Quality & Inspections · Best Practice · Construction
Non-Conformance Report
A report documenting work that does not conform to the specification, drawings, or approved standards.
Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. Contract / ISO 9001 remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.
| Legal basis | Contract / ISO 9001:2015 (Clause 8.7) |
| What an NCR is | Documents a specific instance where works, materials, or processes do not conform to specified requirements |
| ISO 9001 Clause 8.7 | Requires identification and control of nonconforming outputs. Documented information required. |
| NCR dispositions | Correction (rework/repair); Accept as is (concession with engineering sign-off); Reject/demolish |
| Client notification | Significant NCRs (structural, safety-critical) must be notified immediately |
1. The NCR — The Formal Quality Record for Every Non-Conformance
The Non-Conformance Report is the quality management system's response to something going wrong. It documents the specific departure from requirements, records the immediate action taken, and tracks the disposition through to formal close-out. An active NCR log is evidence of a mature quality culture — not a sign of failure.
ISO 9001:2015 Clause 8.7 requires organisations to identify and control nonconforming outputs to prevent their unintended use or delivery. The NCR provides the documented information that this requirement demands. Every nonconformance — whether identified at a hold point inspection, during routine quality checks, or by the client — must be formally recorded, assessed, dispositioned, and closed.
The disposition of each NCR must be formally assessed and approved. Correction through rework or repair is the most common disposition. Acceptance as a concession requires engineering sign-off confirming the departure does not compromise structural integrity, safety, or performance. Rejection and demolition is required when the nonconformance cannot be remedied and the work must be removed and rebuilt.
Quality management tool, not a blame document
An NCR is not a blame document — it is a quality management tool that demonstrates the project's QMS is working. Projects that raise few or no NCRs are not necessarily performing well; they may simply not be identifying nonconformances.
2. Non-Conformance Report — Content
The NCR must capture the full lifecycle of the nonconformance from identification through disposition, corrective action, and formal close-out. Each field provides a critical part of the quality record and supports both immediate resolution and longer-term quality improvement.
| Column | Description |
|---|---|
| NCR number | Unique sequential identifier for each non-conformance report |
| Date raised | Date the nonconformance was identified and the NCR formally raised |
| Raised by | Name and role of the person who identified the nonconformance |
| Project/element | The project element, work package, or activity to which the nonconformance relates |
| Description | Clear factual description of the nonconformance including reference to the specification or requirement not met |
| Immediate action | Action taken immediately to control the nonconforming output — isolate, quarantine, stop work |
| Potential cause | Initial assessment of the likely cause of the nonconformance |
| Disposition options | Correction (rework/repair); Accept as is (concession); Reject/demolish |
| Engineering assessment | Technical assessment by the designer or engineer where the nonconformance affects structural or safety performance |
| Disposition approved by | Name, role, and signature of the person authorising the chosen disposition |
| Corrective action | Detailed description of the corrective action carried out to remedy the nonconformance |
| Resolution confirmed | Confirmation that the corrective action has been completed and the nonconformance resolved |
| Closed by | Name, role, date, and signature of the person formally closing the NCR |
| Client notified | Record of whether the client was notified, date of notification, and method |
3. Common Mistakes
Not raising NCRs for every nonconformance
Every departure from specified requirements must be formally recorded as an NCR. Informal verbal agreements to fix issues without raising an NCR leave no audit trail, no evidence the QMS is functioning, and no data for identifying recurring problems or systemic failures.
NCRs raised but never closed
An NCR that is raised but not formally closed out is worse than no NCR at all. It demonstrates that the project identified a nonconformance but failed to resolve it. The NCR log must be actively managed with regular reviews to ensure all open NCRs are progressing toward closure.
Accepting without engineering assessment
Accepting a nonconformance as a concession without obtaining a formal engineering assessment is a significant quality and safety risk. Any departure from structural, fire, or safety-critical specifications must be assessed by the designer or a suitably qualified engineer before acceptance.
Not identifying systemic issues requiring a CAR
When the same or similar nonconformance recurs across the project, it indicates a systemic issue that requires a Corrective Action Report (CAR). Treating each occurrence as an isolated NCR without identifying the pattern means the root cause is never addressed.
Not linking NCRs to the hold point register
NCRs raised at hold point inspections must be cross-referenced to the hold point register. This provides traceability between the ITP, the inspection outcome, and the quality action taken. Without this link, the quality management records are fragmented and the audit trail is incomplete.
4. Frequently Asked Questions
What is the difference between an NCR and a snagging item?▾
An NCR is a formal quality record documenting a specific departure from specified requirements — it is part of the project's quality management system. A snagging item is a minor defect or incomplete work identified at practical completion. NCRs are raised during the works; snagging items are identified at handover.
Who can close an NCR?▾
It depends on the nature of the nonconformance. Minor NCRs can typically be closed by the QA manager once the corrective action is confirmed. Structural or safety-critical NCRs should be closed by the responsible engineer with client notification. The NCR procedure should define the authority levels for closure.
Should NCRs be shared with the client?▾
Yes — the NCR log is typically shared with the client at regular quality management meetings. Transparency about nonconformances and their resolution builds client confidence. Significant NCRs affecting structural integrity or safety must be notified to the client immediately upon identification.
Can a subcontractor raise an NCR against the principal contractor?▾
Yes — the NCR system should be bidirectional. A subcontractor who identifies that preceding work, design information, or site conditions do not conform to requirements should raise an NCR. A system that only allows top-down NCRs is not a genuine quality management system.
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