China Supplier Corrective Action Request (SCAR) Template
A corrective action request is how you turn a rejected lot into a permanent fix. This template gives a Chinese supplier a clear, structured form with deadlines and the specific evidence you expect, which cuts down on vague replies like 'operator error, retrained'.
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China Supplier Corrective Action Request Template
Supplier Corrective Action Request
SCAR No: SCAR-2026-114 Issued by: Northfield Components Inc. To: Dongguan Precision Metal Co., Ltd. Issue date: 2026-10-19 Response due: 2026-11-02
1. Product and lot
| Item | Detail |
|---|---|
| Part number / revision | BRK-3021 Rev C |
| PO / lot | PO 7741 / Lot 25-0918 |
| Quantity | 5,000 received / 320 rejected |
| Severity | Major |
2. Nonconformance description
Hole diameter measured 6.18 mm to 6.24 mm against drawing requirement 6.00 mm +0.10/-0.00 mm. 320 of 500 parts sampled are out of tolerance. Photos and measurement data attached.
3. Containment by buyer
Lot quarantined at buyer warehouse. Stock at supplier and in transit to be identified and sorted. Production uses certified stock only.
4. Required supplier response
Within 24 hours: confirm receipt and report containment of all suspect stock at the supplier and in transit.
Within the due date: submit root cause, corrective actions and verification plan using the sections below. Root cause must address why the defect occurred and why it was not detected.
5. Supplier containment (supplier to complete)
| Location | Quantity | Action | Date |
|---|---|---|---|
| Finished goods | |||
| Work in process | |||
| In transit |
6. Root cause analysis (supplier to complete)
| Question | Finding |
|---|---|
| Occurrence root cause (why it happened) | |
| Escape root cause (why it was not detected) | |
| Method used (5 Why, fishbone, 8D) | |
| Evidence (photos, data) |
7. Corrective and preventive actions (supplier to complete)
| Action | Owner | Due date | Status |
|---|---|---|---|
| Corrective action 1 | |||
| Corrective action 2 | |||
| Preventive action (other parts / lines) |
8. Effectiveness verification
| Check | Result | Date | Verified by |
|---|---|---|---|
| First three lots after correction inspected | |||
| Process capability or control plan updated | |||
| FMEA and work instruction updated |
Approvals
This template is a starting point for a corrective action request and is not legal advice. It does not itself create commercial remedies such as chargebacks or sorting costs, which should be set out in your supply agreement or quality agreement. Consider supplying a Chinese language copy so the root cause is understood at the line level.
Supplier quality workflow review
Optional: a look at how SCARs, inspection results and supplier ratings can be joined in your ERP.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in the buyer, supplier, part, lot and severity fields, then write a precise description of the nonconformance with measured values against the drawing, not just 'out of tolerance'. State what you have contained. The generated document includes sections for the supplier to complete: containment, root cause, corrective and preventive actions and verification. Export to Word or PDF and send it with photos, measurements and the drawing so the supplier can reproduce the problem.
What a good response contains
A good response separates two root causes: why the defect was made and why it escaped inspection. It names a corrective action that changes the process, such as a fixture, a gauge, a tool life limit or a control plan point, not only retraining. It names an owner and a date for each action, covers other parts made on the same equipment, and states how effectiveness will be verified, for example inspection of the next three lots. This mirrors the discipline of 8D and IATF 16949 problem solving without reproducing any standard text.
Working with Chinese suppliers
Speed and clarity matter more than formality. Send photos and measurement data the same day, ask for a first containment reply within 24 hours and a full response in 10 to 14 days. Offer a bilingual copy and a short call with the supplier's quality manager. Align expectations about costs: sorting, rework and freight should be defined in the quality agreement. Avoid blame language and focus on data.
- Ask for photos of the corrective action in place, not only a written plan
- Check that the control plan and work instruction were revised
- Verify with the next lots and close the SCAR only after that
- Escalate repeat issues to supplier management review
Tracking SCARs in your ERP
Log each SCAR against the supplier, part and lot, with open date, due date and closure date. Most ERPs provide a quality notification or nonconformance record: SAP QM notifications, Oracle quality collection plans, Infor SyteLine NCR or Epicor nonconformance. Use the supplier rating to reflect SCAR count and response time, and link it to purchasing approval status.
Frequently Asked Questions
What is the difference between SCAR and 8D?
A SCAR is the request you send to the supplier. An 8D is a structured problem-solving method the supplier may use to answer it. Many buyers accept an 8D report as the response to a SCAR. This template contains the same core elements: containment, root cause, corrective action and verification.
How long should a supplier have to respond?
A common practice is acknowledgement and containment within 24 hours and a full root cause and action plan in 10 to 14 days, adjusted for severity. Critical safety issues need faster responses. State the due date on the form and confirm it in the contract.
When can I close a SCAR?
Close it only after you have verified effectiveness, such as clean inspection of several subsequent lots and confirmation that documents like the control plan were updated. Closing on receipt of a plan alone leads to repeat problems.
Can I charge the supplier for sorting and rework?
Only if your purchase terms or quality agreement say so. Include cost recovery wording for sorting, rework, freight and line stoppage in the contract before problems happen. This template does not create such a right on its own.
If SCARs are tracked in email and spreadsheets, Netray can help connect them to ERP quality notifications and supplier ratings so repeat issues surface automatically.
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