Templates
CAPA report template

CAPA report template

Identify, address, and prevent the occurrence of regulatory and organizational non-conformance with this CAPA report template.

Use this template
or download pdf
CAPA report template

Identify, address, and prevent the occurrence of regulatory and organizational non-conformance with this CAPA report template.

Use this template
or download pdf

About the CAPA report template

Managing defects or nonconformities requires quick response and thorough documentation. The CAPA report template helps you do just that by providing a structured way to record, address, and prevent issues.

Designed specifically for quality managers and team leads, this template ensures that every corrective and preventive action is tracked. You can then streamline your compliance processes while reducing the risk of repeated problems.

CAPA report template: An effective tool for root cause analysis and corrective actions

A CAPA (Corrective and Preventive Action) report is a critical tool for identifying and addressing the root causes of problems in a systematic manner. It is an essential part of any quality management system, and a well-structured CAPA report template can greatly simplify the process of root cause analysis and corrective action planning.

A typical CAPA report template includes sections for defining the problem or nonconformity, identifying the root cause(s), proposing and implementing corrective actions, and verifying their effectiveness. The report should also include a timeline for completion and the responsible parties for each action item.

Using a standardized CAPA report template ensures consistency in the approach to problem-solving and allows for easier tracking and analysis of trends over time. It also promotes transparency and accountability within the organization, as all stakeholders can access and review the report.

A step-by-step guide to using the CAPA report template

Here’s how to make the most of your CAPA report template:

  1. Identify the deficiency. Begin by clearly defining the issue. Input all relevant details, such as where the problem occurred, who noticed it, and attach photo evidence. This sets the foundation for a solid action plan.
  2. Outline corrective actions. Next, detail the immediate steps taken to fix the issue. Use the template’s fields to document actions such as repairs, process adjustments, or communication with team members. The clearer the steps, the easier it is to track progress.
  3. Create a preventive action plan. To avoid the same issue happening again, fill out the section for preventive measures. Think long-term solutions, like updating procedures or additional staff training. This section helps you build a proactive, rather than reactive, approach.
  4. Assign responsibilities. Use Lumiform’s role assignment feature to delegate tasks directly to relevant team members. This ensures every corrective and preventive action has an owner and is completed on time.
  5. Track and analyze the data. Finally, regularly review the data collected in your CAPA reports to spot trends. The built-in analytics will help you see recurring issues, allowing for continuous improvement across the board.

Download the CAPA report template for improved issue tracking

With the CAPA report template, you can stay organized and focused on solving issues fast. Track deficiencies, assign tasks, and implement lasting fixes conveniently. It comes with customizable fields and collaboration features, making it simple to standardize your workflow while boosting team efficiency.

Categories

  • Quality management templates
  • General templates
  • Quality assurance templates
Preview of the template
Inspection
CAPA Report Form
Who is the Principal Investigator?
A defect was found. Explain the deficiency briefly:
Attach a photo evidence of deficiency.
How did you deal with the deficiency?
Write down the Corrective Action Plan (Action was taken to correct particular deficiency identified)
Write down the Preventative Action Plan: (Action was taken to prevent the recurrence of this problem in the future)
Signature of responsible employee:
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Frequently asked questions

What is a CAPA report?

A CAPA report is a document used to identify, correct, and prevent issues within a process or system. It stands for Corrective and Preventive Actions and is commonly used across various industries to address defects, nonconformities, or other problems.

What is the difference between corrective and preventive actions in a CAPA report?

Corrective actions focus on solving a specific issue that has already occurred, addressing the immediate cause and rectifying the problem. Preventive actions, on the other hand, are steps taken to stop the same issue from recurring in the future. A CAPA report includes both.

What are the common mistakes when filling out a CAPA report?

Common mistakes include vague descriptions of the issue, missing evidence, or poorly defined corrective actions. Another common oversight is failing to document follow-up actions or assigning responsibilities. To avoid these mistakes, be detailed, assign tasks clearly, and use data to support findings.

Who should be responsible for managing the CAPA process?

A quality assurance manager or team leader usually oversees the CAPA process. However, anyone involved in the issue, such as department heads or supervisors, can also contribute. The key is assigning responsibility to someone who can track progress and ensure tasks are completed within a set timeframe.

Can a CAPA report help identify trends or recurring issues in my organization?

Yes, CAPA reports can be an excellent way to track patterns over time. For example, Lumiform allows you to collect and analyze data from multiple CAPA reports so you can spot recurring issues or weaknesses in your processes. By addressing these trends, you can focus on improving long-term performance.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.