An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a nonconformity report is
A nonconformity report (sometimes called an NCR) is a structured document that captures a single failure to meet a requirement — for example a procedure not followed, a control missing, or a record not kept. It states what was found, the requirement it relates to and a severity, so the issue can be tracked to resolution.
This is an educational overview with a simplified example. It is not an official template and not jurisdiction-specific — the employer decides how nonconformities are classified, and completing the report does not make a workplace compliant.
Purpose
- Record a specific failure to meet a requirement.
- Link the finding to the requirement it breaches.
- Classify the severity and any immediate containment.
- Trigger investigation and corrective action.
Who completes it
- An auditor, inspector or manager who identifies the nonconformity.
- The owner of the area responds and agrees the action.
- Close-out is verified within the organisation’s process.
- It is the employer’s responsibility to ensure nonconformities are managed.
When it is used
- During an audit, inspection or review when a requirement is not met.
- When a process deviation or defect is identified in normal work.
- After a complaint or incident reveals a breach of requirement.
- When verifying that a previous nonconformity is genuinely closed.
Typical fields
- Reference, date and who raised it.
- Description of the nonconformity and where it was found.
- The requirement or standard it breaches.
- Severity and any immediate containment.
- Assigned owner, corrective action link and close-out status.
- Example fields only — adapt them to your process and the standard.
Common mistakes
- Describing the issue vaguely, with no requirement cited.
- Raising a nonconformity but never assigning an owner.
- Confusing an observation or opinion with an actual breach.
- Closing it without correcting the underlying cause.
Document workflow
A nonconformity report is typically raised during a safety, compliance or internal audit and feeds directly into a corrective and preventive action (CAPA) form and the audit action plan. Open and closed nonconformities are usually summarised in the audit findings log and reported at management review.
See the related documents below for what is commonly required before and completed after a nonconformity report.
Retention (high level)
Nonconformity reports and their resolution are typically retained for as long as they are relevant and for a period afterwards, in line with the employer’s obligations and data-protection duties. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Nonconformity reports are commonly completed and stored as PDFs so they can be circulated and tracked to close-out. Exporting to PDF supports the record; it does not make the report official or guarantee compliance.
Employer checklist
- Make sure each nonconformity cites the requirement it breaches.
- Assign an owner and link it to corrective action.
- Classify severity consistently across the organisation.
- Verify the underlying cause is fixed before closing.
Worker notes
- Provide the facts about what was found and where.
- Help identify why the requirement was not met.
- Carry out and evidence the corrective action assigned to you.
Country considerations
How nonconformities are classified and managed varies by country, sector and any standard adopted, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for managing nonconformities, correcting them and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.