How to write a non-conformance report (NCR) in construction

A non-conformance report (NCR) records work, materials or documents that don’t meet the specification, drawings or standards, and tracks them until they’re put right. Done well, NCRs protect everyone: the client gets compliant work, and the contractor gets proof the issue was fixed.

When to raise an NCR

• Work doesn’t match drawings, specification or manufacturer’s instructions
• The wrong product was installed, or an unapproved substitute was used
• A hold point was missed and work was covered up without inspection
• Test results fail, or certificates are missing
• A repeated issue needs root cause and preventive action, not just a fix

Minor issues that are fixed on the spot are usually recorded as observations. Use an NCR when the issue affects compliance, safety or performance, or needs formal sign-off.

What an NCR must contain

• Reference and date: unique number, date raised, who raised it
• Location: level, grid, room or element, precise enough to find again
• Requirement: the drawing, spec clause or standard that wasn’t met
• Description: what’s wrong, factually, with measurements where possible
• Evidence: photos tied to the location
• Category: for example minor, major or life safety, and whether a hold point applies
• Immediate action: what’s been done to stop the issue spreading or being covered
• Root cause: why it happened
• Corrective and preventive action: what will be done, by whom and when
• Close-out: re-inspection date, evidence of the fix and sign-off

Example: fire stopping NCR

Two pipes and a cable tray pass through a 60-minute compartment wall with no fire stopping, and the area is due to be boarded in two days. The NCR applies a hold point, records the gaps with photos, identifies the root cause (services installed after the fire stopper’s visit, with no hand-back) and sets actions: install collars and seal, label each penetration, and add a “services complete” step to the ITP.

See the full version in our sample NCR.

Common NCR mistakes

• Closing an NCR with “done” and no photo or re-inspection
• Vague locations that nobody can find later
• Fixing the symptom but not the cause, so the same NCR repeats on every floor
• Leaving NCRs open at handover, which can hold up completion and payment

Using NCR data

Track NCRs by package, type and floor in your monthly QA report. Patterns show where the ITP or trade coordination needs tightening. Closed NCRs with evidence also form part of the record for Gateway 3 and the golden thread.

Need QA evidence you can rely on? Construction QA sets up your records, inspects at hold points anywhere in the UK and reports monthly or on request. See sample reports or book a visit.