How to Write Non-Conformity Reports under IATF 16949 Audit and EHS Audit 45001
How to Write Non-Conformity Reports under IATF 16949 Audit and EHS Audit 45001
Learn how to write effective Non-Conformity Reports (NCRs) during IATF 16949 automotive audits and ISO 45001 EHS audits. This guide covers format, examples, root cause analysis, and best practices.
In today’s competitive business environment, quality and safety compliance are more than just buzzwords — they are critical pillars of sustainable success. When it comes to IATF 16949 audits (automotive quality management) and ISO 45001 audits (occupational health and safety), one of the most important tools used by auditors is the Non-Conformity Report (NCR).
A well-written NCR not only documents the issue but also drives corrective and preventive actions that improve long-term performance. In this detailed guide by CMA Knowledge, we’ll explain how to write effective NCRs that comply with both IATF 16949 and ISO 45001 standards.
🔍 What is a Non-Conformity Report (NCR)?
A Non-Conformity Report (NCR) is a formal document raised during an audit or inspection that identifies a process, procedure, or outcome that does not conform to the requirements of a specific standard (e.g., IATF 16949 or ISO 45001).
Key Elements of a Non-Conformity Report:
- Audit Finding / Description of Non-Conformity
- Reference to the Standard
- Evidence Observed
- Severity (Major or Minor)
- Root Cause Analysis
- Corrective Action Plan
- Responsibility & Due Date
- Verification and Closure Details
🚗 Writing NCRs under IATF 16949: Automotive Quality Audits
🧭 Overview of IATF 16949
IATF 16949 is a global standard for automotive quality management systems. It emphasizes:
- Defect prevention
- Risk-based thinking
- Customer-specific requirements
- Continual improvement
✍️ Steps to Write an NCR under IATF 16949
1. Identify the Non-Conformity Clearly
Use objective evidence. Avoid assumptions or subjective statements.
Example:
“The calibration record for torque wrench ID TW-301 was not available during audit at Line 2 as per clause 7.1.5.2.1 of IATF 16949.”
2. Link it to a Clause
Always refer to the exact clause number.
Example:
Clause 7.1.5.2.1 – Calibration and measurement traceability
3. Describe Objective Evidence
Write what was seen or heard — no opinions.
Example:
"No calibration sticker found on the equipment, and records in SAP show last calibration dated 18 months ago."
4. Classify the Non-Conformity
Use Major or Minor based on:
- Impact on customer satisfaction
- Breach of process control
- Repeat finding
5. Request Root Cause Analysis
This must include:
- Why the problem happened?
- Why it was not detected?
Tools: 5 Whys, Fishbone Diagram, Why-Why Analysis
6. Document Corrective Actions
What will be done to:
- Correct the problem?
- Prevent recurrence?
Include timelines and responsibilities.
7. Follow-up and Closure
Auditor must verify:
- Action taken
- Effectiveness
- Evidence of implementation (e.g., updated records, training logs)
🛡️ Writing NCRs under ISO 45001: EHS Safety Audits
🧭 Overview of ISO 45001
ISO 45001 focuses on Occupational Health and Safety (OH&S). It aims to:
- Eliminate hazards
- Improve safety culture
- Ensure regulatory compliance
- Reduce workplace incidents
✍️ Steps to Write an NCR under ISO 45001
1. Describe the Health or Safety Violation
Be specific and link it to potential risk or hazard.
Example:
"Unlabeled chemical container found in Paint Shop area, violating Clause 8.1.2 of ISO 45001."
2. Refer to the Clause
Always include the reference for auditor transparency.
Example:
Clause 8.1.2 – Eliminating hazards and reducing OH&S risks
3. List the Evidence
Photographs, audit notes, interviews, inspection logs.
4. Classify the Severity
- Major NCR: High risk of incident, regulatory breach.
- Minor NCR: Process deviation, low impact.
5. Include Risk Assessment Reference
Show how this non-conformity affects risk scores or the risk register.
6. Document Corrective Actions
Immediate fix and long-term prevention.
Example:
- Label the container immediately.
- Train workers on chemical labeling and SDS awareness.
- Update the hazardous materials register.
7. Closure and Verification
OH&S team or external auditor verifies:
- Training effectiveness
- System improvement
- Compliance with safety protocols
📄 Format of a Non-Conformity Report (NCR)
You can use this standard format that applies to both audits:
Non-Conformity Report Template
Audit Type: IATF 16949 / ISO 45001
Date of Audit: [DD/MM/YYYY]
Auditor Name: [Auditor Full Name]
Department: [Affected Area]
1. NCR Number: NCR-YYYY-XXX
2. Clause Referenced: [E.g., IATF 16949 Clause 8.5.1 or ISO 45001 Clause 6.1.1]
3. Description of Non-Conformity:
[Clearly describe the issue with evidence]
4. Objective Evidence:
[Include exact documents, photos, interviews, etc.]
5. Classification: Major / Minor
6. Root Cause Analysis:
[Use 5 Whys or Fishbone Diagram]
7. Corrective Action Plan:
[Who will do what by when? Include action steps]
8. Verification of Closure:
[Date, evidence of implementation, verified by whom]
✅ Best Practices for Writing NCRs
- Be specific and objective — not emotional.
- Avoid blaming individuals. Focus on process failure.
- Ensure traceability with clause references.
- Never copy-paste old NCRs — customize each report.
- Use data and evidence, not opinions.
- Keep the language professional and concise.
- Follow-up is key — always verify and validate.
⚠️ Common Mistakes to Avoid
- Writing vague NCRs with no clause reference.
- Skipping root cause analysis.
- Not defining measurable corrective actions.
- Closing NCRs too early without verification.
- Using overly technical jargon that is not understood by team members.
📌 Example of a Good NCR under IATF 16949
Non-Conformity:
"No documented evidence of PFMEA revision after design change in Engine Assembly Line as per Clause 8.5.1 of IATF 16949."
Root Cause:
Design team did not trigger the update request to manufacturing.
Corrective Action:
New design change checklist introduced with auto notification to QMS team. PFMEA updated and training conducted.
📌 Example of a Good NCR under ISO 45001
Non-Conformity:
"Emergency exits in Warehouse Block B were blocked with pallets, violating ISO 45001 Clause 8.2."
Root Cause:
No dedicated storage plan for returned pallets.
Corrective Action:
Created marked storage zone. Safety walk checklist revised. Monthly audits introduced for compliance.
🧠 Final Thoughts
Writing effective Non-Conformity Reports under IATF 16949 and ISO 45001 is not just a documentation task — it’s a tool for driving real improvement. The key is to ensure clarity, evidence-based findings, actionable corrections, and long-term prevention.
At CMA Knowledge, we believe that well-written NCRs can enhance not only audit readiness but also create a stronger culture of accountability, compliance, and continuous improvement.
📢 Have Questions or Need Help with Audit Preparation?
Drop your questions in the comments or explore more articles on CMA Knowledge for insights on quality, compliance, and management best practices.
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