Can this report be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and retention are met; consumer-facing disclosures may be required for certain records.

Is notarization required to make it admissible?

Not normally for internal quality records. If you convert it into a sworn affidavit or court filing, notarization requirements depend on jurisdiction and case type; consult local rules before submission.

How long must we keep closed reports?

Retain while corrective actions are active and then follow applicable rules: IRS-related records 3 years (IRC §6501(a)), HIPAA-related records 6 years (45 CFR §164.530(j)), and longer for warranty or litigation exposure.

Who should sign the report?

Individuals with operational responsibility should sign: the person who detected the issue, the assigned owner of corrective action, and a quality reviewer to verify closure.

What if information needs correction after signing?

Do not alter the signed record. Create an addendum that references the original Report ID, explains the correction, and is signed by the same responsible parties for auditability.

Can the report be used as evidence in regulatory audits?

Yes, when it contains complete evidence, timestamps, and an audit trail. Ensure controlled access, retention, and chain-of-custody documentation to support regulatory review.

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Quality Control Non-Conformities Report

Quality Control Non-Conformities Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Quality Control Non-Conformities Report

RECITALS

WHEREAS, Company Name: (the "Company") conducts quality inspections of goods and services produced or supplied under its contracts; and

WHEREAS, Supplier Name: (the "Supplier") delivered items that were subject to inspection as described below and the parties wish to document identified non-conformities and define corrective action, payment responsibility, and verification procedures.

NOW, THEREFORE, the parties document the following non-conformities and agree to the terms set forth in this report and corrective action agreement.

REPORT IDENTIFICATION

Report ID Inspection Date

Inspector Name

Location of Inspection

NON-CONFORMITY DETAILS

Item / Part Number Quantity Affected Severity (check all that apply)

Minor — does not impair function but departs from specification
Major — impairs function or requires repair/rework
Critical — safety risk or renders product unusable

Non-Conformity Description Immediate Containment Action Taken

ROOT CAUSE AND CORRECTIVE ACTION

Root Cause Analysis Summary Corrective Action Plan

Responsible Party for Correction

Target Completion Date

SCOPE OF WORK

The following Scope of Work defines the obligations to effect corrective measures, inspection procedures for verification, and disposition of non-conforming items.

Scope of Work (corrective and verification activities)

PAYMENT TERMS

If corrective work or replacement is chargeable, the following payment terms apply and supersede any prior informal arrangements unless otherwise agreed in writing by authorized representatives.

Payment Amount Payment Schedule Late Fee / Interest

TERM AND TERMINATION

This Report and any associated corrective action obligations commence and terminate as set forth below unless earlier terminated for material breach in accordance with this section.

Start Date End Date Notice Period for Termination (days)

CONFIDENTIALITY

Both parties acknowledge that information disclosed in or in connection with this Report, including but not limited to inspection findings, corrective action methods, pricing, and root cause analyses, constitutes Confidential Information. Each party shall: (a) hold such information in confidence using at least the same degree of care it uses to protect its own confidential information; (b) use Confidential Information only for purposes of implementing corrective measures and verifying compliance; and (c) not disclose Confidential Information to third parties except to employees, contractors, or advisors who need to know and who are bound by equivalent confidentiality obligations. Confidentiality obligations survive termination of this Report for a period of three years, except where longer protection is required by law for trade secrets.

GOVERNING LAW

This Report shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Report, together with any attachments or amendment signed by authorized representatives, constitutes the entire agreement between the parties regarding the specific non-conformities and corrective actions documented herein and supersedes all prior oral or written communications on the same subject. Any modification must be made in writing and signed by authorized representatives of both parties.

VERIFICATION AND ACCEPTANCE

Verification Inspector Verification Date Disposition of Non-Conforming Items

Party A (Company) Printed Name:

By:

Date:

Party B (Supplier) Printed Name:

By:

Date:

What a Quality Control Non-Conformities Report Is

A Quality Control Non-Conformities Report documents deviations from product, process, or system requirements discovered during inspection, testing, or routine operations. It records the nature and scope of the non-conformity, affected lots or processes, initial containment steps, and recommended corrective actions. The report creates an auditable record used by quality, production, suppliers, and compliance teams to assess impact, assign responsibility, and verify closure against established acceptance criteria.

Why this report matters for quality and compliance

A clear non-conformities report centralizes facts, shortens response time, and supports root-cause analysis. It reduces repeat defects, documents regulatory evidence, and helps protect warranty, safety, and contractual obligations while enabling traceability across the supply chain.

Who prepares and reviews these reports

Typical authors and reviewers include operational and compliance staff who investigate defects and approve corrective actions.

Quality managers and engineers responsible for root-cause analysis and corrective action tracking
Production supervisors who identify incidents, contain affected units, and document immediate controls
Supplier quality representatives who receive reports for off-site failures or component issues

The report’s distribution should include stakeholders with authority to approve containment, corrective actions, and any product disposition decisions.

Step-by-step: completing a Non-Conformities Report

Follow these sequential steps to document, contain, investigate, and close a non-conformity with an auditable trail.

01

Identify: Log the event with ID, date, location, and initial evidence.
02

Contain: Isolate affected product and record containment actions and quantities.
03

Investigate: Perform root-cause analysis and document test results and findings.
04

Verify & Close: Implement corrective action, verify effectiveness, and record closure details.

Essential sections to include in a professional report

A well-structured report groups information for quick review and long-term traceability; these six components are standard for operational and compliance use.

Report Header

Includes Report ID, date detected, originating department, and contact information to ensure records are searchable and responsibility is clear.

Non-Conformity Details

Precise description of the deviation, measurement data, affected lot numbers, serials, and photographic or test evidence to support objective assessment.

Impact Assessment

Estimate scope, affected units, safety or regulatory impact, customer exposure, and potential financial exposure or production downtime.

Root Cause Analysis

Document the investigation method (5-Whys, Fishbone), findings, and evidence linking cause to the observed defect.

Corrective / Preventive Actions

List immediate containment, corrective steps, owners, deadlines, and permanent preventive measures to stop recurrence.

Review & Closure

Approval signatures, verification results, and final disposition or release criteria demonstrating the issue is resolved.

Required report identifiers and status fields

Report ID: Unique tracking code

Detection Date: MM/DD/YYYY

Affected Item: Part number or batch

Severity Level: Critical/High/Medium/Low

Assigned Owner: Responsible person

Current Status: Open/Investigating/Closed

Key risks if reports are incomplete or delayed

Production Delays: Extended downtime and missed shipments

Regulatory Exposure: Fines or recall obligations

Customer Claims: Warranty and liability costs

Supplier Disputes: Contractual penalties or chargebacks

Quality System Failure: Loss of certification or audit non-conformances

Data Gaps: Inability to prove corrective action effectiveness

Common preparation mistakes to avoid

Incomplete evidence: failing to attach photographs, serials, or test data makes root-cause verification difficult.
Ambiguous corrective actions: vague remediation entries prevent reliable follow-up and verification.
Missing timestamps and signatures: absent dates or approvals weaken the document’s auditability and legal value.
Inconsistent severity scoring: varying criteria across teams lead to misprioritization and slow response.

Typical workflow for e-submission and review

Electronic workflows streamline routing, approvals, and archiving while preserving an immutable audit trail of actions and timestamps.

Create Report: Initiate record, attach evidence files, and set required fields.
Assign Reviewers: Route to owners and quality leads with role-based permissions.
Approve or Reject: Reviewers add notes, require further action, or approve closure.
Archive: Store final PDF with audit trail and access controls.

Recommended online workflow settings

Configure notifications, authentication, and archival rules to maintain control and reduce signer friction.

Field	Configuration
Notification Routing	Email plus SMS for critical items
Signer Authentication	Email link or SMS code; KBA for elevated risk
Attachment Limit	Set file-size caps to ensure upload reliability
Auto-Archive	Store signed PDFs in secure repository

Technology considerations for eSubmission

Choose tools that support secure PDFs, basic signer authentication, integration with document repositories, and a tamper-evident audit trail.

File Formats: PDF and DOCX accepted
Integrations: CRM, ERP, or cloud storage connectors
Mobile Support: Signing on phones and tablets

Integrations with systems like document repositories and ERP/CRM reduce manual rekeying and preserve a single source of truth.

Suggested response and processing timelines

Timely actions reduce risk; adopt internal SLAs for containment, investigation, and closure tailored to your product and regulatory exposure.

Immediate Containment:

Within 24 hours of detection

Root-Cause Analysis:

Complete preliminary analysis within 3 business days

Corrective Action Plan:

Define actions and owners within 7 calendar days

Supplier Notification:

Notify suppliers within 5 business days if implicated

Closure and Verification:

Verify effectiveness and close within 30 days where feasible

eSignature provider comparison for submitting reports electronically

Platform features and pricing vary; below is a concise comparison with signNow listed first. Choose platforms that meet your security, compliance, and volume requirements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial, no card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of how teams use this report

Concrete examples show how the report supports corrective action and supplier management in practice.

Optica Ventures (COO)

The team logged a batch-level defect immediately with photos and lot numbers

Contained the lot and notified the supplier within 48 hours
The documented evidence enabled a rapid supplier corrective action and avoided broader recall by isolating the affected units and verifying fixes.

Tech Data (CEO)

A shipping label mismatch was captured during inspection and recorded with timestamps

Root cause traced to labeling process change
Corrective action included updated SOPs and retraining, reducing repeat errors.

Frequently asked questions about using the report

Answers to common questions on e-signing, notarization, retention, and legal validity for Quality Control Non-Conformities Reports.

Need help? Contact support

Can this report be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and retention are met; consumer-facing disclosures may be required for certain records.
Is notarization required to make it admissible?
Not normally for internal quality records. If you convert it into a sworn affidavit or court filing, notarization requirements depend on jurisdiction and case type; consult local rules before submission.
How long must we keep closed reports?
Retain while corrective actions are active and then follow applicable rules: IRS-related records 3 years (IRC §6501(a)), HIPAA-related records 6 years (45 CFR §164.530(j)), and longer for warranty or litigation exposure.
Who should sign the report?
Individuals with operational responsibility should sign: the person who detected the issue, the assigned owner of corrective action, and a quality reviewer to verify closure.
What if information needs correction after signing?
Do not alter the signed record. Create an addendum that references the original Report ID, explains the correction, and is signed by the same responsible parties for auditability.
Can the report be used as evidence in regulatory audits?
Yes, when it contains complete evidence, timestamps, and an audit trail. Ensure controlled access, retention, and chain-of-custody documentation to support regulatory review.

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