IATF 16949 Documentation Templates: Quality Manual, Scope Example and Management Review Agenda
This pack gives you the documents most IATF 16949 users ask for first: a quality manual outline, a scope statement, a management review agenda and a list of documented information to keep. Fill in your details, export to Word, and adapt to your processes.
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IATF 16949 Documentation Template Pack (Quality Manual, Scope, Management Review)
Quality Manual: Northfield Precision Components Ltd
Revision: Rev 01 Site: Plant 1, 24 Industrial Park Road, Pune Management representative: Quality Manager
Purpose: this manual describes how Northfield Precision Components Ltd meets the requirements of IATF 16949 together with ISO 9001 and applicable customer-specific requirements.
1. Scope of the quality management system
The quality management system of Northfield Precision Components Ltd applies to the design-independent manufacture of: CNC machining and assembly of aluminium housings and steel shafts for powertrain and chassis applications.
Support functions included in the scope: corporate purchasing, engineering support and logistics located at the head office.
Exclusions and justification: Product design responsibility (clause 8.3) is excluded because all products are built to customer designs.
The scope considers the context of the organization, the needs of interested parties and customer-specific requirements, and is available as documented information.
2. Manual structure
| Section | Content | Where documented |
|---|---|---|
| Context and leadership | Context, interested parties, policy, roles, product safety, corporate responsibility | QM-01, policy statement |
| Planning | Risks and opportunities, objectives, contingency plans, change planning | Risk register, objectives plan |
| Support | Resources, competence, calibration and laboratory scope, documented information | Training matrix, calibration list |
| Operation | Contract review, APQP, supplier control, control plans, production, release, nonconforming product | APQP plan, control plans, work instructions |
| Performance evaluation | Customer satisfaction, internal audits, management review | Audit programme, review minutes |
| Improvement | Corrective action, problem solving, continual improvement | 8D reports, CAPA log |
3. Management review agenda
Date: 2026-11-12 Chair: top management of Northfield Precision Components Ltd Secretary: Quality Manager
| Item | Topic | Input to review |
|---|---|---|
| 1 | Actions from previous review | Open action status |
| 2 | Changes in context, interested parties, risks and opportunities | Updated risk register |
| 3 | Customer feedback and satisfaction | Scorecards, complaints, field returns, customer-specific requirement changes |
| 4 | Quality objectives and process performance | Objectives status, process effectiveness and efficiency |
| 5 | Product conformity and delivery | Internal and customer ppm, delivery performance, premium freight |
| 6 | Cost of poor quality | Internal and external failure costs, scrap, rework |
| 7 | Audit results | Internal, second-party and certification audit findings |
| 8 | Corrective actions and nonconformities | Open and overdue actions, repeat issues |
| 9 | Supplier performance | Supplier ratings and development plans |
| 10 | Resources, warranty and product safety | Capacity, training, warranty data, product safety events |
| 11 | Opportunities for improvement and decisions | Resource needs, objective changes |
4. Key documented information to maintain
| Clause | Documented information | Owner | Status |
|---|---|---|---|
| 4.3 | Scope of the QMS | Quality Manager | |
| 4.4.1.2 | Product safety process | Engineering | |
| 5.2 | Quality policy | Top management | |
| 6.2 | Quality objectives | Top management | |
| 6.1.2.3 | Contingency plans | Operations | |
| 7.1.5.3 | Internal laboratory scope | Quality | |
| 8.5.1.1 | Control plans | Quality | |
| 9.2.2 | Internal audit programme | Quality Manager | |
| 9.3 | Management review records | Quality Manager |
Approvals
A starting point, not a certification guarantee. Check each clause against your copy of IATF 16949 and your certification body's expectations. The clause numbers shown are those commonly used for these items; confirm them in your edition and add customer-specific requirements.
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Mandatory documents and procedures
IATF 16949 keeps the ISO 9001 approach of documented information rather than a fixed list of procedures, and adds automotive items such as the product safety process, contingency plans, laboratory scope, control plans and an internal audit programme. A quality manual is not formally required by ISO 9001, but the IATF rules expect the scope and the process interactions to be documented, and most certification bodies expect a manual or equivalent. Treat the table in this template as a core set, then add what your customers require.
Writing a scope statement that passes audit
Auditors check three things in a scope. It names the products and processes, it lists support functions that are included even when they sit at another location, and any exclusion is limited to product design where the organization is not design responsible. Remote support functions such as purchasing or engineering at head office must be in the scope of the site that depends on them. Customer-specific requirements need to be considered and recorded.
- Name the site and the products or processes.
- List remote support functions explicitly.
- Justify any exclusion, which in IATF can only concern design responsibility.
- Keep the scope available as documented information.
Management review and the count of shall requirements
The management review needs defined inputs beyond ISO 9001: cost of poor quality, process effectiveness and efficiency, product conformity, delivery performance, customer scorecards and field returns are all expected. For the shall count, there is no single official number: totals differ with how a count treats sub-clauses and the ISO 9001 base, and the standard includes a large number of additional automotive requirements. Count them by clause in your own gap assessment instead of quoting a figure from the internet.
Frequently Asked Questions
What are the mandatory procedures for IATF 16949?
The standard asks for documented information rather than a fixed list of named procedures. Typical items include the scope, quality policy, objectives, product safety process, contingency plans, laboratory scope, control plans, internal audit programme and management review records. Your customers may add more through customer-specific requirements.
Is a quality manual required for IATF 16949?
ISO 9001 no longer requires one, but IATF expects the scope and process interactions to be documented, and certification bodies commonly expect a manual or equivalent structure. Keeping a short manual that references your procedures is the safe option.
Can I exclude requirements from the IATF 16949 scope?
Only product design and development is allowed as an exclusion, and only when the organization is not design responsible. Support functions, on-site or remote, must be included, and the exclusion must be justified in documented form.
How many shall requirements are in IATF 16949?
There is no authoritative single number because totals depend on the counting method and on whether the ISO 9001 base clauses are included. If you need a figure for planning, count the clauses in your own copy and record it in your gap assessment.
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