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

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, including last calibration date, next due date, certificate attachments and automated alerts when recalibration is due. You can also build digital forms from this template and complete them on mobile devices. Book a demo to see how.

How do I determine the right calibration interval for my instruments?

Calibration intervals should be based on the type of instrument, the accuracy required, the frequency and severity of use, environmental conditions, and the requirements of your applicable standard or quality system. Start with the manufacturer recommendation, typically 6 to 12 months for general measuring tools. Review as-found data from previous calibrations to adjust intervals. If instruments are consistently found within tolerance, intervals may be extended. If instruments are frequently out of tolerance at their scheduled calibration, shorten the interval. ISO 9001:2015 Section 7.1.5 requires that intervals be established and documented.

Is this calibration record template free to use?

Yes. Download and use this calibration record template for free. Open the HTML file in any browser and use the browser Print function to save as PDF. 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.

Free calibration record template (au/nz)

Q: What is a calibration record?

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.

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

Jarrod Milford

Commercial Director

Updated 3 May 2026

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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 it has been checked and adjusted (if necessary) against known reference standards. 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 back to an unbroken chain of comparisons.

In Australian and New Zealand workplaces, calibration records are required by quality management systems (ISO 9001:2015 Section 7.1.5), laboratory accreditation (AS ISO/IEC 17025, NATA), and many industry-specific regulations covering mining, construction, healthcare and manufacturing. WHS Regulations 2011, Chapter 5, require that plant used at a workplace is maintained in accordance with manufacturer recommendations, which includes calibrating instruments that affect safety-critical measurements. 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 Code of Practice for Managing Risks of Plant in the Workplace reinforces this by requiring that inspection, testing and maintenance regimes for plant include evidence of calibration where measurement accuracy affects operational safety. 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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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 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 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.
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).
Set recurring audit schedules with automatic reminders and escalation.
Produce regulator-ready PDF compliance packs in one click.
Track corrective actions from finding to close-out with full audit trail.

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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 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 use this calibration record template (au/nz)

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.
Document the calibration event details including date, technician name, organisation, method and reference standard used.: Record the calibration method or standard reference (for example, AS ISO/IEC 17025 or an internal procedure number). Note whether the calibration laboratory is NATA-accredited.
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.
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.
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.
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.
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.
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. 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

Applicable regulatory standards

This template aligns with the following regulations and standards:

AS ISO/IEC 17025 (General requirements for competence of testing and calibration laboratories)
ISO 9001:2015 Section 7.1.5 - Monitoring and measuring resources
WHS Regulations 2011, Chapter 5 - Plant and Structures
Safe Work Australia Code of Practice: Managing Risks of Plant in the Workplace

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