Free template
Calibration log template
A calibration log answers the question your auditor asks first: when was this instrument last calibrated, who did it, and when is it due again. This template keeps that on one line per instrument.
Download it as Excel or CSV. No email, no sign-up. When you want reminders instead of a sheet you have to remember to open, it imports into CalibrationOS with every column mapped.
Free. No email or sign-up needed to download.
Use it if
- You are starting a calibration record for the first time, or tidying up one kept on paper.
- You want one line per instrument showing its latest calibration, not a page per event.
- You keep the certificate number and the as-found result with each entry.
What is in it
10 columns on the first sheet, 2 example rows to replace, and a How to use sheet in the Excel file.
| Column | What goes in it |
|---|---|
| Asset Tag | Your ID for the instrument, as written on its sticker. |
| Description | What it is, for example “Digital caliper”. The one column every row needs. |
| Serial Number | The maker's serial number. |
| Location | Where it lives: bench, cell, crib or room. |
| Cal Interval (months) | Months between calibrations, for example 12. Blank means 12. |
| Last Cal Date | When it was last calibrated. |
| Calibrated By | The lab's name, or the person who calibrated it in house. |
| Next Cal Due | When it is next due. Leave it blank and we work it out from the last calibration date plus the interval. |
| Status | Active, Out for cal, Out of service, Retired or Lost. |
| Notes | Anything else: the certificate number, the result as found, a reminder. |
The example rows
| Asset Tag | Description | Serial Number | Location | Cal Interval (months) | Last Cal Date | Calibrated By | Next Cal Due | Status | Notes |
|---|---|---|---|---|---|---|---|---|---|
| QA-0001 | Outside micrometer 0-1 in | MT-20931 | Inspection bench 2 | 12 | 2026-04-02 | Example Calibration Lab | 2027-04-02 | Active | Cert 26-0412. In tolerance as found. Example row. |
| QA-0002 | Torque wrench 20-100 ft-lb | TW-5521 | Assembly cell 3 | 6 | 2026-08-19 | In-house, T. Nguyen | Active | Cert IH-118. Adjusted, in tolerance as left. Example row. |
How to use it
Download the template
Choose Excel (.xlsx) or CSV. The Excel file has a How to use sheet after the log.
List each instrument
One row each: asset tag, description, serial number, where it lives and its calibration interval in months.
Record the latest calibration
Enter the date, who calibrated it, and the certificate number and result in Notes. Leave Next Cal Due blank and it is worked out on import.
Update it when an instrument comes back
Overwrite the last calibration date and the notes. Keep the certificate PDF where you can find it.
Import it into CalibrationOS
Sign up free, open Import and choose the file. Every column maps on its own, you see each row and its due date before anything is saved, and reminders start from there.
Imports as it is
The column names are the ones the CalibrationOS importer reads. Upload the filled-in file and every column maps on its own: no renaming, no mapping to fix. Next Cal Due left blank is worked out from the last calibration date and the interval. You see every row and its due date before anything is saved.
Questions
What should a calibration log include?
At least: the instrument's ID and description, its serial number, the calibration interval, the date of the last calibration, who performed it, the result and certificate number, and the next due date. This template has a column for each.
Does it keep every past calibration?
It keeps the latest one per instrument, which is what you need to know what is due. If you import it, CalibrationOS starts each instrument's calibration history from there; older calibrations in the sheet are not imported as history.
Do I need to give my email to download it?
No. The download links on this page go straight to the file.
Will it import into CalibrationOS without changes?
Yes. The column names are the ones the importer reads, so every column maps automatically. Keep the header row as it is.
When the spreadsheet should remind you
Import your log and CalibrationOS emails you before each due date, with a due list every Monday. Free for 25 instruments, no card.