Corrective action request form

Corrective actions address existing non-conformities that have already occurred—they’re reactive and focus on fixing identified problems. Preventive actions address potential issues before they happen—they’re proactive and focus on eliminating causes of possible future non-conformities. This template primarily addresses corrective actions but includes sections for identifying systemic improvements that can prevent similar issues across other processes or products.

Approval should come from someone with authority and expertise related to the affected area, typically a quality manager, department head, or designated management representative. For significant issues, consider a multi-level approval process involving both the area supervisor and quality department. The approver reviews the request, confirms that the team identified the root causes, implemented the corrective actions as planned, and verified their effectiveness with objective evidence before closing it.

Document supplier non-conformities with specific details and supporting evidence. Communicate expectations clearly by specifying required corrective actions and timeframes. Also, request the supplier’s root cause analysis and action plan using this form and follow up systematically on implementation and effectiveness. Track supplier performance metrics over time to identify trends. Use the documented history during supplier evaluations and reviews to drive continuous improvement in your supply chain.

Avoid rushing through root cause analysis, focusing only on immediate fixes, assigning vague actions without clear ownership, setting unrealistic deadlines, failing to verify effectiveness, and closing requests prematurely. Don’t treat the process as just paperwork—use it as a learning opportunity. Resist blaming individuals rather than improving systems, and don’t forget to share lessons learned across departments to prevent similar issues elsewhere in your organization.