NCR Nonconformance Report Template
A nonconformance report records what was found, against which requirement, what was done to protect the customer, and who approved the disposition. This template builds that record in a few minutes and exports a clean copy you can attach to the lot or load into your ERP quality module.
Fill in
NCR Nonconformance Report Template
Nonconformance Report
Company: Acme Precision Ltd NCR number: NCR-2026-0147 Date raised: 2026-10-20 Raised by: J. Alvarez, Receiving Inspection
Item identification
| Field | Detail |
|---|---|
| Part number / revision | PN-48213 Rev C |
| Lot / serial / work order | WO 118204, Lot L-5531 |
| Quantity inspected | 80 |
| Quantity nonconforming | 12 |
| Where found | Receiving inspection |
Requirement not met
Drawing 48213 Rev C, bore diameter 25.00 +0.02/-0.00 mm
Description of nonconformance
12 of 80 pieces measured 25.04 to 25.06 mm on the main bore, above the upper limit of 25.02 mm. Measured with calibrated bore gauge BG-114.
Immediate containment
Lot tagged and moved to the red-tag cage. Remaining stock on hand and the same lot in WIP quarantined. Supplier notified.
Proposed disposition
Return to vendor
Disposition rationale and customer approval (if required by contract): ____________________
Root cause and corrective action reference
Root cause required: Yes / No CAPA or SCAR number: ____________________ Supplier or process owner notified on: ____________________
Approvals
A starting point, not a controlled form. Adapt numbering, retention and approval levels to your quality management system and customer flow-down clauses.
Automate NCR capture from your ERP
Optional: we can review how your ERP records rejects and sketch a way to raise NCRs from the data you already have.
Optional. The tool and every export work without this. No spam.
How to use the NCR template
Fill the identification fields first: part, revision, lot or work order, and the quantities inspected and rejected. Then state the requirement that was not met, quoting the drawing, specification or clause rather than describing it loosely. Describe the nonconformance with measured values, the gauge used and the sample size. Record containment before you debate root cause, because tagging and quarantining suspect stock is the first job. Choose a proposed disposition and note who approves it, then export to PDF, Word or Excel and attach it to the material.
- Quote the requirement, not just the symptom.
- Include measured values and the gauge ID.
- Record containment and quarantine location.
- Link the NCR to a CAPA or SCAR when root cause is needed.
What a good NCR contains
ISO 9001 clause 8.7 asks organisations to identify and control nonconforming outputs, keep documented information on the nonconformity, the actions taken, any concessions obtained and the authority that decided. AS9100 adds requirements around notifying customers when nonconforming product has shipped and controlling dispositions such as use as is and repair. IATF 16949 requires customer approval for certain dispositions. The template fields map to those expectations: identification, description, containment, disposition and approval authority.
Common mistakes
The most frequent NCR failure is a vague description such as bad parts or out of tolerance, with no value, no limit and no quantity. The second is skipping containment and finding the same lot on the line a week later. The third is closing the NCR on disposition alone, so the cause is never examined and the same defect returns. Treat the NCR as the trigger and use a CAPA, 8D or SCAR for anything that is systemic, repeated or customer visible. Also keep the NCR number unique and traceable to the lot.
Frequently Asked Questions
What is the difference between an NCR and a CAPA?
An NCR documents a specific nonconforming item or lot and its disposition. A CAPA addresses the underlying cause and prevents recurrence. One NCR may trigger a CAPA, and several NCRs with the same cause are often rolled into a single CAPA.
Who can approve the disposition on an NCR?
Your quality system defines the authority. Many sites let quality approve rework to a documented procedure, but use as is and repair normally need engineering, and customer approval where the contract or standard requires it.
Does every defect need an NCR?
Not always. Minor in process rework to an approved instruction may be tracked in routine records. Anything that escapes the normal process, reaches a lot level, involves a supplier or affects the customer should get a formal NCR.
How long should NCR records be kept?
Retention follows your quality system, contract and regulation. Aerospace and defense contracts often require many years, sometimes the life of the product. Check customer flow-down clauses before setting a retention period.
If your NCRs live in an ERP quality module, we can help you raise, route and report them from one place without retyping data.
Related Tools
CAPA Corrective and Preventive Action Form Template
Structured CAPA form covering source, risk, root cause, actions, effectiveness check and closure approvals.
Aerospace & DefenseMaterial Review Board MRB Disposition Template
MRB record with engineering rationale, disposition, customer approval and cost impact for nonconforming material.
Supply Chain & InventorySupplier Corrective Action Request (SCAR) Template
Ready to send SCAR with defect description, required response times, supplier response sections and closure sign-off.
Field Service & QualityNonconformance (NCR) Cost Calculator
Add up the hidden labor, material, and escape costs behind your NCR volume and see what a realistic reduction program is worth annually.
Quality & Inspection5 Whys Root Cause Analysis Template
Document a problem, the chain of five whys, the root cause and countermeasures in a format you can print or share.
More Quality & Inspection tools
See all- A3 Problem Solving Report Template
- Rolled Throughput Yield Calculator
- A3 Problem Solving Template
- Rolled Throughput Yield Calculator
- Cpk Confidence Interval and Sample Size Calculator
- X-bar and S Control Chart Limits Calculator
- Individuals and Moving Range (I-MR) Chart Limits Calculator
- Expected PPM Out of Specification Calculator
- Taguchi Loss Function Calculator