NCR Form Template

Use this NCR (Non-Conformance Report) form template to record and close construction non-conformances consistently, with the minimum fields expected by most QA/QC systems.

Best use: site QA/QC teams, consultants, and contractors who need a clean NCR format with clear references and closure evidence.

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Download NCR Form Template

• Excel NCR Form (recommended for tracking and edits)
  

• PDF NCR Form (recommended for printing and signatures)

• WEBP NCR Form (recommended for preview)

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What this NCR form includes (fields)

A) NCR identification

• Project / package / contract

• NCR number (unique reference)

• Date raised

• Raised by (company + name)

• Responsible party (main contractor / subcontractor)

B) Location & work description

• Building / zone / gridline / level / chainage

• Trade / discipline (civil, architectural, MEP, steel, etc.)

• Activity / element (slab, column, waterproofing, cable pulling, etc.)

C) Non-conformance description (facts only)

• What was found (measured/observed/test result)

• Quantity/extent (how much area affected)

• Evidence reference (photos, sketches, marked-up drawings)

D) Requirement references (the most important part)

• Specification section / clause

• Drawing number + revision

• Approved shop drawing / method statement reference

• ITP step / WIR reference (if applicable)

• Standard/code reference (if applicable)

E) Immediate action / containment

• Stop affected activity (Yes/No)

• Quarantine material (Yes/No)

• Protect from concealment (Yes/No)

• Temporary measures implemented

F) Contractor response

• Root cause (why it happened)

• Corrective action (how it will be fixed)

• Preventive action (how recurrence is prevented)

• Target dates

G) Engineer / Consultant disposition

• Accept as-is (with justification)

• Repair

• Remove and replace

• Accept with concession / technical deviation (if allowed)

H) Verification & closure

• Re-inspection date

• Re-test results reference (if applicable)

• Closure evidence attached (photos/reports)

• Closed by + date + signature

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How to fill an NCR (quick guidance)

1. Write the non-conformance as a measurable fact (not an opinion).

2. Always include at least one hard reference: spec clause or drawing number.

3. Record containment actions immediately (stop/quarantine/protect).

4. Require contractor response with root cause + corrective + preventive action.

5. Close only after verification evidence is submitted and accepted.

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Suggested numbering system (simple and scalable)

Use one consistent format, for example:
NCR-Discipline-Year-Sequential

• NCR-CIV-2026-001

• NCR-MEP-2026-014

If you manage multiple packages, add package code:

• NCR-PKG1-CIV-2026-001

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Common mistakes (avoid these)

• No reference to specs/drawings (“not acceptable” is not enough)

• Closing without evidence

• Using NCRs for minor snags (creates noise and weakens the system)

• Not controlling the affected work/material (containment)

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Related pages (published separately)

• NCR Meaning in Construction

• NCR Log Template (Register)

• Observation vs NCR vs Snag vs Defect

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Filled Example NCR (Concrete Works)

A) NCR identification

• Project: ABC Residential Towers – Package 01

• NCR No.: NCR-CIV-2026-003

• Date raised: 06 Jan 2026

• Raised by: Consultant QA/QC Engineer

• Responsible party: Main Contractor / RC Subcontractor

B) Location & work description

• Location: Tower A, Level 05, Grid B-4 to B-6

• Discipline / Trade: Civil / Reinforced Concrete

• Element / Activity: Reinforcement fixing for slab S5 prior to concrete pour

C) Non-conformance description (facts only)

During pre-pour inspection, the top reinforcement spacing in the slab strip at Grid B-4 to B-6 was measured at 250 mm c/c, whereas the approved drawing requires 200 mm c/c. The affected area is approximately 18 m².
Evidence: Photo refs NCR-CIV-2026-003-01 to 05 and marked-up sketch SK-NCR-003.

D) Requirement references

• Structural drawing: S-105 Rev 04 (Top reinforcement spacing @ slab strip = 200 mm c/c)

• Specification: Section 03 30 00 – Cast-in-Place Concrete, clause (reinforcement installation per drawings)

• ITP: ITP-RC-01, Hold Point HP-03 (Pre-pour rebar inspection)

• WIR: WIR-RC-05-147 (submitted for pre-pour inspection)

E) Immediate action / containment

• Stop affected activity: YES (pour not permitted in affected zone)

• Prevent concealment: YES (do not place concrete until clearance)

• Quarantine material: N/A

• Temporary measures: Affected area tagged and barricaded; foreman instructed not to proceed.

F) Contractor response (root cause + corrective + preventive)

• Root cause: Fixing crew used an outdated rebar spacing note from an earlier revision and the supervisor did not verify against the latest approved drawing revision.

• Corrective action: Remove and re-fix top reinforcement in the affected zone to 200 mm c/c as per S-105 Rev 04. Submit re-inspection request.

• Preventive action: Toolbox talk for rebar crew; supervisor to verify drawing revision on site before start of fixing; drawing revision list to be posted in the rebar yard.

• Target date: Corrective action completed by 07 Jan 2026; re-inspection on 07 Jan 2026.

G) Engineer / Consultant disposition

• Disposition: Repair / Rectify

• Notes: Works may proceed only after re-inspection and acceptance of corrected spacing. No concrete placement permitted in affected zone prior to clearance.

H) Verification & closure

• Re-inspection date: 07 Jan 2026

• Verification outcome: Spacing re-measured at 200 mm c/c; accepted.

• Closure evidence: Photo refs NCR-CIV-2026-003-C1 to C3; updated marked-up sketch attached.

• NCR status: CLOSED

• Closed by: Consultant QA/QC Engineer – 07 Jan 2026