Is a calibration record required by law in Australia and New Zealand?

Requirements depend on industry, regulation and contractual obligations. Many Australian standards and quality management frameworks, including ISO 9001, AS ISO/IEC 17025 and industry-specific regulations covering mining, construction, healthcare and utilities - require documented evidence of instrument calibration and measurement traceability. Even where not strictly mandated by law, calibration records support due diligence, insurance and audit requirements. Check your applicable standards and workplace procedures.

What is measurement traceability and why does it matter?

Measurement traceability means that a calibration result can be related to national or international measurement standards through an unbroken chain of comparisons. In Australia this typically traces to the National Measurement Institute (NMI); in New Zealand to Measurement Standards Laboratory (MSL). Traceability is required by quality standards (ISO 9001, ISO/IEC 17025) and ensures that measurements are valid and comparable across organisations and locations.

What is the difference between as-found and as-left readings?

As-found readings are the measurements taken at the start of calibration, before any adjustment. They show whether the instrument was in or out of tolerance when received for calibration. As-left readings are taken after any adjustment or repair, confirming whether the instrument now meets the required tolerance. Recording both gives a complete picture of the instrument's condition and any corrective action taken.

Can I use a digital or app-based calibration record?

Yes. Digital calibration records on tablet or desktop let you attach certificates, set due-date reminders and keep evidence on each asset. MapTrack supports calibration tracking, record last calibration, next due date, attach certificates and get alerts when recalibration is due. You can also build digital forms from this template and complete them on mobile. Book a demo to see how.

Is the template free to use without MapTrack?

Yes. You can download and use the calibration record template for free. Open the file and use your browser's Print → Save as PDF to keep a copy. No MapTrack account required. If you later want digital calibration tracking with due-date alerts, certificates on each asset and audit trails, we'd be happy to show you MapTrack.

Skip to download form

Free calibration record template (AU/NZ)

Enter your email below to download the PDF-ready calibration record. No account required.

A calibration record documents the calibration of a measuring or test instrument - capturing instrument details, reference standards and traceability, as-found and as-left results, outcome and sign-off. This page explains what to include in a calibration record, how to complete one, and offers a free PDF-ready calibration record template you can download and use straight away, designed for Australian and New Zealand workplaces.

Last updated: 2026-02-19 · MapTrack

Jarrod Milford

Commercial Director

Updated 19 February 2026

How to use: Fill instrument and calibration details → record reference standards → note environmental conditions → complete results table (as-found / as-left) → tick outcome → sign and date → save as PDF (Print → Save as PDF in your browser).

✓ PDF-ready. Open and print to PDF
✓ As-found / as-left results with pass/fail, outcome and signatures
✓ Free to use with or without MapTrack

See the template in action →

Download free PDF template

Trusted by Australian and New Zealand asset teams

We use your email to send your download and occasional MapTrack updates. Unsubscribe anytime. Privacy policy

Preview the template

See the first part of the calibration record below. Enter your email above to download the full template (PDF-ready).

Download to get the full template →

What is a calibration record?

A calibration record is the documented evidence that an instrument or measuring device has been calibrated - checked and adjusted (if necessary) against known reference standards. It records who performed the calibration, which reference standards were used and their traceability, the measurement results before and after adjustment, whether the instrument met its acceptance criteria, and who approved the results.

In Australian and New Zealand workplaces, calibration records are required by quality management systems (ISO 9001), laboratory accreditation (AS ISO/IEC 17025, NATA), and many industry-specific regulations. Even where not formally required, maintaining calibration records demonstrates that your measurements are reliable, traceable and fit for purpose, and provides evidence for auditors, clients and regulators.

Benefits of maintaining calibration records

Compliance evidence: demonstrate to auditors, regulators and clients that your instruments are calibrated and measurements are valid.
Measurement reliability: know that your test and measuring equipment produces accurate results, reducing risk of faulty product or unsafe decisions.
Traceability: link calibration back to national standards (NMI in Australia, MSL in New Zealand) through an unbroken chain of comparisons.
Due-date management: track when each instrument was last calibrated and when recalibration is due, so nothing falls through the cracks.
Root cause analysis: as-found readings reveal whether an instrument was out of tolerance before adjustment, which may require reviewing previous measurements made with that instrument.
Asset lifecycle management: build a history of calibrations on each instrument to support maintenance, replacement and procurement decisions.

Benefits of digitising calibration records in MapTrack

When you move from paper or static PDFs to digital records in MapTrack, you get:

Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
Automatically get alerts when faults are identified.
Link every form digitally as a PDF to the relevant asset, location or person.
Receive a digital PDF copy with every submission to your email.
Ability to share forms digitally.
Build conditional logic (show or hide questions based on answers).
Take pictures or attach photos. Not possible with a paper-based form.
Electronic signatures.
Edit forms later without reprinting.
Restrict permissions (who can view, complete or approve).
Build forms with AI (describe what you need and MapTrack suggests the form).

Beyond forms, MapTrack also lets you attach calibration certificates to each instrument asset, set due-date and expiry alerts, and pull calibration history for any asset at audit time without searching through folders or spreadsheets.

Book a demo to see calibration tracking and digital records in MapTrack.

What to include in a calibration record

Our free calibration record template includes:

Instrument / equipment details: asset ID, serial number, description (e.g. digital multimeter, torque wrench), make and model, range or capacity, department or location, responsible person and asset status.
Calibration details: calibration date, next calibration due date, technician name, organisation or laboratory (including whether NATA-accredited), certificate or report number, calibration method or standard (e.g. AS ISO/IEC 17025, internal procedure), location of calibration and calibration interval.
Environmental conditions: temperature (°C), relative humidity (%), atmospheric pressure (kPa) and other relevant conditions at the time of calibration.
Reference standards used: table listing each standard or master instrument (description, ID/certificate number, traceability chain, calibration due date and whether it is currently in-date).
Calibration results: table of measurement points with nominal/target value, tolerance (±), as-found reading, pass/fail, as-left reading and pass/fail after adjustment.
Outcome / decision: tick-box: in tolerance (no adjustment), adjusted (now in tolerance), out of tolerance (restricted use) or failed (remove from service).
Observations / notes: free text for any adjustments made, anomalies observed or actions taken.
Declaration: confirmation that calibration was performed in accordance with the referenced method and standards.
Signatures: calibrated by (signature, print name, position, date/time) and approved/witnessed by (signature, print name, position, date/time).

How to complete a calibration record

Fill in instrument and calibration details at the top of the record (asset ID, serial number, calibration date, next due date, technician and method).
Record environmental conditions - temperature, humidity and pressure at the time of calibration, as these can affect measurement results.
List the reference standards used, their certificate numbers, traceability and whether they are within their own calibration period.
For each measurement point, record the nominal value, tolerance, and as-found reading. Mark pass or fail. If adjustment is needed, note the as-left reading after adjustment and mark pass or fail again.
Select the overall outcome: in tolerance (no adjustment), adjusted (now in tolerance), out of tolerance (restricted use) or failed (remove from service).
Add observations or notes - particularly if an adjustment was made or if any measurement point failed.
The calibrating technician and an approver each sign, print their name and note their role and the date/time.

In MapTrack, you can attach completed calibration records and certificates directly to each instrument asset, set the next due date and receive automatic alerts when recalibration is approaching. Book a demo to see how.

Get the free template

Enter your email above to download the calibration record template.

Back to download form

How often should instruments be calibrated?

Calibration intervals depend on the type of instrument, the required measurement accuracy, the frequency and conditions of use, and the requirements of your applicable standard or quality system. Common intervals range from 6 to 12 months for general measuring tools and test equipment; some precision instruments or high-use items may need calibration more frequently. Instruments that have been dropped, repaired or exposed to conditions outside their rated environment should be recalibrated before use regardless of their scheduled interval.

Your quality management system, laboratory accreditation requirements (e.g. NATA, AS ISO/IEC 17025), or client/contractual obligations will often specify the minimum calibration interval. If in doubt, follow the manufacturer's recommendation and review intervals based on the as-found condition of your instruments over time - frequent out-of-tolerance findings at scheduled calibration may indicate shorter intervals are needed.

Frequently asked questions

What is a calibration record?: A calibration record documents the calibration of a measuring or test instrument. It captures the instrument's identity (asset ID, make/model, serial number), the calibration date and next due date, reference standards used and their traceability, environmental conditions, as-found and as-left measurement results against acceptance criteria, the outcome (in tolerance, adjusted or failed), and signatures from the technician and approver. It provides evidence that the instrument is fit for its intended measurement purpose.
Is a calibration record required by law in Australia and New Zealand?: Requirements depend on industry, regulation and contractual obligations. Many Australian standards and quality management frameworks, including ISO 9001, AS ISO/IEC 17025 and industry-specific regulations covering mining, construction, healthcare and utilities - require documented evidence of instrument calibration and measurement traceability. Even where not strictly mandated by law, calibration records support due diligence, insurance and audit requirements. Check your applicable standards and workplace procedures.
What is measurement traceability and why does it matter?: Measurement traceability means that a calibration result can be related to national or international measurement standards through an unbroken chain of comparisons. In Australia this typically traces to the National Measurement Institute (NMI); in New Zealand to Measurement Standards Laboratory (MSL). Traceability is required by quality standards (ISO 9001, ISO/IEC 17025) and ensures that measurements are valid and comparable across organisations and locations.
What is the difference between as-found and as-left readings?: As-found readings are the measurements taken at the start of calibration, before any adjustment. They show whether the instrument was in or out of tolerance when received for calibration. As-left readings are taken after any adjustment or repair, confirming whether the instrument now meets the required tolerance. Recording both gives a complete picture of the instrument's condition and any corrective action taken.
Can I use a digital or app-based calibration record?: Yes. Digital calibration records on tablet or desktop let you attach certificates, set due-date reminders and keep evidence on each asset. MapTrack supports calibration tracking, record last calibration, next due date, attach certificates and get alerts when recalibration is due. You can also build digital forms from this template and complete them on mobile. Book a demo to see how.
Is the template free to use without MapTrack?: Yes. You can download and use the calibration record template for free. Open the file and use your browser's Print → Save as PDF to keep a copy. No MapTrack account required. If you later want digital calibration tracking with due-date alerts, certificates on each asset and audit trails, we'd be happy to show you MapTrack.

Need digital calibration tracking for your assets?

Track calibration due dates, attach certificates and get alerts before instruments go overdue, all in MapTrack alongside your other asset compliance.

Book a demo Calibration tracking

Compliance · Templates · Forms & checklists · Resources