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Free calibration record template (AU/NZ)

Free calibration record template (AU/NZ, PDF-ready). Instrument details, reference standards, as-found/as-left results and signatures. Download free.

Updated 28 Sept 2026

Calibration Record

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List the reference standards or master instruments used. Record traceability to national or international measurement standards (e.g. NMI / BIPM).

#Standard / instrument descriptionID / cert. no.TraceabilityCal. due dateIn-date?
e.g.Excavator - 8 tonneEXC-102-10/09/202612/03/2024
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2
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The PDF includes all 4 numbered rows, ready to print or fill on screen.

Calibrated by

Signature

Print name

Position / role

Date & time

Approved / witnessed by (supervisor or quality representative)

Signature

Print name

Position / role

Date & time

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 28 September 2026
Also see:Calibration register →Compliance and inspections →Best inspection software →MapTrack vs SafetyCulture →

Short answer

A calibration record documents one calibration of a measuring or test instrument: its identity, the reference standards and their traceability, as-found and as-left readings against acceptance criteria, the result and who approved it. Quality, maintenance and laboratory staff complete one at every calibration. Clause 7.1.5.2 of ISO 9001:2026 covers traceability and calibration of measuring equipment; intervals come from your quality system, contract or the manufacturer.

Checked against ISO 9001:2026 (Edition 6, published 16 September 2026) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack calibration record template (AU/NZ) has 5 columns and room for 4 entries. Columns: Standard / instrument description, ID / cert. no., Traceability, Cal. due date, In-date?.
  • Record each test point's reading before any adjustment and again after it. A reading out of tolerance before adjustment means earlier measurements may need reviewing.
  • Check that every reference standard used holds a valid calibration certificate, is within its due date and traces back to the National Measurement Institute or an equivalent.
  • Give each calibration one outcome: in tolerance, adjusted and now in tolerance, out of tolerance with restricted use, or failed and removed from service.
  • As a starting point, NATA's general equipment table lists 1 year for digital multimeters and torque wrenches and 6 months for industrial pressure gauges subject to shock loading.
  • Recalibrate an instrument that has been dropped, repaired or used outside its rated environment before it is used again, whatever its schedule says.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a calibration record template (AU/NZ)?

A calibration record is a formal document that provides evidence an instrument or measuring device has been calibrated, meaning its readings have been compared with measurement standards of known value and uncertainty so the relationship between them is known, with any adjustment recorded as a separate step. It records who performed the calibration, which reference standards were used and their traceability to national measurement institutes, the measurement results before and after any adjustment, whether the instrument met its acceptance criteria, and who approved the results. Calibration records form a critical part of any quality or safety management system, linking each measurement to a reference through a documented unbroken chain of calibrations, which the International Vocabulary of Metrology calls metrological traceability.

In Australian and New Zealand workplaces, calibration records sit within quality management systems, whose standard ISO 9001:2026 (adopted as AS/NZS ISO 9001:2026) has a clause on monitoring and measuring resources (7.1.5) that includes traceability of measurement results, and within laboratory accreditation to AS ISO/IEC 17025:2018, the general requirements for the competence of testing and calibration laboratories. Regulation 213 of the model WHS Regulations requires the maintenance, inspection and, if necessary, testing of plant at a workplace to be carried out by a competent person, following the recommendations of the manufacturer or, where there are none, of a competent person. Part 5.1 of those regulations, where regulation 213 sits, does not apply to plant that relies exclusively on manual power and is designed to be primarily supported by hand. Even where not formally mandated by law, maintaining calibration records demonstrates that your measurements are reliable, traceable and fit for purpose, and provides documented evidence for auditors, clients and regulators. The Safe Work Australia model Code of Practice for managing the risks of plant says records of tests, inspections and maintenance must be kept for registered plant and for plant with a presence-sensing safeguarding system, that it is also good practice to keep records for other types of plant, and lists test certificates, the results of inspections and the results of tests among the records that may be kept. Without proper calibration records, organisations risk producing invalid test results, failing audits and exposing workers to unsafe conditions caused by inaccurate instruments.

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Keep the register in MapTrack instead: due dates, certificates and results on every instrument, with calibration tracking software.

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Benefits of using this calibration record template (AU/NZ)

  • 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 each result back to national standards (NMI in Australia, MSL in New Zealand) through a documented unbroken chain of calibrations.
  • 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 forms in MapTrack

When you digitise calibration equipment log / registers in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • 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.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Assign audits and send reminder emails to the people doing them.
  • Keep every audit, inspection and sign-off against the asset or site it covers.
  • Track corrective actions as work orders from finding to close-out, with each change in the activity log.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
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Steve McAllister

Asset Coordinator, Saunders International

What to include in a calibration record template (AU/NZ)

This calibration record template (AU/NZ) covers 9 key areas:

  • 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 (e.g. the documented method used by the laboratory or an internal procedure number), 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 use this calibration record template (AU/NZ)

  1. Record the instrument details at the top of the form, including asset ID, serial number, make and model, range or capacity, department and responsible person.: Verify the instrument identity against your asset register to ensure correct records are linked. Confirm the current calibration status and whether any previous calibration issues were flagged.
  2. Document the calibration event details including date, technician name, organisation, method and reference standard used.: Record the calibration method reference (for example, the documented method used by the laboratory or an internal procedure number). Note whether the calibration laboratory is NATA-accredited.
  3. Record the environmental conditions at the time of calibration, including temperature, relative humidity and atmospheric pressure.: Environmental conditions affect measurement accuracy. Record conditions as required by the calibration method and note any readings that fall outside the acceptable range for the procedure.
  4. List all reference standards used, including their description, certificate number, traceability chain and current calibration status.: Confirm each reference standard has a valid calibration certificate and is within its due date. Record the traceability chain back to the National Measurement Institute (NMI) or equivalent.
  5. Perform calibration at each measurement point. Record the nominal value, tolerance, as-found reading and pass/fail result.: Apply the reference value at each test point and record the actual instrument reading before any adjustment. Compare against the stated tolerance and mark pass or fail for each point.
  6. If adjustment is required, make the necessary corrections and record the as-left readings at each test point.: Document the adjustments made and confirm all as-left readings fall within the acceptable tolerance. If the instrument cannot be brought into tolerance, flag it for restricted use or removal from service.
  7. Select the overall outcome: in tolerance, adjusted (now in tolerance), out of tolerance (restricted use) or failed (remove from service).: Record the outcome clearly and attach any notes about anomalies, adjustments or actions taken. Update the instrument status in your asset register or calibration management system.
  8. Complete the declaration, sign and date the record. Have a second person approve or witness the calibration result.: Both the calibration technician and the approver must sign with their name, position and date. File the completed record with the instrument history and set the next calibration due date.

In MapTrack, you can automate compliance tracking and audit trails. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this log / register?

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. As a guide, NATA's general equipment table for accredited facilities lists calibration intervals of 1 year for digital multimeters, digital pressure gauges and torque wrenches (with a 6-monthly in-house cross-check for torque wrenches where possible), 6 months for industrial pressure gauges subject to shock loading and 3 years for balances, which also get regular checks in between. ILAC-G24 / OIML D 10:2022 says there is no universally applicable single best practice for establishing and adjusting recalibration intervals, so treat these as starting points and review them against your as-found results. 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, NATA's guidance for accredited facilities, or client and contractual obligations may set how long an instrument can go between calibrations. 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.

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Frequently asked questions

A calibration record documents the calibration of a measuring or test instrument. It captures the instrument 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.

Requirements depend on industry, regulation and contractual obligations. Quality and laboratory standards are the usual driver: ISO 9001:2026, adopted as AS/NZS ISO 9001:2026, has a clause on monitoring and measuring resources that includes traceability of measurement results, and AS ISO/IEC 17025:2018 sets the general requirements for the competence of testing and calibration laboratories. Even where not strictly mandated by law, calibration records support due diligence, insurance and audit requirements. Check your applicable standards and workplace procedures.

Measurement traceability, which the International Vocabulary of Metrology calls metrological traceability, means a measurement result can be related to a reference through a documented unbroken chain of calibrations, each contributing to the measurement uncertainty. In Australia this typically traces to the National Measurement Institute (NMI); in New Zealand to Measurement Standards Laboratory (MSL). ISO 9001:2026 has a clause on traceability of measurement results (7.1.5.2), and traceability is what makes measurements comparable across organisations and locations.

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 condition and any corrective action taken, which is essential for assessing whether previous measurements may have been affected.

Yes. Digital calibration records on tablet or desktop let you attach certificates, set due-date reminders and keep evidence on each asset. MapTrack keeps the last calibration date, next due date and certificates on each asset, and emails the assigned person when a calibration falls due within seven days. You can also build digital forms from this template and complete them on mobile devices. Book a demo to see how.

Base it on the manufacturer's recommendations, the type of instrument, the accuracy you need, how often and how hard it's used, the environment, the results of checks between calibrations and your quality system. As a guide, NATA's general equipment table for accredited facilities lists 1 year for digital multimeters and torque wrenches, 6 months for industrial pressure gauges subject to shock loading and 1 year for those that aren't, and 2 years for sound level meters. ILAC-G24 / OIML D 10:2022 does not recommend fixed recalibration intervals unless a normative document such as a specified method or consensus standard sets one, so review each interval against your as-found results.

Yes. Download and use this calibration record template for free. Enter your email and tick the box agreeing to occasional updates from MapTrack, and the PDF downloads straight away. No MapTrack account is required. If you want to manage calibration schedules digitally with automated due-date reminders, certificate attachments linked to each asset, and compliance dashboards across multiple sites, MapTrack can handle that. Book a demo to see how the digital upgrade works.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Quality management systems - Requirements

    Edition: ISO 9001:2026 (Edition 6, published 16 September 2026)

    Monitoring and measuring resources, and traceability of measurement results through calibration or verification. Adopted as AS/NZS ISO 9001:2026.

    • 7.1.5: Monitoring and measuring resources, as a quality management system resource.
    • 7.1.5.2: Traceability of measurement results, within monitoring and measuring resources.

    International Organization for Standardization (ISO)Sold by the publisher

  • General requirements for the competence of testing and calibration laboratories

    Edition: AS ISO/IEC 17025:2018

    Competence requirements for testing and calibration laboratories; NATA accredits Australian laboratories against it.

    Standards AustraliaSold by the publisher

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Maintenance, inspection and testing of plant by a competent person following the manufacturer's recommendations, where the instrument is part of plant.

    • reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Model Code of Practice: Managing risks of plant in the workplace

    Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)

    Records are required for registered plant and presence-sensing safeguarding; for other plant the Code calls records good practice.

    • Section 6: Record keeping for plant: the records required for registered plant and plant with presence-sensing safeguarding.

    Safe Work Australia

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

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Calibration record template (AU/NZ) preview

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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Calibration record template (AU/NZ)</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">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.</li>
    <li style="margin:4px 0;">Calibration details: calibration date, next calibration due date, technician name, organisation or laboratory (including whether NATA-accredited), certificate or report number, calibration method (e.g. the documented method used by the laboratory or an internal procedure number), location of calibration and calibration interval.</li>
    <li style="margin:4px 0;">Environmental conditions: temperature (°C), relative humidity (%), atmospheric pressure (kPa) and other relevant conditions at the time of calibration.</li>
    <li style="margin:4px 0;">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).</li>
    <li style="margin:4px 0;">Calibration results: table of measurement points with nominal/target value, tolerance (±), as-found reading, pass/fail, as-left reading and pass/fail after adjustment.</li>
    <li style="margin:4px 0;">Outcome / decision: tick-box: in tolerance (no adjustment), adjusted (now in tolerance), out of tolerance (restricted use) or failed (remove from service).</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/calibration-record-template" style="color:#071D49;font-weight:600;text-decoration:none;">Calibration record template (AU/NZ)</a> by MapTrack</p>
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