Hey guys, In engineering companies, when we spot a Non-Conformance, we create a Non-Conformance Report! They happen when a product, service or procedure doesn't meet the quality regulations or requirements set by the standards. They may be present in any department within your organization, activities, operations, processes, and production. A Non-Conformance Tracking System is frequently utilized to effectively manage Non-Conformances. This article explores the role of Non-Conformance Reports in enhancing quality management.

What's an NCR (Non-Conformance Report)?

A Non-Conformance Report (NCR), also referred to as a Non-Conformity Report, is a formal document that highlights any inconsistencies between the actual state of a product, service, or process and the quality standards' specified requirements. Non-Conformance Reports can be generated for any area within an organization, but they are most commonly associated with construction issues and operations.

Non-conformance report in construction

The Non-Conformance Report (NCR) is a meticulously structured document that details the specific non-conformity found. It helps to comprehend the underlying threat posed by violating the requirements and enables individuals to take appropriate subsequent actions. In addition, Non-Conformance Reports (NCRs) aid in developing a regulatory plan of action to prevent similar incidents from occurring in the future and facilitate compliance and audits.

Creating a Non-Conformance Report (NCR) allows for a thorough analysis and audit of any issues, ensuring that they are fixed correctly and in compliance with safety and quality standards.

A Non-Conformance Report is a structured document that records the details of a Non-Conformance that has been identified. Organizations, projects, or individuals who fail to meet quality and safety standards may be held accountable for non-compliance with the requirements.

Types of Non-Conformance Reports

Non-Conformance Reports are usually tailored and standardized to suit an organization's specific needs. Put simply, an organization will opt to generate a Non-Conformance Report (or multiple reports) that meets their specific requirements. Here, we present two templates for Non-Conformance Reports - one for simple cases and the other for more complex situations.

  1. Simple Non-Conformance Report
  2. Smaller organizations may opt for a concise non-conformance report that only includes basic information and does not provide details on actions and responsibilities.

  3. Extensive Non-Conformance Report
  4. Organizations that are larger in size and those that prioritize compliance will generally require a more comprehensive report.

Typical situations when an NCR is issued

  1. Work that was not constructed according to the standard construction drawings.
  2. Works that do not meet the specified tolerances outlined in the project specifications.
  3. When actions are performed using methods or standards that have not been approved.
  4. If the approved testing and inspection is not carried out.
  5. If the test results fail to meet the recommended standards.
  6. When the construction material being used is not deemed an acceptable substitute.
  7. When the design that has been constructed is not realistic.
  8. When the project team identifies quality defects, they should take appropriate action to address them.
  9. When the proper procedure was not followed as approved.

Information in Non-Conformance Reports

Organizations have the ability to tailor Non-Conformance Reports to meet their unique organizational requirements. One way to enhance the Report is by incorporating checkboxes and text fields to gather comprehensive data about every Non-Conformance.

A Non-Conformance Report may include the following types of data:

  • Date and time when the incident occurred.
  • Department of Nonconformance.
  • Reference number or identification number.
  • Identifier of the non-conformance.
  • Individual in charge, electronic signature of the individual completing, preliminary evaluation of the Non-Conformance.
  • Cause of the non-conformance.
  • Date on which the non-conformance occurred.
  • Location of the non-conformity.
  • A detailed explanation of the non-conformity.
  • The classification of minor or major
  • Important measures that aim to identify and address issues in order to prevent them from occurring again in the future.

Utilizing a structured template for each department is beneficial in maintaining the quality control system as it ensures that no information is overlooked.

Minor and Major Non-Conformance Reports

Typically, the severity and impact of a Non-Conformance determine whether it is classified as Minor or Major.

  1. Minor Non-Conformance
  2. A Non-Conformance Report that is classified as minor is considered to be less severe and has a lower impact on the operation. Minor non-conformances typically have straightforward corrective actions that do not necessitate substantial modifications to the operation or process. Minor non-conformances refer to small events or slip-ups that are easily correctable.

    Some examples of these are:

    • Unauthorized alteration of documents.
    • There has been an incident involving a single individual who is currently isolated.
    • One document is missing from a series.
    • The measurement is slightly out of tolerance.
    • The use of equipment that has not been approved is not recommended.

    Addressing a minor non-conformance is typically a simple process since the necessary corrective action is not extensive. If a machine that is not on the approved list is used, the corrective action could be as simple as updating the list of approved machines or using a different machine in the future.

  3. Major Non-Conformance
  4. Major Non-Conformances refer to violations that have a significant impact on the quality of structure or operation, and therefore require communication up the management chain. There are numerous and significant violations of requirements.

    Some examples of these are:

    • Unauthorized alterations of documents.
    • Personnel incident affecting the entire system.
    • Several documents that are either missing or have not been signed.
    • Failing to meet essential performance requirements.
    • Out of control processes.

    In this case, the corrective action may be complex and extensive, and it might necessitate substantial modifications to the scheduling or operations. Major Non-Conformances are expected to have an impact on the entire project. It is essential to inform all parties involved, including teams and organizations, in a timely manner.

Why use Non-Conformance Reports?

Businesses can use non-conformity reporting to ensure that established standards are met and reported accurately. Reporting Non-Conformances can have several benefits, such as:
  1. Improving quality and operations
  2. Quality Improvement

    Non-Conformance control is crucial for enhancing quality and project goal as it helps to determine whether you are meeting the client's requirements or your own standards. Non-Conformance Reports are useful tools for identifying and addressing issues. Completing a Non-Conformance Report enables you to take appropriate measures to prevent repeating the same error in the future.

  3. Ways to prevent customer complaints
  4. Customers complain when they receive quality that fails to meet their expectations. Non-Conformance Reports assist businesses in identifying potential customer complaints and preventing them from occurring.

  5. Reduce operational costs
  6. Businesses can avoid the expenses associated with rework, scrap, and waste by detecting and addressing issues early on. Implementing Non-Conformance Reporting can assist companies in preventing the expenses associated with quality, safety, rework issue.

    In addition, opting not to fix or maintain technical requirements based on the Non-Conformance decision can result in cost savings for your operations. Maintaining transparency and open communication is crucial to keep all stakeholders informed and knowledgeable about the current situation.

  7. Improving efficiency
  8. Businesses can enhance the efficiency of their operations by proactively addressing problems at an early stage. Non-Conformance Reports can assist companies in identifying and eliminating bottlenecks, as well as streamlining processes.

    Efficiency in construction

    You can effectively communicate, monitor, and oversee the progress of every Non-Conformance from identification to resolution. Ensuring that corrective and preventative actions are carried out in a timely manner and that the root cause of the problem is identified and addressed will be helpful.

  9. Preventing a subsequent recurrence of non-conformities
  10. Non-conformity reports are useful in identifying the underlying causes of non-conformities and implementing measures to prevent their recurrence. Improving the quality of products and services and enhancing the efficiency of operations can be achieved through this.

    Having a clear understanding of what went wrong and why is crucial for someone who needs to write a report on an issue that has arisen. This knowledge can help prevent the same mistake from happening again. Implementing a Non-Conformance reporting system can aid in learning from mistakes and enhancing the quality of construction.

  11. Compliance with regulatory requirements
  12. Numerous businesses are obligated to adhere to regulatory requirements such as ISO, ECSS, AS9100, etc. which necessitate the reporting of Non-Conformances. Businesses can enhance their reputation and showcase their dedication to excellence by adhering to these requirements.

  13. Improve communication
  14. The smooth running of any organization requires effective communication. The use of Non-Conformance Reports can enhance communication by ensuring that all pertinent parties are informed about issues and their solutions.


    Enhancing communication and coordination among departments can prevent redundant efforts and the squandering of resources. Issues related to requirements that arise in one department can be effectively communicated to other departments for their consideration during the development process.

  15. Optimization of Return on Investment (ROI)
  16. Reporting on non-conformances across various aspects of the organization, such as time, people, tools, operations, and safety, enables you to monitor their effects on the overall business.

    Efficiency in construction

    The Non-Conformance board will address any issues that may arise and have a significant impact on the quality of construction. By doing so, they ensure that the maximum return on investment is achieved.