When work on a building site doesn't meet the drawings, specification or standards, it should be written up in a Non-Conformance Report (NCR). It's one of the basic tools of construction quality control.

On a well-run job, the builder plans inspections in advance (an Inspection and Test Plan, or ITP), checks the work against inspection checklists, and records anything that doesn't meet the spec in an NCR. The NCR is the last step: it's how a problem gets documented, fixed and signed off.

What Is a Non-Conformance Report?

An NCR records any departure from the required standards or specifications, what was done to fix it, and how to stop it happening again.

Constructor non-conformance report (NCR) form: project details, what is wrong, why it happened, how it will be fixed, and check and close out
Non-Conformance & Corrective Action Report

Elements of an NCR Report

A good NCR should include:

  1. Why the report is being raised: State clearly why the NCR is being issued.
  2. Identification of the Issue: Explain what went wrong during the construction work or activity.
  3. Preventive Measures: Suggest measures to prevent similar issues from occurring in the future.
  4. Corrective Action Taken: Detail the actions taken to address the identified problem.
  5. Stakeholders Involved: List all parties or individuals who played a role in the NCR report.
  6. Affected Work Specifications: Specify which aspects of the work or project have been impacted by the non-conformance.

Scenarios for Issuing an NCR

An NCR report can be issued in various situations during the construction phase, including:

  • When the constructed work does not align with standard construction drawings.
  • When work does not meet the required tolerances as per project specifications.
  • If actions are carried out using non-approved methods or standards.
  • When approved testing and inspection are not performed.
  • If test results do not meet recommended standards.
  • When construction materials not accepted as substitutes are used.
  • In cases where the constructed design is not feasible.
  • When the project team identifies quality defects.
  • When approved procedures are not followed.

How an NCR Is Dealt With

Once an NCR is issued, the usual steps are:

  1. Discussion: Upon receiving an NCR, a meeting is arranged with the issuing party to discuss the issue and propose corrective actions.
  2. Implement Corrective Action: The suggested corrective action is put into practice.
  3. Inspection: An inspection is conducted to ensure that the problem has been resolved.
  4. Formal Documentation: A formal letter or document is prepared, outlining the reasons for the NCR report and the steps taken to resolve the issue.
  5. Prevention: Actions are explained to prevent the recurrence of similar issues.
  6. Acceptance and Signature: The report is accepted and signed off by the relevant parties.

Raising a Non-Conformance as a Homeowner

You don't have to wait for the builder to raise one. You can raise your own non-conformance: email the builder with a photo, the location, what's wrong, and the drawing, specification or standard it breaches. Ask for the corrective action and a date in writing, and keep a copy of everything.

If it still isn't fixed, Queensland homeowners can lodge a complaint with the QBCC, which has a dispute resolution process for defective work.

Frequently Asked Questions (FAQs)

What is an NCR in construction?
An NCR, or Non-Conformance Report, is a document that explains deviations from required standards and specifications in construction work or tasks.

Who can issue an NCR?
On a typical job it's the builder's project team, a supervisor or the certifier, but as a homeowner you can raise one too (see above). Back it up with photos and references to the drawings or standards, so it can't be brushed off.

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