When comparing quotations from different laboratories, it is essential to review the complete service package rather than focusing solely on the listed price. Consider the full range of services, terms, and support included in each quotation to ensure that the comparison is fair and meaningful. This broader evaluation will help identify the option that offers the best overall value and meets the requirements most effectively.
Accreditation
Is the required service within the current scope?
Check the laboratory's current NABL scope of accreditation rather than relying only on its general service list. Confirm that the applicable instrument, calibration parameter, range or nominal value, method and measurement capability are covered by the accredited scope. If the requested calibration falls outside the accredited scope, ask the laboratory whether it can perform the calibration as a non-accredited service and whether that is acceptable for your application..
Instrument coverage
Does the laboratory have the technical capability and applicable scope to calibrate your specific equipment
Provide the instrument type, make, model, capacity/range, resolution and serial number. Do not assume that a laboratory advertising a particular calibration category can calibrate every instrument within that category. can meet your needs.
Range
Does the scope cover your capacity or nominal value?
Ultimately, the scope should clearly state whether it covers capacity, nominal value, or both. If the intended coverage is not specified, the wording should be revised to remove ambiguity and ensure that the relevant measure is included.
Uncertainty
Is the measurement uncertainty appropriate for your application?
Ask the laboratory what measurement uncertainty applies to the requested calibration and consider whether it is adequate for your measurement requirements, acceptance criteria and intended use. Do not select a laboratory solely because it advertises the lowest uncertainty; suitability depends on the measurement task and required decision criteria.A final assessment should therefore focus on practical compatibility, performance, and overall value.
Location
Is the service laboratory-based or on-site?
Confirm whether the calibration will be performed at the laboratory or at your facility. If you require on-site calibration under an accredited scope, verify that the requested on-site activity is covered by the laboratory's applicable accreditation scope. Also confirm travel, mobilization, environmental and site requirements before approving the quotation.
Certificate
Ask for a sample certificate or certificate format before placing the order. Confirm that it will provide the equipment identification, calibration results, measurement uncertainty and relevant traceability information, together with other details required by your quality system, customer or regulatory requirements. Where accreditation is required, confirm that the calibration is reported within the applicable accredited scope.
Turnaround
Confirm the standard turnaround time before placing the order. If the instrument is production-critical, ask whether expedited calibration is available and whether additional charges apply.
Logistics
Confirm whether pickup and delivery are available, who is responsible for transportation, how the instrument will be protected during transit, and whether transportation charges are included in the quotation.
Technical support
Ask whether technical personnel can clarify the applicable scope, calibration method, uncertainty, acceptance criteria and interpretation of results before the order is placed. Also confirm how out-of-tolerance findings will be communicated.
Commercial terms
Check whether the quotation includes GST, travel, transportation, handling, mobilization, site charges, expedited service and any other applicable costs. Ask for clarification of any charge that is not explicitly stated.?
The quoted price should clearly specify whether travel, handling, taxes, and any other additional charges are included. If these costs are not expressly listed as included, they should be treated as separate charges until confirmed otherwise. Please request a complete cost breakdown before proceeding.
Turnaround time
In depth, technical quality and cost should be evaluated alongside logistics, technical support, and service reliability. Considering all of these factors together supports a more balanced assessment and helps ensure that the overall value and practicality of the service are properly understood.
Questions to Ask Before Ordering
Will the certificate include traceability information?
What is the standard turnaround time?
Is expedited service available?
Do you offer pickup and delivery?
What happens if the instrument is found out of tolerance?
Are adjustment or repair services available?
Does the quotation include all applicable charges?
Getting these answers in advance can help prevent certificate problems, unexpected costs, and delays in returning critical equipment.
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