Deferment Letter for a delay in sending equipment for Calibration - format

S

sr_dur

Dear All,

Our's is an ISO 9001 Certified Company,usually we used to send all our High Precision Equipments like Digital Multimeter,Oscilloscope for External Calibration for every 6 Months.But there was a delay (about 1month)in sending it for Calibration.We are going to have a EXTERNAL QUALITY AUDIT by next week.

But i was told to have a deferment letter for the delay in sending the equipment for Calibration.

Is there a standard form to write a deferment letter.Can anyone help me on this.

Thanks.
Sridharan.K
 
T

The Specialist

Re: deferment letter format

This can be conducted using your deviation procedure, if you do not have a specific tool for this.

The deviation will detail:

-Instrument use
-Reason for missed calibration
-Use of instrument outside of calibration date
-Risk assessment (may use historical data in risk assessment)

Then:

-Determine suitibility of continued use of equipment (could take business risk and delay release of product untill current acuracy is proved acceptable during calibration)
-Get instrument calibrated
-Close out deviation
 

qusys

Trusted Information Resource
Re: deferment letter format

Dear All,

Our's is an ISO 9001 Certified Company,usually we used to send all our High Precision Equipments like Digital Multimeter,Oscilloscope for External Calibration for every 6 Months.But there was a delay (about 1month)in sending it for Calibration.We are going to have a EXTERNAL QUALITY AUDIT by next week.

But i was told to have a deferment letter for the delay in sending the equipment for Calibration.

Is there a standard form to write a deferment letter.Can anyone help me on this.

Thanks.
Sridharan.K

The deferment letter is not an ISO requirement of 7.6 clause.
I do not know what your process of calibration or internal procedure , if any ( not mandatory for ISO 9001), establishes in this case . Rather than to the formal aspect of the letter you are asking, I will pay more attention on the eventual material measured by these due date tools.
The results of these tools could not potentially assured valid results in case of calibration not perfomed and eventual issues of these tools for not having perfomed the calibration on time:bigwave:
 

AndyN

Moved On
Dear All,

Our's is an ISO 9001 Certified Company,usually we used to send all our High Precision Equipments like Digital Multimeter,Oscilloscope for External Calibration for every 6 Months.But there was a delay (about 1month)in sending it for Calibration.We are going to have a EXTERNAL QUALITY AUDIT by next week.

But i was told to have a deferment letter for the delay in sending the equipment for Calibration.

Is there a standard form to write a deferment letter.Can anyone help me on this.

Thanks.
Sridharan.K

It's more than a letter you need to pass the audit!

You are going to need a study of the past calibration data to show that the equipment is capable of withstanding use during this period + the extension without causing a problem with product/process measurement results. If I were the auditor, the letter or other deviation wouldn't be sufficient - you need the data.

The good thing is that if you sent equipment for calibration so frequently, you may find that you have more than enough history to show it could go to 10, 12 or more months.
 
J

JaneB

Andy's advice is good.

But I'm slightly confused - do you mean the equipment currently IS or is NOT calibrated?

If it IS calibrated, I assume you mean that it was sent out 1 month later than normal.

If I were the auditor, I wouldn't be as interested in any letter, as I would be in knowing:
  • why the delay? and does it indicate any weakness in the system? eg, if it was 'someone forgot' or 'Fred does it but he was on holiday', both of those indicate weaknesses, and I'd look to see that you've identified it as such, and suitably improved the system to ensure it doesn't recur - and I'd want to see evidence of that
  • did the delay have any negative impact (as per Andy's advice)? and do you have evidence of having considered that, and done something about it if so?

In a nutshell, forget the 'letter' and focus on what's important. In these circumstances, a letter isn't. :nope:
 
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