Sending calibration documents to an overseas head office? Align the English details on one sheet

Has your overseas head office requested calibration documents, but your company's English name appears slightly differently in emails and transaction documents? If address lines and even the symbols in model names vary, you may need to check the wording again after collecting all the equipment documents.

Create one master sheet containing the English legal name and address your company actually uses, together with the equipment model and serial number. Add the recipient's original document name and the file version so that the local service contact and the overseas submission contact can discuss the same information.

Use the English legal name your company already uses

The first field is the English legal name. Ask the responsible department for the name used in overseas transactions or official documents, and enter it exactly. Saving capitalization, spaces and the part indicating the legal entity type on one line makes it easier to transfer the name to other documents.

Place the Korean company name beside it as well. The local receiving contact can view the Korean name, while the overseas submission contact can view the English name. If several affiliates or sites are involved, identify which legal entity the documents concern.

When obtaining the wording, record the source used as the reference. A place to check it—such as internal company records or the latest wording supplied by the responsible department—makes it easier to resolve differences with other documents later.

Organize the address around the site concerned

Start by confirming which site's address should appear in English. If the head-office address differs from the site where the equipment is used, ask your company's submission contact which one is required for this document.

Save the confirmed address line by line. Retain the format your company uses for details such as building and floor, street, city, postal code and country. Placing the Korean and English addresses side by side also helps the local contact identify the site.

AI Safety Korea Co., Ltd.'s calibration intake guide lists the company name and address among the details needed for the certificate. For an overseas submission, send the English details you have prepared when consulting the team and ask how the requested wording can be reflected.

Keep the original model name and serial number

Enter the model name separately from a sentence describing the product. Check the capitalization, numbers, hyphens and spaces on the unit or in existing equipment documents, and enter them exactly. The first step is to make clear which model is meant, before translating a long product description into English.

Compare the serial number on the unit with previous documents and record one value. A photograph of the unit's label helps distinguish easily confused characters such as the number 0 and the letter O. If you use an internal asset number, give it a separate field from the serial number.

If the overseas head office uses its own equipment number, link that number in another field. Separating the local management number, head-office number and unit serial number makes it easier to identify the same unit even when different numbers are used in emails.

Keep the requested document name in an original-wording field

Find the document name in the overseas head office's email or request form and paste it exactly as received. Put any Korean notes for internal understanding in a separate adjacent field. The aim is to let the service contact see the actual wording of the request immediately.

Record the date of the email containing that wording and the filename as well. If a later email changes the wording, mark which request is current. This reduces the need to search through the entire earlier conversation when the contact person changes.

Keep consultation questions short and specific. Ask what is needed to proceed: “Can the requested language and wording be used?”, “How should the material corresponding to this document name be prepared?” or “Is there any additional information we should provide?”

Include values, sources and versions in the master sheet

Use the structure below to create a single sheet. Enter the actual values supplied by your company contact in the company-name and address fields, and the values checked on the unit in the equipment fields.

Including the creation date and version in the filename helps distinguish files. If a new address or document name is added, mark the changed fields and use the same version for attachments sent for consultation. Manage the master sheet as an internal table collecting the request details.

Review the details and questions together before sending

• Do the English legal name and address match the values provided by the company contact?

• Do the model name and serial number connect to the unit and existing documents?

• Is the overseas head office's requested document name retained in its original wording?

• Is the attached master sheet the latest version to be shared?

• Have you included a question about how the requested language and wording can be reflected?

Start preparing an overseas submission by describing the equipment with the same names and numbers throughout. Using one master sheet for local consultation and replies to overseas contacts can reduce repeated transcription.

Send AI Safety Korea Co., Ltd. the model you own, the original requested document name and the company details you have prepared. You can discuss calibration intake, including the required language and naming conditions.

Discuss calibration documents for overseas submission

Product resources

• Calibration and repair intake guide and request form

• KOLAS calibration intake guide

• GD5 PRO product information