Supplier Corrective Action Request (SCAR) Template
A SCAR is the formal way to ask a supplier to contain a quality problem, find the root cause and show a lasting fix. This template builds the request with the defect, the clock and the response sections already laid out, so the supplier knows exactly what you need.
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Supplier Corrective Action Request (SCAR) Template
Supplier Corrective Action Request
Issued by: Acme Precision Ltd SCAR number: SCAR-2026-014 Issue date: 2026-10-20 Issuer: T. Okafor, Supplier Quality
Supplier and material
| Field | Detail |
|---|---|
| Supplier | Midland Castings Co, Vendor 40211 |
| Contact | quality@midlandcastings.example |
| PO / receipt / lot | PO 4500188312, receipt 5000917, lot C-7781 |
| Part | PN-60412 Casting, pump housing |
| Quantity | 200 received, 31 rejected |
| Severity | Major |
Nonconformance description
Porosity found on machined sealing face in 31 of 200 pieces. Visible after the finish cut. Photos attached.
Requirement: drawing, specification and purchase order requirements as referenced on the PO.
Required response times
Containment: Within 24 hours of issue Root cause and corrective action: Within 10 working days of issue Please respond to the issuer using this form or your own 8D report.
Cost recovery
Sorting and rework cost to be reviewed under the supply agreement. Debit memo to follow if applicable.
Supplier response
| Item | Supplier entry |
|---|---|
| Containment actions and suspect inventory | |
| Root cause (occurrence) | |
| Root cause (escape, why not detected) | |
| Corrective action and implementation date | |
| Preventive action for similar parts | |
| Verification of effectiveness |
Approvals and closure
A starting point, not legal advice. Cost recovery and response terms depend on your purchase terms and quality agreement. Keep the tone factual and attach photos and measurement data.
Automate supplier quality follow up
Optional: we can review how your ERP records receiving rejects and sketch a way to raise and track SCARs from it.
Optional. The tool and every export work without this. No spam.
How to issue a SCAR
Identify the supplier, the PO, receipt and lot, then describe the defect with the requirement it breaks and the quantities involved. Attach photos, measurement data and the drawing excerpt, because suppliers respond faster when they can see the problem. Set clear response deadlines for containment and for root cause and corrective action. State the cost recovery position if your terms support it. Send the form to a named quality contact, log the issue date, and chase it when the date passes. Review the response against the evidence, not only the wording.
- Describe the defect against the requirement.
- Attach photos and measurement data.
- Set containment and root cause deadlines.
- Accept or reject the response in writing.
Judging a supplier response
A good response contains immediate containment, including stock at the supplier and in transit, a root cause that explains both why the defect occurred and why it was not caught, a corrective action with an owner and date, and a plan to verify effectiveness. Be wary of responses that blame operator error and propose only retraining, or that give no data. Ask for evidence such as updated control plans, capability data or a first article check. Track repeat SCARs by supplier to feed scorecards and sourcing decisions.
Common mistakes
Frequent SCAR problems include sending it to a general mailbox with no owner, leaving the defect description vague, and not stating the deadline. Another is closing the SCAR on receipt of a response without verifying that the next shipments are clean. Teams also issue SCARs for every minor event, so suppliers stop treating them seriously. Reserve them for significant or repeated issues, and use a lighter notification for minor ones. Keep the supplier informed of the final status to maintain the relationship.
Frequently Asked Questions
What is the difference between a SCAR and an NCR?
An NCR is your internal record of nonconforming material. A SCAR is the outbound request asking the supplier to investigate and correct the cause. Many companies raise an NCR first and then a SCAR that references it.
How long should a supplier have to respond?
A common pattern is containment in 24 to 48 hours and root cause with corrective action in 10 to 30 days, depending on severity and complexity. Your quality agreement or purchase terms should state the expected times.
Can I charge the supplier for the cost of the defect?
Only if your purchase terms or quality agreement allow it. Typical recoverable items are sorting, rework, scrap and freight. Keep records of hours and costs, and involve procurement and legal before applying charges.
Should every rejected lot get a SCAR?
Not necessarily. Use SCARs for major or repeated nonconformances, critical characteristics or safety impact. For minor one off issues a simple rejection notice and credit may be enough, tracked in the supplier scorecard.
If you want SCARs raised from ERP receiving rejects and tracked on a supplier scorecard, we can help design that flow.
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