Writing a nonconformance report that gets resolved
A concrete wall looks visibly out of plumb. The foreman proposes patching the face before the next trade arrives. The quality lead has photographs but no record of the applicable requirement or who may decide whether that repair is acceptable.
Write the unmet requirement, the evidence and the affected work into a nonconformance report, then obtain an authorized disposition before correction. Separate what you measured from what you think should be done. A report that says only 'bad wall' cannot support a technical decision. A proposed remedy is a request for review, not permission to alter the work.
- Identify the current specification, drawing or approved detail that the work does not meet. Quote its reference accurately, and ask the responsible reviewer to clarify any disputed requirement.
- Record the location, extent and evidence. Include the measurement method and date, relevant photographs and the limits of the inspection so the reviewer can understand the observed difference.
- Identify dependent work that could conceal the issue or make correction harder. Arrange the appropriate hold and notify the project manager, trade and technical reviewer.
- Ask the trade to propose a disposition with supporting information. Keep correction, replacement or proposed acceptance as alternatives for the authorized reviewer, without presenting them as interchangeable field choices.
- Record the reviewer's decision and any conditions. Assign the approved action, completion date and verification method; update the construction sequence if the decision changes access or timing.
- Verify the completed action against the decision and retain the evidence of release. Record any prevention action separately so closing the physical correction does not hide an unresolved process problem.
Common mistakes
- Stating a tolerance from memory instead of the applicable requirement.
- Writing accusations about the crew into the technical record.
- Repairing the surface before the reviewer can inspect the original condition.
- Calling a proposed concession an approved disposition.
Checklist
Check the report before issuing it
- Requirement reference verified
- Location and extent clear
- Measurement method recorded
- Dependent work identified
- Disposition authority named
- Correction and release evidence retained
Check your understanding
The trade offers a cheaper repair but the engineer has not responded. What status belongs on the report?
Show the answer
Record the repair as proposed and the disposition as awaiting authorized review. Keep the agreed hold on dependent work. Cost and convenience do not establish that the repair satisfies the requirement or is technically suitable.
