Unless you have a sadistic streak, you will not take pleasure in raising a nonconformity report. However, the lack of enthusiasm is no excuse for a poorly written report.

The most common faults found on nonconformity reports are:

• the failure to explain the requirement
• a weak and ambiguous statement of the evidence
• inability to link the evidence with the requirement

Explaining the requirement

• if the requirement relates to a lengthy clause of the standard select the appropriate words, paraphrase if necessary in your own words providing the meaning has not changed
• if the requirement relates to your own management system be precise as to the exact element of the management system, process, procedure, etc. Do not just write the procedure number.
• always include a reference number of the clause of the standard or the management systems reference number

Recording the evidence

• always state the actual evidence, avoid summary evidence e.g. ‘a sample of records were inaccurate’
• never use the phrase ‘there was insufficient evidence’
• keep to the facts, do not make assumption e.g. ‘the statistical information was difficult to understand and would therefore be of little use’

Checking the link

Does the evidence show proof of nonconformity against the recorded requirement?

The ultimate test

It should be possible for anyone in the organisation to comprehend a nonconformity report without having to resort to a string of supplementary questions in order to understand the report. If you have to ask what, how, when, etc. then the report is incomplete and ineffective.

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5. What is a Quality Management System?

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