What does ISO 9001:2015 Section 10.2 require for non-conformance management?

ISO 9001:2015 Section 10.2 requires organisations to react to non-conformities by taking action to control and correct them and deal with their consequences. The organisation must evaluate the need for action to eliminate the root cause so the non-conformity does not recur or occur elsewhere. It must implement any action needed, review the effectiveness of the corrective action taken, update risks and opportunities identified during planning if necessary, and make changes to the quality management system if needed. All non-conformities and corrective actions must be documented as retained information.

How often should the NCR register be reviewed?

The NCR register should be reviewed at least monthly by the quality team to identify trends, monitor open corrective actions and escalate overdue items. ISO 9001:2015 Section 9.3 requires that non-conformity trends and corrective action status be included as inputs to management review meetings, which are typically quarterly or semi-annual. Individual NCR resolution timelines vary by severity, with critical NCRs requiring containment within 24 hours and investigation within five days, major NCRs within ten days, and minor NCRs within 30 days.

What is the difference between a non-conformance report and a corrective action report?

A non-conformance report (NCR) documents the identification and description of a non-conformity, including the evidence, containment actions and initial assessment. A corrective action report (CAR) specifically documents the root cause investigation, corrective actions implemented and effectiveness verification. In practice, many organisations combine both into a single NCR or CAPA (corrective and preventive action) form that covers the full lifecycle from identification through to closure. The key distinction is that the NCR focuses on what happened while the CAR focuses on why it happened and what was done to prevent recurrence.

Who should be responsible for raising and managing NCRs?

Any person in the organisation should be empowered to raise an NCR when they identify a non-conformance. This includes operators, inspectors, auditors, supervisors and managers. The quality team typically owns the NCR register and manages the overall process, but the root cause investigation and corrective action implementation are assigned to the process owner or subject matter expert for the area where the non-conformance occurred. The quality manager or an authorised delegate is responsible for reviewing effectiveness verification and approving NCR closure.

Is this non-conformance report template free?

Yes. Download and use this non-conformance report template at no cost. Open the file in your browser and use Print then Save as PDF for a paper copy. No MapTrack account is required. If you want digital NCR management on mobile with photo evidence, root cause tracking, corrective action workflows and NCR trend dashboards across your operation, MapTrack can do that. Book a demo to see how it works.

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Free non-conformance report template (PDF-ready). Covers ISO 9001:2015 Section 10.2 requirements for NCR documentation, root cause and corrective action. Download free.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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What is a non-conformance report template?

A non-conformance report (NCR) template is a structured document used to record, investigate and resolve instances where a product, process, service or system fails to meet specified requirements. It captures the description of the non-conformance, the evidence collected, the immediate containment action taken, the root cause investigation, the corrective action implemented and the verification that the corrective action was effective. The NCR process is a cornerstone of ISO 9001:2015 Section 10.2, which requires organisations to react to non-conformities, evaluate the need for corrective action, implement changes and review the effectiveness of actions taken.

Non-conformances can arise from internal audits, customer complaints, supplier defects, process deviations, inspection failures, regulatory findings or any other situation where actual performance does not match the defined standard. A well-designed NCR template ensures that every non-conformance is documented consistently, investigated thoroughly, corrected at its root cause and verified to prevent recurrence. Without a structured NCR process, organisations risk repeating the same failures, accumulating unresolved quality issues, failing external certification audits and eroding customer confidence. The NCR template provides the framework for turning every non-conformance into a structured improvement opportunity.

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Benefits of using this non-conformance report template

ISO 9001 compliance: a structured NCR process directly satisfies the requirements of ISO 9001:2015 Section 10.2 for controlling non-conforming outputs and taking corrective action.
Root cause resolution: the template guides investigators beyond symptoms to identify and address the underlying cause, preventing the same non-conformance from recurring.
Consistent documentation: a standardised template ensures every NCR is recorded with the same level of detail, making trend analysis and management review meaningful.
Audit readiness: complete NCR records with evidence, root cause analysis and effectiveness verification provide immediate documentation for internal and external certification audits.
Trend analysis: a register of NCRs with consistent categorisation enables identification of recurring failure modes, systemic weaknesses and high-risk process areas.
Accountability: clear assignment of containment actions, corrective actions and effectiveness verification to named individuals with due dates drives timely resolution.

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What to include in a non-conformance report template

This non-conformance report template covers 8 key areas:

NCR header: unique NCR number, date raised, raised by (name and role), department or area, severity classification (critical, major, minor) and source (audit, inspection, customer complaint, process deviation, supplier defect).
Non-conformance description: clear, factual description of what was found, where it was found, when it was detected, the requirement that was not met (standard clause, specification, procedure reference) and the evidence collected (photos, measurements, records).
Immediate containment action: what was done immediately to contain the non-conformance and prevent it from reaching the customer or causing further harm, including segregation, hold, rework, recall or process stop.
Root cause investigation: methodology used (5 Whys, fishbone diagram, fault tree analysis), contributing factors identified, root cause statement and supporting evidence.
Corrective action plan: specific actions to eliminate the root cause, responsible person for each action, due dates, resources required and any changes to procedures, training, equipment or controls.
Effectiveness verification: how the organisation will verify that the corrective action was effective and the non-conformance has not recurred, including verification method, responsible person, verification date and evidence of effectiveness.
Approval and closure: sign-off by the quality manager or authorised person confirming the corrective action is implemented, effective and the NCR can be closed.
Risk assessment: evaluation of whether the non-conformance impacts other products, processes, customers or regulatory obligations, and whether a broader investigation or management notification is required.

How to use this non-conformance report template

Identify and record the non-conformance with a clear, factual description, the requirement not met, the evidence collected and the severity classification.: Describe what was found in objective terms, avoiding opinions or assumptions. Reference the specific requirement that was not met, whether it is a standard clause (e.g., ISO 9001:2015 Section 8.5.1), a specification, a procedure or a customer requirement. Record the date, location, product or process affected and who detected it. Classify the severity as critical (immediate safety or regulatory risk), major (significant impact on quality or compliance) or minor (limited impact, opportunity for improvement). Attach supporting evidence such as photographs, test results and inspection records.
Implement immediate containment actions to prevent the non-conforming product, process or output from reaching the customer or causing further harm.: Containment actions are temporary measures taken immediately to limit the impact of the non-conformance. Examples include segregating non-conforming product, placing stock on hold, stopping a process, recalling shipped product, notifying affected customers or increasing inspection frequency. Record what was done, who did it, when and the scope of the containment. Containment does not address the root cause but buys time for a proper investigation.
Conduct a root cause investigation using a structured methodology and document the contributing factors and root cause statement.: Select an appropriate root cause analysis methodology based on the severity and complexity of the non-conformance. Common methods include 5 Whys for straightforward issues, fishbone (Ishikawa) diagrams for multi-factor problems and fault tree analysis for complex system failures. Investigate contributing factors across people, process, equipment, materials, environment and management system categories. Document the investigation steps, evidence reviewed, people interviewed and the final root cause statement.
Develop and implement corrective actions that address the root cause, assign responsibility and due dates, and update relevant procedures or controls.: Corrective actions must specifically address the identified root cause, not just the symptoms. For each action, define what will be done, who is responsible, the due date and the resources required. Consider whether changes are needed to procedures, work instructions, training, equipment, inspection criteria or management system documentation. Update relevant documents and communicate changes to affected personnel. Record the implementation date and evidence of completion.
Verify the effectiveness of corrective actions, confirm the non-conformance has not recurred and close the NCR with appropriate sign-off.: After an appropriate period (typically 30 to 90 days), verify that the corrective action has been effective and the non-conformance has not recurred. Verification methods include follow-up audits, process monitoring, inspection results and review of similar work performed since the corrective action was implemented. Record the verification evidence and result. If effective, obtain quality manager sign-off and close the NCR. If not effective, reopen the investigation and develop additional corrective actions.

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How often should you complete this report?

Non-conformance reports are raised as events occur, not on a fixed schedule. However, the NCR register should be reviewed at least monthly by the quality team to identify trends, monitor open actions and escalate overdue items. ISO 9001:2015 Section 9.3 (Management Review) requires that the status and trend of non-conformities and corrective actions be included as an input to management review meetings, which are typically held quarterly or semi-annually.

Individual NCR resolution timelines depend on severity. Critical NCRs should have containment actions within 24 hours and root cause investigation within five working days. Major NCRs should be investigated within ten working days. Minor NCRs should be investigated within 30 days. Effectiveness verification should be completed within 30 to 90 days of corrective action implementation. Organisations should set clear KPIs for NCR closure rates and ageing to prevent a backlog of unresolved non-conformances.

Frequently asked questions

What does ISO 9001:2015 Section 10.2 require for non-conformance management?: ISO 9001:2015 Section 10.2 requires organisations to react to non-conformities by taking action to control and correct them and deal with their consequences. The organisation must evaluate the need for action to eliminate the root cause so the non-conformity does not recur or occur elsewhere. It must implement any action needed, review the effectiveness of the corrective action taken, update risks and opportunities identified during planning if necessary, and make changes to the quality management system if needed. All non-conformities and corrective actions must be documented as retained information.
How often should the NCR register be reviewed?: The NCR register should be reviewed at least monthly by the quality team to identify trends, monitor open corrective actions and escalate overdue items. ISO 9001:2015 Section 9.3 requires that non-conformity trends and corrective action status be included as inputs to management review meetings, which are typically quarterly or semi-annual. Individual NCR resolution timelines vary by severity, with critical NCRs requiring containment within 24 hours and investigation within five days, major NCRs within ten days, and minor NCRs within 30 days.
What is the difference between a non-conformance report and a corrective action report?: A non-conformance report (NCR) documents the identification and description of a non-conformity, including the evidence, containment actions and initial assessment. A corrective action report (CAR) specifically documents the root cause investigation, corrective actions implemented and effectiveness verification. In practice, many organisations combine both into a single NCR or CAPA (corrective and preventive action) form that covers the full lifecycle from identification through to closure. The key distinction is that the NCR focuses on what happened while the CAR focuses on why it happened and what was done to prevent recurrence.
Who should be responsible for raising and managing NCRs?: Any person in the organisation should be empowered to raise an NCR when they identify a non-conformance. This includes operators, inspectors, auditors, supervisors and managers. The quality team typically owns the NCR register and manages the overall process, but the root cause investigation and corrective action implementation are assigned to the process owner or subject matter expert for the area where the non-conformance occurred. The quality manager or an authorised delegate is responsible for reviewing effectiveness verification and approving NCR closure.
Is this non-conformance report template free?: Yes. Download and use this non-conformance report template at no cost. Open the file in your browser and use Print then Save as PDF for a paper copy. No MapTrack account is required. If you want digital NCR management on mobile with photo evidence, root cause tracking, corrective action workflows and NCR trend dashboards across your operation, MapTrack can do that. Book a demo to see how it works.

Applicable regulatory standards

This template aligns with the following regulations and standards:

ISO 9001:2015 Section 10.2 (Nonconformity and corrective action)
ISO 9001:2015 Section 8.7 (Control of nonconforming outputs)
ISO 19011:2018 (Guidelines for auditing management systems)
AS/NZS ISO 9001:2016 (Australian/New Zealand adoption of ISO 9001:2015)

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