Non-Conformance Work Report

Full Description

This non-conformance report template lets you formally notify a contractor or subcontractor that work on site does not meet the drawings, specifications or quality expectations. Use it to record the problem, require a fix and track the issue until it is closed.

What is a non-conformance report?

A non-conformance report (NCR) is a formal quality document that records work, materials or methods that do not meet the specified requirements. In construction, it is usually issued by the engineer, architect or owner’s representative to the contractor, or by a contractor to a subcontractor. The NCR describes what is wrong and which requirement was not met, then records the agreed corrective action, verification and close-out.

When to use it

• When an inspection finds work that does not match the approved drawings or specifications
• When delivered materials do not meet the approved submittals
• When test results, such as concrete strength or compaction, fall below the specified values
• When a subcontractor’s work is deficient or unacceptable and needs a formal record
• When an issue is serious enough that a deficiency list entry is not enough

What’s included

The download is a Word document (.docx) non-conformance report. It is set up for an engineer or architect to notify the contractor of deficient or unacceptable work, and can also be used by contractors to issue NCRs to their subcontractors. Add your project details and logo, and attach photos or test results as backup.

How to fill it out

1. Give the NCR a unique number and record the project, date, location and the party it is issued to.
2. Describe the non-conformance clearly, with measurements or test results where you have them.
3. Reference the drawing, specification clause or standard that was not met.
4. Attach photos and any supporting documents.
5. Ask the receiving party to propose a cause and corrective action by a set date.
6. Record the agreed disposition, such as rework, repair, replace or accept as is with approval.
7. Verify the corrective work on site, then sign and date the NCR to close it.

Tips

• Stick to facts. Describe what was found, not who is to blame.
• Track all NCRs in a log so none are left open at handover.
• Look for repeat NCRs on the same activity. They point to a process problem.
• Do not let non-conforming work be covered up before the NCR is resolved.

Related templates and guides

• Non Conformity Reporting
• Corrective Action Form Template
• Deficiency Log Template – track smaller deficiencies to close-out.
• Site Instruction Template
• Controlling Quality on the Construction Site

Frequently asked questions

What does NCR mean in construction?

NCR stands for non-conformance report. It is a formal record that work, materials or methods on a project do not meet the contract drawings, specifications or standards. It requires the responsible party to correct the issue, and it stays open until the fix has been verified.

How do you close a non-conformance report?

Agree the corrective action and disposition, carry out the work, then have the issuer inspect and verify it. Once the work is accepted, record the verification, sign and date the NCR, and mark it closed in your NCR log. Keep the backup with the quality records.

What is the difference between an NCR and a CAR?

An NCR records a specific problem and how it will be fixed. A corrective action request (CAR) goes further and asks the responsible party to find the root cause and change the process so the problem does not happen again. A serious or repeated NCR often leads to a CAR.

What is the difference between non-conformance and non-compliance?

Non-conformance usually means not meeting a specified requirement, such as a drawing, specification or quality standard. Non-compliance usually means not following a law, regulation or mandatory procedure. On a construction project, NCRs deal with the first: work that does not match the contract requirements.