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Free non-conformance report template

Free non-conformance report template (PDF). Covers ISO 9001 clause 10.2 NCR documentation, root cause and corrective action.

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Updated 26 Oct 2026

Non-Conformance Report (NCR)

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Quality management per ISO 9001 Clause 10.2

#Action DescriptionTypeResponsibleTarget DateCompletedEvidence
e.g.Excavator - 8 tonnePlantS. Carter12/03/2024--
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The PDF includes all 6 numbered rows, ready to print or fill on screen.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Compliance and inspections →Best inspection software →MapTrack vs SafetyCulture →

Short answer

A non-conformance report records a product, process or service that failed a requirement: the evidence, containment, root cause, corrective action and a check that the action worked. Quality teams raise one whenever a non-conformance is found, with no fixed schedule. ISO 9001:2026 clause 10.2 covers nonconformity and corrective action, and clause 8.7 covers control of nonconforming outputs.

Checked against ISO 9001:2026 (Edition 6, published 16 September 2026) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack non-conformance report template has 6 columns and room for 6 entries. Columns: Action Description, Type, Responsible, Target Date, Completed, Evidence.
  • ISO 9001:2026 clause 10.2 covers nonconformity and corrective action; clause 8.7 covers control of nonconforming outputs.
  • ISO 9001:2026 replaced the 2015 edition in September 2026; AS/NZS ISO 9001:2026 is the identical Australian and New Zealand adoption.
  • Deadlines by severity, such as containment within 24 hours for a critical NCR, are company practice, not set by the standard.
  • Where corrective action is taken, check it worked before closing the NCR, and keep the record.
  • Feed open and recurring NCRs into management review under clause 9, performance evaluation.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

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 clause 10.2 (Nonconformity and corrective action), and the standard defines corrective action as action to eliminate the cause of a nonconformity and to prevent recurrence.

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 9001:2026 clauses 8.7 and 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.

Benefits of digitising forms in MapTrack

When you move your reports from paper to MapTrack, you get:

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  • Download any completed form as a PDF, with failed answers listed at the top.
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  • Build conditional logic (show or hide questions based on answers).
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  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Assign audits and send reminder emails to the people doing them.
  • Keep every audit, inspection and sign-off against the asset or site it covers.
  • Track corrective actions as work orders from finding to close-out, with each change in the activity log.

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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

  1. 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 clause 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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 9001:2026 clause 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.

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Frequently asked questions

ISO 9001 clause 10.2 covers nonconformity and corrective action. The standard defines a nonconformity as the non-fulfilment of a requirement, and corrective action as action to eliminate the cause of a nonconformity and to prevent recurrence. A complete NCR process contains and corrects the non-conformance, deals with its consequences, finds and removes the root cause, checks whether similar problems exist elsewhere, reviews whether the action worked and keeps a record of each step.

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 9001:2026 clause 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.

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.

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.

Yes. Download and use this non-conformance report template at no cost. It downloads as a ready-to-print PDF. 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 is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Quality management systems - Requirements

    Edition: ISO 9001:2026 (Edition 6, published 16 September 2026)

    Nonconformity and corrective action, nonconforming outputs, management review inputs and the records the NCR keeps.

    • 10.2: Nonconformity and corrective action.
    • 8.7: Control of nonconforming outputs.
    • 9: Performance evaluation: monitoring, measurement, analysis, internal audit and management review.
    • 7.5: Documented information: creating, updating and controlling required records and documents.

    International Organization for Standardization (ISO)Sold by the publisher

  • Quality management systems - Requirements

    Edition: AS/NZS ISO 9001:2026

    Identical Australian and New Zealand adoption of ISO 9001:2026.

    Standards Australia and Standards New ZealandSold by the publisher

  • Guidelines for auditing management systems

    Edition: ISO 19011:2026 (Edition 4)

    Guidance for auditing management systems, where internal audit findings raise NCRs.

    International Organization for Standardization (ISO)Sold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Non-conformance report template preview

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The numbers behind this non-conformance report template

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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Non-conformance report template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">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).</li>
    <li style="margin:4px 0;">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).</li>
    <li style="margin:4px 0;">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.</li>
    <li style="margin:4px 0;">Root cause investigation: methodology used (5 Whys, fishbone diagram, fault tree analysis), contributing factors identified, root cause statement and supporting evidence.</li>
    <li style="margin:4px 0;">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.</li>
    <li style="margin:4px 0;">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.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/non-conformance-report-template" style="color:#071D49;font-weight:600;text-decoration:none;">Non-conformance report template</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

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The MapTrack non-conformance report template has 6 columns and room for 6 entries.

Short attribution
MapTrack Non-conformance report template, https://www.maptrack.com/templates/non-conformance-report-template
Reference list
MapTrack. (2026). Non-conformance report template [Checklist template]. Retrieved from https://www.maptrack.com/templates/non-conformance-report-template

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/non-conformance-report-template.

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