Free template
Master gage list template
The master gage list is the register your quality system points to: every gage, instrument and standard you calibrate, one row each, with what it is, where it lives, who owns it and when it is due.
Download it as Excel or CSV. No email, no sign-up. It is the same template CalibrationOS offers inside the app, so it imports with every column mapped.
Free. No email or sign-up needed to download.
Use it if
- You are building the register for ISO 9001, AS9100 or IATF 16949 and want the usual columns from the start.
- You are pulling gages from several sheets or a desk drawer into one list.
- You are moving to calibration software and want a clean list to import.
What is in it
18 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. |
| Manufacturer | Who made it. |
| Model | Model or part number. |
| Serial Number | The maker's serial number. |
| Category | dimensional, electrical, pressure, temperature, torque, optical, mass or force. Leave it blank and we work it out from the description. |
| Status | Active, Out for cal, Out of service, Retired or Lost. |
| Cal Interval (months) | Months between calibrations, for example 12. Blank means 12. |
| Last Cal Date | When it was last calibrated. |
| Next Cal Due | When it is next due. Leave it blank and we work it out from the last calibration date plus the interval. |
| Cal Type | external (sent to a lab), in_house, or reference_only (no calibration needed). |
| Calibrated By | The lab's name, or the person who calibrated it in house. |
| Custodian | The person responsible for it. |
| Department | The department that owns it. |
| Location | Where it lives: bench, cell, crib or room. |
| Range | Its measuring range, for example 0-150 mm. |
| Tolerance | Its tolerance, for example ±0.02 mm. |
| Notes | Anything else: the certificate number, the result as found, a reminder. |
The example rows
| Asset Tag | Description | Manufacturer | Model | Serial Number | Category | Status | Cal Interval (months) | Last Cal Date | Next Cal Due | Cal Type | Calibrated By | Custodian | Department | Location | Range | Tolerance | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| QA-0001 | Digital caliper | Mitutoyo | 500-196-30 | A12345678 | dimensional | Active | 12 | 2026-03-15 | 2027-03-15 | external | Example Calibration Lab | J. Rivera | Quality | Inspection bench 2 | 0-150 mm | ±0.02 mm | Example row. Replace with your own instruments. |
| QA-0002 | Digital multimeter | Fluke | 87V | 98760012 | electrical | Active | 12 | 2026-01-08 | external | Example Calibration Lab | Maintenance | Maintenance | Tool crib | 0-1000 V | ±0.05 % | Example row. Next Cal Due left blank: we work it out from Last Cal Date + interval. |
How to use it
Download the template
Excel (.xlsx) or CSV. The Excel file explains each column on its How to use sheet.
One row per gage
Asset tag and description first. Add the maker, model and serial so the gage can be traced to its certificate.
Add range and tolerance
Write them as on the sticker, for example 0-150 mm and ±0.02 mm.
Add ownership and dates
Custodian, department, location, the last calibration date and the interval. Leave Next Cal Due blank to have it worked out.
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 is a master gage list?
The controlled register of every measuring instrument that needs calibration: its ID, description, serial number, range, tolerance, owner, location, interval and due date. Auditors use it to pick instruments to trace.
Which columns are required?
Only Description is needed for a row to import. The rest are what an auditor usually asks about, so fill in what you have.
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. It is the template the app itself offers, and every column maps automatically. Keep the header row as it is.
When the spreadsheet should remind you
Import your gage list and see what is due, past due and out for cal in one place, with reminders before each date. Free for 25 instruments, no card.