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A non-conformance report is a kind of management document that contains detailed information, analysis, and review of a non-conformance incident. A non-conformance incident is a situation wherein an individual (e.g., contractor, employee, supplier) or something (e.g., product, equipment) didn't comply with quality standards, policies, or an agreement in a contract. The non-conformance report will then be used to form a correction plan to compensate for the consequences incurred by an entity's compliance failure.
We understand the importance of business reports in every business, such as the likes of non-conformance reports. These reports will be essential documents in formulating corrective actions for problems and anomalies that may arise in your business, both voluntary and involuntary. That's why we have gathered below a few steps on how to create a non-conformance report.
What is meant by this step is that you must provide details that immediately identifies the recent incident. That includes the date of when it occurred, where it occurred, and who and what caused it. In this way, it'll be easier to archive and keep records of all the non-conformance incidents that occurred within the business plan.
It'll be less convenient to analyze and formulate action plans for the incident if you don't write a detail description about it, especially if it concerns security and safety precautions within your business. However, the most important thing that you must not overlook is stating the key details of how the incident came to be. You must work on this together with the parties involved during the incident.
Once every detailed of the incident is laid out, you can then cite possible corrective action plans for it. Make sure that each one that you cite has at least an 80% chance of compensating the negative effects of the incident. You have to use your intuition and judgment call in this process. You can enumerate the possible corrective actions in checklist form.
To fix the problems incurred by the non-conformance incident as soon as possible, you must schedule a deadline for the corrective actions to be implemented. Keep in mind that problematic incidents such as a non-conformance may have tremendous negative impacts on your business, especially on the financial aspects. If not fixed the soonest, it may cause further damage.
The parties involved, especially those who caused the non-conformance incident, will likely be involved in executing the corrective actions to fix the problems caused by the incident. As a sign that they acknowledge their involvement, you must let them affix their signatures over their complete name at the end of the non-conformance report. It sort of like a legal document or contract that binds them to abide and comply with the necessary actions to be taken.