Preparing and issuing an instrument service report (HPLC / GC / UV-Vis)

1Purpose

To ensure that every service, breakdown, calibration, validation or AMC visit is recorded on one standard service report that the customer can file as evidence for audits (GMP / GLP / ISO 17025).

2Scope

Applies to all field visits by Vision Analytical engineers on HPLC, GC, UV-Vis and related laboratory instruments — new installation, calibration, demonstration, validation (IQ/OQ/PQ), preventive maintenance and repairs — under warranty, AMC, courtesy or paid visit.

3Responsibility

• Service engineer — fills the report at site, explains the work, takes the customer's signature and stamp.
• Customer representative — verifies the entries, writes comments, signs and stamps.
• Service office — records the report the same day, issues the PDF copy and tracks open actions and next due dates.

4Definitions and abbreviations

5Prerequisites and materials

• Service call registered with a report number (format VA-SR-…).
• Instrument make, model and serial numbers of every module worked on.
• Calibration standards / tools with valid certificates when calibration or qualification is performed.

6Safety and precautions

• Follow the customer's site safety and gowning rules; switch off and lock out power before opening modules.
• Handle solvents, lamps (UV) and gas lines as per the customer's safety instructions.
• Record only facts observed or done. Do not pre-fill results or sign on behalf of the customer.

7Procedure

A. At site — header and instrument

1. 7.1

   Report number and date

   Write the report number (from the registered call) and the visit date. One report per visit; continuation sheets carry the same number.

   

2. 7.2

   Customer details

   Company name and address, contact person, designation and department, telephone and weekly off — as the customer wants them on their records.

   

3. 7.3

   Time in / out and every module serviced

   One line per module — time in, time out, system configuration (pump, autosampler, detector, oven…), model and serial number from the nameplate. Serial numbers make the report traceable in your equipment log.

   

4. 7.4

   Status, type of call and contract

   Tick instrument status (OK / Not OK at the end of the visit), the type of call (installation, calibration, demonstration, validation, maintenance, repairs) and the contract (warranty, AMC, courtesy, paid visit).

   

B. At site — what was found and done

5. 7.5

   Fault reported, observation and action taken

   Fault reported: the customer's complaint in their words (error code, symptom). Observation and action taken: what was measured (pressure, lamp energy, leak test, noise/drift values), the root cause, and the corrective action.

   

6. 7.6

   Parts replaced or required

   Part description, part number and quantity — replaced now, or required (quotation follows).

   

7. 7.7

   Customer comments and signatures

   The customer writes comments, signs with name, date and stamp; the engineer signs. Leave a copy with the customer.

   

C. Office — record and issue

8. 7.8

   Issue the PDF and follow up

   The PDF copy goes to the customer by e-mail within one working day. Open points (parts required, re-visit) are tracked until closed; the next calibration / PM due date is noted for the AMC schedule.

8Acceptance criteria and interpretation

• Every module worked on is listed with model and serial number.
• Fault, observation/action and parts sections are filled in plain, factual language; measured values are written with units.
• Status is ticked; customer and engineer signatures with date and stamp are present.
• PDF copy issued within one working day and matches the signed paper copy.

9Troubleshooting and common errors

10References

• EU GMP Annex 15 / WHO TRS guidance on qualification and validation — records of maintenance and calibration.
• ISO/IEC 17025:2017 clause 6.4 — equipment records.
• USP <1058> Analytical Instrument Qualification.

11Revision history

12Annexures

Frequently asked