Start with the instruments on the register
Send the asset number, make, model, serial number, range and current due date for each item. Identify the functions and working points your process needs. Mark spare instruments, items awaiting repair and equipment that is no longer in use so the proposed schedule reflects the fleet you actually maintain.
Agree the work included for each item before the contract starts. A mixed list may cover mechanical, electrical and thermal measurements with different methods and reporting requirements. Confirm the issuing facility and applicable scope for any work requested under accreditation.
- 1Instrument register
Record identities, ranges and working points.
- 2Schedule
Review due dates and instrument availability.
- 3Calibration
Agree the work and reporting requirements.
- 4Records
File the report against the instrument record.
Arrange batches around production
Group portable instruments by release window and return requirement. For installed equipment, provide the shutdown dates, access arrangements and responsible plant engineer. If one order covers several factories, keep a separate instrument list, dispatch address and receiving contact for each site.
A plant in an Industrial Model Township can use its plot and gate details for the handover. The same purchase order can include other Indian locations, provided each site's work and transport arrangements are agreed.
Agree how due-date reminders will be handled
Nominate the person who maintains the register and a backup contact for reminders. Agree the lead time and contact method with RTS, then tell the team when an instrument moves, its use changes or a due date is revised. The equipment owner remains responsible for choosing and approving calibration intervals; an annual contract does not mean every instrument has the same interval.
Keep repairs and additional work visible
Name the person who can approve fault assessment, adjustment or repair. Agree how extra work will be quoted and which results are needed before and after it. Keep certificate recipients and return destinations with the asset list, especially when purchasing and maintenance use different records.
Request a programme quotation
Send the current register, plant locations and proposed start date. Include any existing purchase-order terms or certificate instructions. RTS can review the list with your quality and maintenance contacts, identify items needing further detail and prepare the quotation around the agreed work.