IT root cause analysis template

Start by documenting all observable symptoms in the error log sections. Then use the “5 Whys” technique in the Root Cause Analysis section—ask “why” repeatedly for each symptom until you reach the fundamental cause. Focus on system interactions and environmental factors rather than stopping at the first technical explanation. Effective root cause analysis requires looking beyond the immediate failure point.

The root cause is the fundamental issue that, when resolved, prevents the problem from recurring. Contributing factors are conditions that enabled or amplified the root cause but wouldn’t cause the issue independently. In your analysis, first list all potential factors, then test each by asking: “If this alone were fixed, would the problem still occur?” The true root cause, when addressed, resolves the entire issue.

Use this template when dealing with complex or recurring technical issues that require deep investigation. While incident reports document what happened, this root cause analysis template helps determine why it happened and how to prevent recurrence. It’s particularly valuable for mission-critical systems, recurring problems, or incidents with significant operational impact that need permanent resolution.

Record each troubleshooting step chronologically with exact actions performed and observed results. Include configuration changes, commands executed, and system responses. Note both successful and unsuccessful attempts, as failed troubleshooting provides valuable clues. This documentation prevents duplicating efforts and helps identify patterns that might point to the underlying cause of the technical issue.