Table of Contents
NCR Generator Guide
Learn how to create professional non-conformity reports in 5 steps. Document defects, classify severity, assign disposition, and track cost impact.
Start NCR GeneratorWhat Is a Non-Conformity Report?
A Non-Conformity Report (NCR) is a formal document that records a product or process that does not meet specified requirements. It captures what went wrong, how it was classified, what was done about it, and what it cost. NCRs are a key part of any quality management system (ISO 9001, IATF 16949, AS9100) and provide an audit trail for regulatory compliance.
When Should I Use This Tool?
- When incoming material or parts fail inspection and do not meet specifications
- When in-process or final inspection reveals a defect that requires formal documentation
- When a customer complaint requires a formal non-conformity investigation and response
Before You Start
Have the following information ready:
- Part number, lot/batch number, or order number for the affected material
- A clear description of the defect or non-conformance
- Quantity affected and quantity inspected (if known)
1 Identify the Problem
Enter the basic identification details for this non-conformity. These fields form the header of your NCR report.
- Part / Lot ID (required)
- The part number, lot number, or order number that identifies the affected material. Example: "Part #A-1234, Lot #2025-0105"
- Date Detected
- When the non-conformity was first detected or reported.
- Reported By
- Name of the person who detected the issue (inspector, operator, customer).
- Non-Conformity Description (required)
- Describe what does not conform to the requirement. Be specific about what was expected vs. what was found. Example: "OD measured 25.15 mm, specification requires 25.00 +/- 0.10 mm."
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2 Classify the Defect
Classify the type and severity of the non-conformity. This helps prioritize the response and track trends over time.
- Defect Type
- Select the category that best describes the defect: Dimensional, Visual/Cosmetic, Functional, Material, Documentation, or Other.
- Severity Level
- Minor (cosmetic, no functional impact), Major (affects function but not safety), Critical (safety or regulatory impact). Choose based on the actual or potential impact.
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3 Analyze and Assign Disposition
Document the root cause (if known) and select the disposition for the non-conforming material.
- Root Cause (optional)
- If you already know the root cause, enter it here. Otherwise, you can link to a 5 Whys RCA investigation later.
- Disposition
- What will be done with the non-conforming material: Use As-Is, Rework, Return to Supplier, Scrap, or Concession (customer approved deviation).
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4 Assess Cost and Impact
Estimate the financial impact of this non-conformity (rework cost, scrap cost, shipping delay) and indicate whether the customer was affected. This data drives quality improvement decisions.
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5 Save or Download Your Report
Your complete NCR report includes identification, classification, analysis, disposition, and cost impact. Save it to your dashboard, download as a PDF, or share it with your team and suppliers.
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Tips & Best Practices
- Write NCRs promptly while details are fresh. Waiting too long leads to incomplete or inaccurate reports.
- Always reference the specific requirement or specification that was not met -- not just "out of spec."
- Use the dashboard to review NCR trends over time. Patterns in defect types or severity can reveal systemic issues.
- For supplier-related NCRs, download the PDF and send it along with your corrective action request (SCAR).