Deviation and Waiver Request Form Template
A deviation or waiver asks someone with authority to accept product that does not meet its requirement. It is a controlled exception, not a shortcut. This form captures the requirement, the evidence that the part still works, the risk and the approvals.
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Deviation and Waiver Request Form Template
Deviation / Waiver Request
Company: Acme Precision Ltd Number: DEV-2026-031 Date: 2026-10-20 Type: Waiver (after production)
Product
Part: HSG-7720 Rev B Order: WO-118204 Quantity covered: 120 pieces
Requirement not met
Drawing note 4: anodize thickness 0.0008 to 0.0012 in. Measured 0.0006 to 0.0007 in on 14 sampled parts.
Justification and risk
Part is a non-mating cover. Thickness is used for corrosion protection only. Salt spray test 96 hours showed no corrosion at the measured thickness.
Risk to form, fit and function: Low Related corrective action: CAPA-2026-077
Conditions of acceptance
| Condition | Applies (Y/N) | Detail |
|---|---|---|
| Marking or tagging of affected product | ||
| Applies to this quantity only | ||
| Customer approval required before shipment | ||
| Supplier chargeback or cost recovery |
Approvals
A starting point, not a contractual or legal document. Many customers and prime contractors require their own form and approval route, so check your contract before using any waiver.
Approval-routed deviations inside your ERP
Optional: we can review how your ERP holds and releases nonconforming lots and suggest a controlled approval step.
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How to use the form
State exactly which requirement is not met, quoting the drawing note, specification clause or revision. Describe the measured condition with numbers, not adjectives. The justification field should hold engineering evidence: a test, an analysis or a fit check, not an opinion. Limit the request to a stated quantity or period, then name the corrective action that will remove the need for the exception. Route the form to engineering first, then quality, and to the customer when the contract or drawing control gives them approval authority.
- Quote the requirement with its revision
- Give measured values and sample size
- Attach test data to the justification
- Limit scope by quantity, lot or date
Deviation, waiver and concession
The terms vary by company, so confirm yours. A deviation is usually a permission requested before production to depart from a requirement for a defined quantity. A waiver is permission requested after product exists and is found nonconforming. A concession is the formal acceptance of nonconforming product, often called use as is. Under AS9100 and ISO 9001 the key point is the same: nonconforming product accepted by concession must be controlled, authorized by the right person and, where required, by the customer.
Reading the risk field
Rate the risk against form, fit and function, and against any safety or regulatory characteristic. A cosmetic finish issue on an internal part is low risk. A dimension on a mating feature, a critical characteristic or a flight-safety item is high risk and generally cannot be accepted without the design authority. If the risk is medium or high, the request needs engineering data and usually customer sign-off before the parts move.
Common mistakes
The most common error is approving a waiver without a corrective action, so the same defect returns on the next order. Another is an open-ended scope such as all future shipments. A third is shipping before the approval is on file. In your ERP, record the deviation number on the lot or order, and release the quality hold only with the approval reference attached, so audit trails connect the parts to the decision.
Frequently Asked Questions
Who can approve a deviation or waiver?
That depends on your quality system and contract. Internally it is usually engineering and quality. When the requirement comes from the customer or design authority, their written approval is normally required.
Is a waiver the same as use as is?
They overlap. Use as is is a disposition for nonconforming product, and a waiver or concession is the formal approval that documents it. Some companies need customer approval for use as is on any customer-owned requirement.
Can a waiver cover future production?
It should not. Limit a waiver to a quantity, lot or short period and attach a corrective action. A waiver without an end date can hide a systemic problem.
Does this form meet my customer's requirements?
Not automatically. Prime contractors often mandate their own form and route. Use this as a base to prepare the content, then transfer it or attach it to the required format.
Netray can add an approval-routed deviation record to your ERP quality hold workflow, with the approval reference stored on the lot.
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