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How to Best Prepare Instruments for Calibration Service Providers

How to Best Prepare Instruments for Calibration Service Providers

When sending out your equipment for repair or calibration services, preparing correctly can be less stressful and provide a timelier return on your instruments.

Return Material Authorization (RMA) to Initiate Service 

Getting your equipment repaired or calibrated begins with the paperwork, whether it is an actual or online form. The form that needs to be created is a Return Material Authorization. 

This form asks for contact information, the manufacturer, the model number, the serial number, the service required, and the calibration interval. The most common service options are NIST Traceable Calibration, 17025 Accredited Calibration, and Service (Repair.) In many cases, you may need a repair and a calibration and should document both services. The calibration interval is the period established for a test instrument to be returned for calibration.

Once the RMA request is completed, you will receive a Return Material Authorization Number (RMA) for your equipment. In most cases, if you have multiple items, you can combine them in a service request to get them looked at all at once. Finally, you will receive an email with instructions on shipping the device(s).

Questions About Pricing, Replacement, and Options

Sometimes there may be better solutions than the online tool for you. 

These include replacement orders and items close to the end of life that may be more affordable for you to replace your calibration equipment rather than pay for service. 

If you have questions about pricing and equipment, it is best to call the lab and discuss your particular needs so that a technician can help you. If you aren’t sure about the possibility of the unit being repaired, you can always send it in for evaluation.

Shipping Your Equipment

Getting your calibrated equipment serviced can be a timely matter. However, in addition to the time without your unit available to your lab, the concern comes with packing and shipping a unit and then waiting for it to return safely. 

Here are some tips to make this process fast and easy, getting your equipment back in excellent working condition as soon as possible.

Include the Paperwork in the Box

The lab will email the paperwork confirming your order when you obtain your RMA. This paperwork will include your order, address, manufacturer, model, serial number, and service order. Including a copy of the paperwork can make things faster and more accessible for the service technicians when they receive your box. All paperwork gets double-checked. However, it is the fastest and easiest when there is a starting place.

Create the RMA/Purchasing Order Before Shipping

If the purchase order has been made, the calibration lab can begin servicing the equipment as soon as it arrives. Many calibration labs will only accept equipment with the proper paperwork or information, as it causes unnecessary delays. If a repair seems probable, issuing a zero-value PO also helps avoid delays.

Read the Confirmation and Instructions

The confirmation will include the mailing address for the equipment also, who to address it to, and the RMA number associated with that specific unit. Attaching the reference page with the RMA number and any additional comments about what needs to be done or what is wrong with the unit will save time.

Only Include Accessories That are Required for Service

Only ship the accessories that will be required for the service you have chosen. The information is included in the confirmation email. Although all items are labeled, sending extra accessories is unnecessary as the technicians must document receipts and sort through them to find what they need to do the service.

Return of Equipment

Ensure that all the information on your purchase order is up to date in case they need to contact you, and so that when it is time to ship back, it is readily accessible. By having an organized preparation plan, you will find that your equipment will be repaired, calibrated, and returned in a smooth and faster transaction. At SRP control systems ltd, we take the utmost care of your equipment as we understand its importance for your business. 

Contact us today with any questions you may have.

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