Non-Conformance Report (NCR)
Record a non-conformance on one page: where it was found, what and how many, the severity, what happens to the goods, the cost and the link to a corrective action.
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Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
A non-conformance report (NCR) records, while it is still fresh, that something did not meet its requirement: a delivered part outside tolerance, a product that failed a test, a process step that was skipped. It says where and when the problem was found, which item and lot, how many pieces, what the requirement was and what was found instead. It also records what is done with the goods right away (use as is, rework, scrap or return), what the problem costs and whether a corrective action is needed.
The NCR deals with the goods and the facts. The cause and the lasting fix belong in a corrective action (CAPA), so this sheet carries only a first view of the cause and the number of the CAPA that follows. Choose the disposition and the fields that belong to it appear: a rework instruction, the reason and approver of a concession, a scrap note, or a return number. The cost lines are multiplied and added up in the currency you choose and divided by the number of pieces affected. The wording is what ISO 9001-style systems commonly use; the form is a general template and does not make anyone certified or compliant.
When to use it
- Incoming goods fail inspection and you need to record the facts before anything moves.
- An operator or inspector finds a defect in production or at final inspection.
- A customer returns goods or complains, and you want the facts written down first.
- You need the paper that explains why goods were held, reworked, scrapped or sent back.
How to fill it in
- Give the report a number and say who found the problem, when and where.
- Identify the item: name, part number, lot or serial number, supplier or customer and order.
- Enter the quantity inspected and the quantity affected; the share affected is calculated.
- Write what the requirement was and what you found, with facts and measurements, then choose the severity.
- Choose the disposition and fill in the fields that appear for it.
- List the cost lines: quantity or hours, and the rate.
- Give a first view of the cause, tick whether a CAPA is required and enter its number, then collect the approvals.
Common mistakes
- Writing opinions or blame in the description instead of what was measured or seen.
- Leaving out the requirement: a finding means little without the standard it was compared with.
- Entering the sample size as the quantity affected, or the other way round.
- Choosing use as is without a named approver, and without checking whether the customer must agree where the requirement is theirs.
- Leaving the cost lines empty because the exact figure is not known; an estimate, marked as one, is more useful.
- Closing the NCR once the goods are dealt with, although the problem could happen again and no corrective action was started.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- What is the difference between an NCR and a CAPA?
- An NCR records one non-conformance and what is done with the goods. A CAPA looks for the root cause and fixes it so that the problem does not come back. One CAPA can follow several NCRs. QuoteBill has a separate CAPA form that links to the NCR number.
- Who may approve a use-as-is decision?
- Your quality procedure and, where relevant, the contract decide. Usually whoever owns the requirement approves; if the requirement comes from a customer, ask whether the customer must agree. The form only records who approved and why.
- How is the cost impact calculated?
- Each line multiplies quantity or hours by the rate. The total adds the lines, and the cost per piece divides the total by the quantity affected. It shows only what you type; it knows nothing about overheads or indirect costs.
- Can I use it for a supplier problem?
- Yes. Fill in the supplier, the order and the return number, and send the printed or Word copy with the goods. The supplier may also need your corrective action request.
- Is the NCR a legal record?
- It is a general template, not legal advice. Regulated sectors such as medical devices or food have their own record rules, and QuoteBill cannot say whether this sheet meets them. Check yours.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.