How to Prepare Your Equipment for On-Site Calibration 

Preparation is key when it comes to calibration. Many companies outsource equipment calibration to accredited calibration service vendors.  Typically, equipment is sent offsite to the outside vendor who will perform the calibration in their lab and then return the equipment to the customer. However, on-site calibration may be required for equipment that is difficult to move, requires minimal downtime, or must be calibrated in its actual operating conditions. Properly preparing your equipment for on-site calibration ensures accurate results, minimizes downtime, and helps keep your operations running smoothly.  

Schedule and Communicate Expectations Ahead of Time 

Calibration service providers often manage multiple clients and need clear scheduling to allocate the right resources. To avoid delays, confirm your appointment well in advance and communicate any special requirements that might affect the calibration process. 

For example, certain industries, such as medical devices (FDA 21 CFR Part 820), aerospace (AS9100), and pharmaceuticals (ISO 13485 and cGMP standards), require strict environmental conditions for calibration. If your equipment is used in controlled environments such as clean rooms, be sure to inform the calibration team about necessary gowning, sterilization protocols, or other compliance requirements. 

Additionally, regulatory bodies specify that calibration should be traceable to national or international standards. If your organization follows specific accreditation requirements, communicate these details ahead of time to ensure compliance. 

Checklist for Scheduling and Communication: 

• Confirm the calibration date and time with your provider to avoid scheduling conflicts. 

• Notify your internal teams, including operators, maintenance personnel, and quality assurance teams. This prevents disruptions and ensures necessary personnel are available for sign-off. 

• Identify high-priority instruments that must be calibrated first, especially those affecting critical production or regulatory compliance.  

• Share past calibration reports and known issues with your provider. If a particular piece of equipment has a history of drift or repeat calibration failures, inform the technician to investigate potential root causes. 

Organize and Prepare Equipment for Service 

A disorganized workspace can lead to extended calibration times, incomplete testing, or even missed instruments. Organizing equipment and workspaces reduces the risk of errors, prevents last-minute scrambles, and ensures that calibration teams can work without delays. 

If your facility requires calibration for a large volume of instruments, consider grouping them by department, function, or criticality level. This is particularly helpful when specific instruments must be recalibrated at different intervals. 

Steps to Prepare Your Equipment: 

1. Whenever possible, gather all instruments needing calibration in one location  

• Clearly tag equipment that requires service. Use labels or barcode tracking to streamline check-in and avoid missing instruments. 

• If equipment is spread across multiple departments, create a calibration schedule to minimize workflow disruption. 

1. Remove unnecessary attachments, peripherals, or accessories 

• Some equipment includes additional probes, filters, or fixtures that are not needed for calibration. Removing these before calibration ensures that only the relevant components are measured, preventing unnecessary recalibrations or confusion. 

• If accessories are necessary for calibration, such as specific probes or adapters, make sure they are included and accessible. 

1. Ensure equipment is clean and free from debris or contaminants 

• Dirt, residue, or contamination can interfere with measurement accuracy. 

• For cleanroom or cGMP environments, ensure that equipment is sterilized according to your facility’s Standard Operating Procedures (SOPs). 

1. Verify that power sources, connectors, and accessories are available for testing 

• Some calibration tests require the equipment to be powered on and connected to specific inputs. Ensure that power cords, batteries, and adapters are available and functional. 

• For wireless or IoT-enabled instruments, check that they are fully charged or have sufficient battery life before calibration. 

1. Backup critical equipment settings and configurations 

• Certain instruments, especially in software-controlled environments (e.g., digital oscilloscopes, programmable logic controllers, and automated test equipment), may require settings to be restored after calibration. 

• Document default settings and save configurations to avoid downtime if the device requires recalibration or factory resets. 

Review Calibration and Compliance Requirements 

Regulatory standards such as ISO 17025, FDA 21 CFR Part 820, and AS9100 for aerospace set clear guidelines on calibration procedures, traceability, and documentation. Understanding these requirements before calibration ensures that your provider follows the correct standards, preventing compliance gaps. 

Key Considerations for Compliance: 

• Confirm the required calibration standard for each piece of equipment. 

• Some industries require ISO 17025-accredited calibrations 

• Medical, pharmaceutical, and aerospace sectors must comply with specific regulations like ISO 13485 and cGMP standards for calibration procedures. 

• Ensure that your provider is accredited to the necessary standards and can issue compliant calibration certificates. 

• Check if adjustments or repairs are needed before calibration. 

• Instruments that are damaged or significantly out of tolerance may need repairs before calibration. 

• If equipment consistently drifts out of spec, consider a preventive maintenance program to improve reliability. 

• Ensure documentation is up to date. 

• Keep track of previous calibration records, out-of-tolerance reports, and any historical adjustments made. 

• If an instrument has failed past calibrations, notify your provider in advance so they can investigate potential causes. 

• Provide access to your calibration management software. 

• If your organization uses a CMMS (Computerized Maintenance Management System) or calibration tracking software, ensure that technicians have the necessary access to update calibration records in real-time. 

Minimize Disruptions During Calibration 

On-site calibration takes place in a live work environment, and if not managed properly, calibration activities can slow down production, delay projects, or impact critical operations. The best approach is to coordinate calibration schedules with internal teams, establish designated calibration areas, and plan for equipment downtime when necessary.  

Best Practices to minimize operational disruptions: 

• Designate a calibration area to reduce movement and handling of sensitive instruments. 

• If possible, dedicate a workspace where technicians can perform calibrations without frequent disturbances. 

• Sensitive equipment, such as precision balances, spectrometers, or RF analyzers, should be calibrated in low-vibration, temperature-controlled areas to prevent inaccuracies. 

• If calibration is performed in multiple departments, coordinate with team leads. 

• Notify department managers about the scheduled calibration and discuss how to minimize workflow disruptions. 

• In high-security or cleanroom environments, ensure technicians follow access protocols and necessary gowning procedures. 

• Power down or place equipment in standby mode as needed. 

• Some instruments, such as temperature-controlled chambers, ovens, and environmental test equipment, may need specific shutdown procedures before calibration. 

• Check equipment manuals for manufacturer recommendations on calibration preparation. 

• Have a backup plan for essential operations during calibration. 

• Identify backup equipment or temporary workarounds for instruments undergoing calibration. 

• And ensure alternative quality control measures are in place. 

Verify and Store Calibration Certificates 

Many industries, including medical devices, pharmaceuticals, and aerospace, require traceable documentation of all calibration activities for review by regulatory agencies. ISO 17025 and FDA regulations require companies to maintain calibration certificates that include: 

• The equipment details (model, serial number, asset ID). 

• The calibration standard used and traceability information. 

• Measurement results before and after calibration. 

• Measurement uncertainties 

• Any adjustments made and out-of-tolerance findings. 

Failure to maintain accurate calibration records can lead to regulatory penalties, compliance failures, or production quality issues. 

Post-Calibration Checklist: 

• Review calibration certificates for accuracy. 

• Store records in a secure location or calibration management system. 

• Update equipment logs with new calibration dates and next service intervals. 

• Discuss any findings or recommendations with your provider. 

Put Your Plan in Motion Today 

Preparing your equipment for on-site calibration is essential for maintaining precision, compliance, and efficiency. By following these best practices, you can ensure a smooth process while maximizing the accuracy and longevity of your instruments. SIMCO Electronics is committed to providing high-quality in-lab and on-site calibration services tailored to your industry needs, reach out for a quote today!