab records, not defaults.
Interval
How often this instrument is calibrated. Twelve months is common for balances, but the interval is the lab’s decision, not a law of nature.
Last calibrated and next due
The pair that turns a list into a schedule. Overdue is visible at a glance.
Certificate number and provider
Where the evidence lives, so an auditor goes from register row to certificate in one step.
Status
In service or out of service. An instrument past its due date or failing its criteria changes status until it passes again.
How calibration intervals are set
There is no single mandated interval; the lab sets one from four inputs and revisits it:
Manufacturer recommendation
The starting point in the instrument manual.
Method and QA requirements
The analytical method or the customer’s quality agreement may fix a tighter interval than the manual does.
Usage intensity and environment
An instrument used daily in a humid plant drifts faster than one used weekly in an air-conditioned room.
History
If several calibrations in a row show negligible drift, the interval can be extended with reason; if corrections grow, shorten it.
The other lab record in this family: Free chemical stock register (ทะเบียนสารเคมี) template
Common questions
What is the difference between calibration and verification?
Calibration compares an instrument against a traceable reference and reports the deviation, normally by an accredited calibration laboratory, producing a certificate. Verification is the laboratory’s own routine check between calibrations, for example weighing a check weight each morning, recorded in the lab’s own log. A lab needs both: calibration on a planned interval and verification in between.
How often should instruments be calibrated?
On the interval the laboratory sets and records for each instrument, built from the manufacturer recommendation, the requirements of the methods it serves, how heavily it is used, and its own calibration history. Twelve months is a common starting point for balances; the register exists so the decision and its dates are written down.
Which instruments need to be in the register?
Every instrument whose reading affects a reported result or a quality decision: balances, pH meters, thermometers, pipettes, pressure gauges and so on. Equipment that does not influence results does not need a calibration interval, and putting it in the register anyway dilutes attention from the instruments that do.
Does ManaEsse provide calibration services?
No. We supply measurement instruments with the manufacturer’s documents, and we prepare equipment quotations. Calibration is performed by accredited calibration laboratories, and where an instrument we supply needs commissioning or scheduled calibration, we coordinate with the provider the customer appoints.
Is the download really free? Do I need to register?
Yes, it is free, and no. There is no signup and no email form. Download the file, put your laboratory’s name on it, and adapt the columns to your procedures.
Equipment this register usually covers
Balances and scales
Capacity and readability decide the class before the brand.
pH and conductivity meters
Define parameters, electrodes and calibration standards before quoting.
Thermometers and temperature loggers
Choose range, resolution and the calibration certificate.
Viscometers
Match spindle and viscosity range to the real sample.
Laboratory centrifuges
Compare RCF, rotors and tube formats before the top speed.
Autoclaves
State the load, chamber size and the documents you need.
Replacing or adding an instrument? One quotation covers it
Send the instrument type, range, readability and the documents you need with it. One quotation can combine any brands, including items outside the catalog, and we reply within 1 business day.