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Non-conformance report template

Non-conformance report template

Address quality issues effectively with this template. It simplifies documenting defects and follow-ups so your team can stay organized and resolve issues efficiently.

Use this template
or download pdf
Non-conformance report template

Address quality issues effectively with this template. It simplifies documenting defects and follow-ups so your team can stay organized and resolve issues efficiently.

Use this template
or download pdf

About the Non-conformance report template

Deviations from standards can disrupt operations and impact quality. This non-conformance report (NCR) template allows you to document, track, and address issues efficiently, from manufacturing defects to errors in processes. Designed for quality managers, compliance officers, and team leads, it helps you tackle immediate problems and identify patterns to prevent future missteps.

Maintain quality and compliance with a non-conformance report template

This template is designed to keep your reporting clear and efficient. It’s divided into sections that guide you through documenting key details, such as the defect description, impacted quantities, and actions taken. Each part is straightforward, ensuring you and your team can focus on resolving issues instead of figuring out the format.

By using this template, you create a consistent approach to handling non-conformances, making it easier to track trends and identify root causes over time. Whether you’re addressing supply chain or production errors, this tool also improves communication.

Since it’s fully customizable, you can also adapt it to your industry’s specific requirements, so you get a reporting process that fits your needs perfectly.

How to use the non-conformance report template

Follow these steps to make the most of the template and uphold high standards:

  1. Start by gathering accurate details. When a non-conformance occurs, document the issue as soon as possible. Include specifics like the defect description, impacted quantities, and associated job numbers.
  2. Assign roles and responsibilities. Clearly define who needs to act on the report. Assign team members to tasks such as investigation, resolution, and follow-up. This keeps accountability clear and prevents issues from being neglected.
  3. Use it collaboratively. Share the template with your team or contractors directly through the app. This allows everyone to input their data in real time and ensures consistent reporting.
  4. Document corrective actions. Record steps taken to resolve the issue, such as reworking defective items or returning materials to suppliers. Be specific, so the data can inform future improvements.
  5. Leverage analytics to spot patterns: Review completed reports regularly to identify recurring problems. With built-in analytics, you can track trends and proactively address weak spots in your process.

Get started with Lumiform’s non-conformance report template today

With this template, you can streamline your quality checks and confidently tackle issues head-on. Its clear structure helps you log details efficiently, keeping your team aligned and your processes running smoothly. From managing production defects to spotting supplier inconsistencies, this template makes reporting straightforward and actionable.

Related categories

  • Quality management templates
  • Risk management and compliance templates
  • General templates
  • Manufacturing templates
  • Quality assurance templates
  • Risk assessment templates
Preview of the template
Audit
NON CONFORMANCE REPORT
Enter NCR number
NCR against:
FOR PURCHASED MATERIALS ONLY
Purchase Order Number:
Source:
Quantity (if applicable)
Customer:
Job Number:
Batch Quantity:
Reject Quantity:
Description of Defect
Describe the defect in detail please
Individual Responsibility:
Signed by:
Enter date and time of signature
DISPOSITION ACTION
Please choose...
If other please provide details...
ACTION REQUIRED BY SUPPLIERS / OUTWORK CONTRACTORS ONLY:
Please choose...
If other please specify...
COST OF REWORK OR REPRINT
Material costs:
Labour costs:
Total costs:
Please sign and date
Choose date and time
REVIEW OF NCR ACTION ( Internal Process / Printing Problems only):
Does an Action Request require to be issued?
If YES, enter AR No.
Date of issue:
Is above action sufficient to correct defect?
Please sign and date:
Please choose
Distribution:
A copy of all NCR's must go to the Chief Executive
This template was downloaded 9 times

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Non-conformance explained: A guide for quality teamsCheck sheets: A guide for effective quality controlQuality assurance and quality control: Key differences explained
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Template collections

See comprehensive collections of best practice templates related to this topic.

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Use cases

Check out how the Lumiform software can be utilized for related use cases.

Non-conformance softwareQuality Control Software for ManufacturingQuality Management System (QMS) App
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Other resources

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Quality management processWhat is quality management?4 strategies for developing a quality management plan4 ways process improvement increases profits

Frequently asked questions

What are common mistakes to avoid when writing a non-conformance report?

One common mistake is being too vague or incomplete when describing the issue. Details matter, so always include specifics like the affected product, process, or department. Another potential make is skipping follow-up actions—without a resolution plan, the report loses its purpose.

Which details should I include in a non-conformance report?

Include key details such as a clear description of the issue, the location or process where it occurred, affected quantities, and job numbers. Document corrective actions, roles assigned for resolution, and timelines for follow-ups. Add supporting evidence, such as photos or data, to make the report more robust.

What industries benefit the most from using non-conformance reports?

Industries with strict quality or safety standards, like manufacturing, aerospace, construction, and food production, rely heavily on non-conformance reports. They’re also valuable in sectors like healthcare and logistics, where process efficiency and compliance are critical. Any industry where consistency and accountability drive success can gain from adopting these reports.


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.
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