Login
Fuel · Free Excel template

Fuel tank calibration procedure, field sheet and record

Add known batches of fuel, note the sensor reading after each one, and let the file build the liters-against-reading table, check it and print an record for the installer and customer to sign.

Get the English file (.xlsx)Arabic version
Free: enter your name and email and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice Calc. No macros.
  • Up to 39 batches per tank
  • Straight-line check built in
  • Printable record with seals and signatures
What's inside

What is inside the calibration pack?

Five sheets that follow the job: read the procedure, fill the field sheet, print the record.

  1. 01

    Procedure

    Safety, equipment and ten steps from parking the vehicle to signing the record.

  2. 02

    Field sheet

    Vehicle, tank and sensor details, then a table for each batch and reading. Checks run as you type.

  3. 03

    Calibration record

    A one-page summary with the result, seal numbers, a verification check and signatures.

  4. 04

    Calibration table

    The reading and liters pairs, ready to copy into your platform or device configuration.

  5. 05

    Worked example

    A 400 L tank with 21 readings, plus the Lists sheet with the drop-down choices.

The result

Liters against reading, checked for you

For a straight-sided tank the points should lie close to a straight line. The file fits the line and reports how far each point is from it.

0100200300400300400500600700800Sensor reading (raw counts)Liters in tank
Fig. 1 Worked example: 400 L straight-sided tank, 20 batches of 20 L. The dashed line is the fitted straight line; the largest gap from it is 0.65 L. Invented numbers.
Pass: all checks passed

Worked example: 21 points, every reading rises, largest gap from the line 0.16% of the liters added.

0.16%

Typical acceptance values in the file: 1% straight-line tolerance, at least 10 points. Replace them with what your sensor maker or client requires.

What does a tank calibration do?

A fuel level sensor reports a raw number. A calibration table tells the platform how many liters each number means in this tank. You build the table by adding known batches of fuel and recording the reading after each.

Safety first

Work in a ventilated place away from ignition sources. Follow your site rules for earthing, fuel transfer and spills, and keep a spill kit and a fire extinguisher close.

The field steps

  1. Park and record

    Park on level ground, engine off. Fill in the vehicle, tank and sensor details on the Field sheet.

  2. Take the empty reading

    Empty the tank as far as practical. Wait until the reading stops moving and record it as step 0.

  3. Add a batch

    Add one batch with your measuring device and write the liters in the Batch column.

  4. Wait, then read

    Wait until the reading stops moving and write it down. The row shows Check if the reading did not rise.

  5. Repeat to full

    Repeat until the tank is full or you reach the filler neck. Keep batches even and note any that were different.

  6. Verify, seal and sign

    Load the table, add a known volume and compare it with what the platform shows. Write both on the record, record the seal numbers and sign.

Choosing a batch size

A batch of about 1/10 to 1/20 of the nominal capacity is typical. Use smaller batches near the bottom, near the top and where the tank shape changes. For a 400 L tank that is 20 to 40 L.

Typical value, not a rule. Confirm it with your sensor maker's procedure.

What the file checks

Liters in tank = sum of the batches added so far Fitted liters = slope × reading + intercept (fitted straight line) Deviation = liters in tank − fitted liters Result = Pass if enough points, every reading rises and the largest deviation is within the toleranceExample: 0.65 L ÷ 400 L = 0.16%, inside a 1% toleranceThe tolerance, the minimum points and the rise threshold are typical values you can edit.

Tanks that are not straight-sided

A cylindrical or irregular tank does not give a straight line, and that is correct. Choose the tank shape on the Field sheet. For other shapes the file still checks that readings rise, but it does not force a straight-line result. Use the table as measured.

The calibration record

The record records a calibration; it does not certify measurement accuracy under any standard. Follow your sensor maker's procedure first, and have this generic procedure reviewed technically before you adopt it.

Related Tracom solution

See how a Tracom device works with fuel level sensors

Tracom offers fuel sensors with its IVMS GPS tracker. Bring your tank list and we will show you how the calibration table reaches the platform.

  • ST100 IVMS tracker. A GPS tracker for fleet monitoring.
  • Fuel sensors. Fuel level reading in the platform once the table is loaded.
  • SCMS portal. Manage devices and configuration files in one place.
  • Over-the-air updates. Update device software without a workshop visit.
Questions

Calibration questions, answered

Planning a fuel sensor project? Talk to Tracom.

How big should each batch be?

About 1/10 to 1/20 of the nominal capacity is typical, smaller near the bottom, near the top and where the shape changes. It is a typical value, so confirm it with your sensor maker.

Why must the reading rise after every batch?

A table that goes backwards cannot be used to convert readings to liters. The row shows Check so you can repeat that step.

My tank is a cylinder. Will the check fail?

No. The straight-line test applies only to a straight-sided tank. For other shapes, the file checks that readings rise and uses the table as measured.

Is the tolerance a standard value?

No. The tolerances are typical values you can edit. Set what your sensor maker or client requires.

Does the record certify the sensor accuracy?

No. It records what was done and what was measured. It is not a certificate under any standard.

How do I load the table into my platform?

Copy the pairs from the Calibration table sheet. The format your platform expects may differ, so check its guide.

Next step

Calibrate once, trust the reading

Bring your tank list. We will show you how Tracom fuel sensors and the platform use a calibration table.

Contact Us Get the pack
Related tools and templates

Keep going on fuel and cold chain

Get the report

Enter your details and we will email you the file.

Use your real name so the file arrives addressed to you. Don't worry, we won't flood you with emails or calls.

Tracom uses your details to send what you requested and may contact you about it. See our privacy notice for your rights and how to delete your data.

Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

Device

Help

Facebook Youtube Linkedin Instagram X-twitter

Copyright © 2026 SAFEE

Scroll to Top