Supplier Deviation and Waiver Request Template
A deviation or waiver request lets a supplier ask for permission to ship parts that do not fully meet the drawing, with the risk reasoning on paper and your decision recorded. This template makes that request consistent and auditable.
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Supplier Deviation and Waiver Request Template
Supplier Deviation / Waiver Request
Customer: Acme Precision Ltd Request no.: SDR-2026-009 Supplier: Northline Castings Inc. Date: 2026-10-20 Type: Waiver after production
Part and Quantity
Part: HSG-4471 Rev C PO: PO 450012387 Quantity covered: 120 pieces, lot L-5530 only
Requirement vs Actual
Requirement: Surface finish Ra 1.6 um max on bore.
Actual condition: Measured Ra 1.8 to 2.0 um on 12 of 20 sampled parts. Dimensions are within tolerance.
Supplier Risk Assessment
Part is a non-sealing housing. Finish affects appearance only. No functional impact expected.
Customer Review
| Review item | Result | Reviewer |
|---|---|---|
| Form, fit, function impact | ||
| Downstream customer approval needed | ||
| Regulatory or contractual flow-down affected | ||
| Labeling or marking of deviated stock | ||
| Cost adjustment agreed |
Disposition
| Decision | Conditions or limits | Date |
|---|---|---|
| Accept / Accept with conditions / Reject |
Approvals
A deviation or waiver applies only to the lots and quantity named. It does not change the drawing. For aerospace, defense or regulated parts, flow-down clauses may require your own customer to approve first. This is a starting point, not legal advice.
Link waivers to ERP lots
An optional review of how to tie deviation approvals to receipts and lots in your ERP.
Optional. The tool and every export work without this. No spam.
How to use this form
The supplier, or you on their behalf, fills in the part, quantity and the exact gap between requirement and actual condition. Be specific with measured values and sample size. The supplier then writes a short risk assessment. Your engineering and quality teams complete the review table and record a decision. Export to PDF or Word and attach it to the PO or receipt so that the deviated lot can be traced. Never use a general approval to cover future lots.
Deviation, waiver and concession
The words vary by company. A deviation is usually permission requested before production to depart from the requirement. A waiver or concession is usually requested after the nonconformance exists. Either way the decision is limited by lot, quantity or time. Make sure your procedure defines which term you use and who may approve.
- Limit approval to named lots and quantities
- Require marking or segregation of deviated stock
- Check whether your own customer must also approve
- Never let a waiver silently become the new standard
Reading the risk assessment
A strong risk statement links the deviation to the part function. A surface finish deviation on a non-sealing face is different from the same deviation on a sealing surface. Look for evidence beyond opinion, such as test data, fit checks or similar past parts. If the supplier cannot explain the function impact, treat the request as incomplete. Repeated requests for the same deviation indicate a process problem, so open a corrective action.
Common mistakes
Accepting by phone, approving without a quantity limit, forgetting to tell receiving and the production floor, and not recording a cost adjustment are the usual faults. Also avoid approving a waiver on the day the line is short of parts without the proper review, since schedule pressure is exactly when escapes happen.
Frequently Asked Questions
Does a waiver change the drawing?
No. A waiver or deviation applies to a specific quantity or period. If the change should be permanent, run an engineering change so the drawing and specification are updated.
Who approves a supplier deviation?
Typically supplier quality and engineering, with purchasing informed. For parts with customer-controlled requirements, your own customer may need to approve before you can accept.
Should a cost reduction be requested?
Often yes. Accepting nonconforming product usually deserves a price adjustment or credit. Record the agreement on the form so finance can match the invoice.
How is deviated stock controlled?
Mark or tag it, segregate it in the warehouse, and record the deviation number against the lot in your ERP so it cannot be mixed with conforming stock.
Netray can connect waiver records to receipts and inspection results in your ERP, so deviated stock is visible all the way to the shop floor.
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