Published 22 Aug 2025
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5 min read
What is a Non Conformance Report?
A non-conformance report is a document commonly used in the manufacturing and production industries to document work that has not met required quality standards. These reports are an essential part of the quality control process and aim to mitigate risks by implementing corrective actions and preventing similar situations from recurring.
Benefits
Non-conformances can pertain to products that don’t meet quality standards or specifications, processes that create bottlenecks or waste, and deviations from set standards. Manufacturing equipment that do not work as intended can also be counted as a non-conformance, especially when they affect other operational tasks and pose health and safety risks.
As non-conformance comes in different formats, hence the need for a template in some organizations. A non-conformance report template is a tool used by manufacturing managers, workers, and supervisors to record any non-compliance or plan deviation, how it occurred, and corrective measures to prevent similar events from recurring. It’s also used in determining a resolution with a client and documenting any corrective changes applied.
Serving as a guide for documenting the necessary information related to the non-conformance reported in a consistent and organized manner, this template aims to standardize the process of reporting while leaving room for customization depending on the needs and requirements of various industries and projects.
One of the biggest benefits of using a non-conformance report template is that it allows the tracking and monitoring of products and processes, which can then help with identifying and proactively correcting any issues before they become bigger problems. From a business perspective, on the other hand, non-conformance reports can help better understand customers and their needs.
Other benefits of having a non-conformance report template include the following:
Streamlined identification, reporting, and communication of quality issues
Comprehensive compliance with customer and regulatory quality and safety requirements, such as ISO 9001.
Protected brand reputation by preventing defective products from reaching customers
Enhanced consistency and completeness of non-conformance reports
Effective quality management of manufacturing processes and products
Sustainable establishment of a culture of accountability and corrective action
What to Include in a Non-Conformance Report Template
An effective non-conformance report form template fundamentally contains these 4 key elements:
Detailed observation of the non-conformances
Corrective actions to be implemented
Rectification process
Closure of the case
Non-conformance reports serve as a document for detailing any issue or discrepancy found in current manufacturing processes, tracking the cause of the non-conformance, as well as recording any corrective actions that need to be taken to rectify the discrepancy.
It’s important to note that the items found in one can vary depending on the business or industry that the organization belongs to. The most common items that can be found on a non-conformance report are the following:
Title page, report number, department, and company or site location
Product name and description
Date and the lot number
Type of non-conformance and the corresponding corrective action/s taken
Names and signatures of the person who raised the issue and verified the report
Non-Conformance Report Sample
Here is an example of a non-conformance report template in use:
Non-Conformance Report Template Sample Report | SafetyCulture
How to Use
Here is a guide based on common Standard Operating Procedures (SOPs) for manufacturing businesses on how to spot and report non-conformances with a dedicated non-conformance report template:
Immediate Identification and Documentation: As soon as a non-conformance is detected during any task, especially during quality inspections, employees should fill out the non-conformance report template with all relevant details and a clear description of the issue. Attach supporting evidence such as photos, test results, or measurements if available.
Control and Containment: Segregate or isolate the non-conforming product or process to prevent further use, production, or shipment. In some cases, the processes involved may also have to be stopped.
Assign Responsibility: Use the non-conformance report template to specify the personnel responsible for investigating the identified issues, implementing corrective actions, and verifying results. Assign deadlines for each action to ensure accountability.
Root Cause Analysis: While reporting the non-conformance, make sure to also document the investigation process and root cause findings within the template. Use structured methods to identify underlying causes, and cross-reference current processes with what is considered standard, such as ISO 9001 guidelines.
Disposition and Corrective Actions: Clearly state the disposition of the affected product or process in the template. Detail corrective and preventive actions to address both the immediate issue and prevent recurrence.
Verification and Closure: After corrective actions are implemented, verify their effectiveness and document the results in the template. Close the report only after confirming the non-conformance has been resolved, and the corrective actions are effective.
Record-Keeping and Trend Analysis: Store completed reports for audits and ongoing quality improvement, ideally in a cloud where they can be easily accessed by anyone in the team as needed. However, even after time has passed, make sure to review non-conformance data to identify trends, recurring issues, or process weaknesses, and use this information to drive continuous improvement.
Additionally, here are some best practices to keep in mind before, during, and after using non-conformance report templates:
Train staff on when and how to use the template as part of their daily routines
Integrate non-conformance reporting into shift handovers, daily production meetings, and digital quality management systems for real-time tracking
Monitor all manufacturing processes and products daily to ensure timely resolution and prevent bottlenecks in production
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