Nonconforming Material Hold Tag and Disposition Record
When an inspector rejects material, it needs to be identified and stopped right away. This template produces a hold tag with the facts that matter and a short disposition record, so the lot cannot be consumed by mistake and the decision is traceable.
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Nonconforming Material Hold Tag and Disposition Record Template
HOLD - DO NOT USE
Acme Precision Ltd Tag no: NC-2026-0412 Date: 2026-10-19 Location: Hold cage B, bin 3
Material identification
| Field | Detail |
|---|---|
| Part number | FX-0815 |
| Description | Hex flange bolt M8 x 25 |
| Lot / PO / serial | PO4475-1 |
| Supplier / work center | Beta Fasteners |
| Quantity affected | 5000 pcs (full lot) |
Nonconformance
8 of 200 sampled pieces had thread depth below minimum on gauge check. Acceptance number is 7.
Sampling plan used: Single sampling, n = 200, Ac = 7, Re = 8
Disposition
Proposed disposition: Screen 100 percent Identified by: R. Singh
Material must remain in quarantine until the disposition is approved and this tag is signed off. Do not remove, reuse or consume.
Disposition verification
| Action taken | Qty | Date | Initials |
|---|---|---|---|
Approvals
A starting point for your own nonconforming material procedure. Align tag wording and approvals with your quality manual and customer or regulatory requirements (for example AS9100 clause 8.7 or IATF 16949 clause 8.7). Not legal advice.
Link floor tags to ERP stock blocks
Optional: a review of how to tie nonconforming material tags to inspection lot blocking in your ERP.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the part, lot, supplier, quantity and quarantine location, then describe the nonconformance with the measured evidence and the sampling plan used. Choose the proposed disposition and enter the inspector. Export to PDF, print it, and attach it to the material. The verification table records what was actually done and who confirmed it. Keep a copy with the receiving record.
- Tag every container, not just the pallet.
- Write measurable evidence, such as sample size and defect count.
- Never reuse a tag number.
Why the fields matter
Quality systems such as ISO 9001, AS9100 and IATF 16949 require nonconforming output to be identified and controlled to prevent unintended use or delivery. A good tag therefore carries a unique number, traceability to the lot, the reason, a location and an owner. The sampling plan line matters because it shows the reject decision was made by a defined rule, not an opinion, which helps in supplier disputes.
Dispositions
Return to supplier is cleanest when the supplier is at fault and a replacement is available. Screening is used when the defect can be sorted out, with the cost normally charged back. Rework applies where the part can be brought into conformance by an approved process. Use as is requires an engineering or customer concession and should never be an inspector's call alone. Scrap should be witnessed and recorded so material cannot reappear in stock.
Common mistakes
The most common failure is tagging but not physically moving the material, so it ends up on the line anyway. Another is vague defect wording like 'bad threads', which makes a corrective action request impossible. Also avoid closing the tag without recording the action taken and the date.
Frequently Asked Questions
Is a tag enough to control nonconforming material?
Not on its own. Pair it with physical segregation and, where your ERP supports it, a blocked stock status, so material cannot be issued while the tag is still on it.
Who may approve a disposition?
That is defined in your own procedure. Typically quality approves return, screening and scrap, while use as is or repair needs engineering and, for customer-controlled designs, the customer.
Do I need a separate form for each lot?
Yes, one tag per lot or container group, each with a unique number. Linking tag numbers to a log makes trend analysis by supplier and defect type much easier.
Can I edit the wording?
Yes. Export to Word and adapt it to your own document control format. Keep the identification, reason, location, disposition and approval elements.
If your ERP can place an inspection lot on block, we can help tie this tag to the stock status so a hold in the system matches the tag on the floor. Ask for a short review.
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