Investigate a quality problem, find the root cause, fix it and check that the fix worked.
A non-conformance report records that something went wrong. A corrective action plan makes sure it does not happen again. Without one, teams fix the symptom, the same defect comes back and the same report is filed next month.
The template follows the common pattern used in quality systems: contain, investigate, correct, prevent and verify. It works for manufacturing, food production, construction, maintenance and service businesses, and for supplier problems as well as internal ones.
If you work under a certified quality, food safety or regulatory system, follow its specific requirements for corrective action records.
18 items. Complete it digitally or on paper, whichever your team prefers.
| Field | What to write |
|---|---|
| Problem | Labels applied upside down on 300 cartons |
| Why 1 | Roll loaded backwards on the labeler |
| Why 2 | New operator not shown the loading direction |
| Why 3 | Changeover steps not in the training checklist |
| Root cause | Training checklist missing the labeler changeover step |
| Action | Add step with photo to checklist; retrain all operators by Friday |
A food packer receives a customer complaint about underweight bags. Containment puts the day’s stock on hold. The team finds the scale was not recalibrated after a move. Corrective action adds calibration to the move procedure, preventive action adds a daily check weight to every line, and verification after two weeks shows no underweight bags.
| Method | Best for | Watch out for |
|---|---|---|
| 5 whys | A single, clear failure with one chain of causes | Stopping at a person rather than a process |
| Cause-and-effect (fishbone) diagram | Problems with several possible causes: people, method, machine, material, measurement, environment | Listing causes without checking which ones are real |
| 8D | Serious or customer-facing problems that need a team and a formal report | Too much paperwork for small issues |
Whichever you use, write the evidence next to the root cause. A cause nobody can show is still a guess.
Clause 10.2 of ISO 9001:2015 requires organizations to react to a nonconformity, evaluate whether action is needed to remove its cause, carry out the action, review its effectiveness and keep documented information on all of it. This template follows the same order, so a completed copy can serve as that record. Auditors usually look hardest at the verification step: what you measured, over what period, and the result.
Pick a measure before closing, not after. Fictional example: after retraining on the labeler changeover, the team checks the first 50 cartons after every changeover for two weeks. Zero upside-down labels across 14 changeovers is the evidence for closing the action.
Corrective action removes the cause of a problem that happened. Preventive action stops a similar problem happening elsewhere.
For serious, repeated or customer-reported non-conformances, as your quality procedure defines.
Yes. Many businesses send this form to the supplier and ask them to complete the root cause and action sections.
Reopen the plan and go back to the root cause step.
Long enough to verify the fix with real data. Many teams set a target close date of 30 to 60 days, extended only with a reason.
Send the form through EZTime, collect an e-signature, and keep it in a digital employee file that reminds you when documents expire.