Non Conformance Report Template
This non conformance report template covers the fields ISO 9001 and IATF 16949 auditors look for: what was wrong, what was contained, how it was dispositioned, why it happened and how you proved the fix. Fill it online and export it to Word, Excel or PDF.
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Non Conformance Report Template (Word, Excel, PDF)
Non Conformance Report NCR-2026-0147
Company: Acme Precision Ltd Date raised: 2026-10-20 Raised by: Incoming inspector Source: In-process
1. Identification
Part, item or work package: PN-48213 rev B Lot, batch or location: Lot 2610-14, Work order WO-88213 Quantity affected: 42
2. Requirement and nonconformance
Requirement not met: Drawing note 4: surface finish Ra 1.6 um maximum on bore.
Description: Measured Ra 2.4 to 3.1 um on 6 of 8 sampled parts. Tool wear suspected on finishing pass.
3. Containment (clause 8.7 of ISO 9001)
All lot 2610-14 parts tagged and moved to the MRB cage. Previous lot sampled and found conforming. Machine stopped until tool changed.
Customer notification: No
4. Disposition
Disposition decision: Rework
Any use-as-is or repair disposition requires authorized approval, and a customer concession where the contract requires it.
5. Root cause and corrective action (clause 10.2)
Root cause: Tool life limit not enforced; counter reset in error at last change.
Corrective action: Tool life counter locked to maintenance role; operator retrained; checked at first-piece approval.
Due date: 2026-11-03
6. Verification of effectiveness
| Check | Method | Date | Result |
|---|---|---|---|
| Reworked or replacement parts conform | Re-inspection of 100% of affected lot | ||
| Corrective action implemented | Record or observation | ||
| Recurrence check | Review of next 3 lots |
Approvals
Retain the report as documented information on the nature of the nonconformity and actions taken (ISO 9001 clauses 8.7 and 10.2). For IATF 16949 suppliers, add the customer-specific fields, the formal problem-solving method (often 8D) and the controls on suspect product. Use the same form for construction snags by changing the source and location fields.
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How to use the NCR template
Raise the report the moment product or work fails a requirement. Complete identification, requirement and description first so that anyone reading it understands the issue without being on the floor. Record containment immediately, because suspect product must be identified and controlled before anything else. Then take the disposition decision, investigate the root cause and set corrective action with a due date. Export to the format your team uses and attach it to the lot or work order.
ISO 9001 and IATF 16949 expectations
ISO 9001 clause 8.7 requires outputs that do not conform to be identified and controlled to prevent unintended use, and clause 10.2 requires reaction, root cause analysis, corrective action and effectiveness review for nonconformities. You must keep documented information on the nonconformity, the actions and any concessions. IATF 16949 adds stricter rules for nonconforming product control, rework and repair procedures, customer notification and problem solving.
- Identify and segregate suspect product
- Decide disposition with authority levels
- Inform the customer when product may have shipped
- Verify rework by re-inspection to the original requirement
Choosing the disposition
Use as is and repair carry the most risk because they accept product that does not meet the requirement. They need engineering review and, for many customers, written approval. Rework brings product back to the requirement and must be re-inspected. Scrap and return to supplier close the loop financially, so record cost to feed your cost-of-poor-quality figures. Regrade applies when product meets a lower grade specification. Always record who approved the decision.
Common mistakes
Weak NCRs describe a symptom and stop.
- Writing 'bad part' instead of stating the requirement and the measurement
- Closing the report at rework, with no root cause or recurrence check
- Missing lot traceability back to material and machine
- No customer notification when suspect product shipped
- Keeping paper NCRs that never reach the ERP quality module
Frequently Asked Questions
What is a non conformance report?
It is a record that product, material, work or a process did not meet a requirement. It captures what failed, how it was contained, the disposition decision, root cause, corrective action and verification. ISO 9001 expects this documented information to be retained.
Is non conformance the same as nonconformance?
Yes. Both spellings mean the same thing, and ISO 9001 uses nonconformity for the formal term. This template works for any spelling and for NCR, non conforming report form and nonconformity report searches.
Can I get this in Word, Excel or PDF?
Yes. Fill in the fields, then export to Word, Excel or PDF. The signature blocks and verification table are included, so you can print it for sign-off or paste the details into your ERP or quality system.
Can I use it for construction non conformances?
Yes. Choose the site or construction source, put the work package and location in the identification fields, and record the specification clause not met. Disposition options like rework, repair and use as is apply to site work as well.
If you want NCRs raised and tracked directly in your ERP, with trends and repeat offenders summarized by a private AI running on your own servers, talk to us.
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