Non conformance report NCR-2026-087, impeller castings lot 2231, Kingsway Pump Works

Non conformance letter to a supplier with an 8D request

A non conformance letter tells a supplier exactly what failed against which requirement, and asks for containment and a root cause by a date. This one page letter from a pump maker records 38 of 400 impeller castings outside a bore tolerance of 0.05 mm, quarantines them and asks for an 8D report in 10 working days.

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Kingsway Pump Works

Quality, 7 Turbine Road, Kingsway · quality@kingswaypumps.example

Thursday 8 October 2026
Mr Dariusz Nowak, Quality Manager
Brennan Foundry, 26 Smelter Road

Non conformance NCR-2026-087: impeller castings, lot 2231

Dear Dariusz, incoming inspection of lot 2231, received on Monday 5 October, found that 38 of 400 impeller castings, part IMP-150-C to drawing D-4410 revision F, do not conform to the bore diameter requirement of 32.00 mm plus or minus 0.05 mm.

Characteristic	Requirement	Measured range	Parts failing
Bore diameter, oversize	32.05 mm max	32.06 to 32.11 mm	31
Bore diameter, undersize	31.95 mm min	31.92 to 31.94 mm	7
Non conforming in lot 2231 (9.5 percent)			38

Containment. The 38 parts are quarantined and tagged at our receiving dock. The other 362 have been measured and released. Please arrange collection of the 38 parts for return by Wednesday 14 October, and check any stock of the same pattern before dispatch.

Corrective action. Please send an 8D report by Thursday 22 October, 10 working days from today, with containment at your site, the root cause, the corrective action and how its effect will be verified. Inspection records for lot 2231 would help.

The costs of sorting the lot and the freight on returned parts are reserved and will be raised with you once totalled.

For Kingsway Pump Works

Name

Alicia Fernandes

Title

Quality Manager

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Ledger letterhead: The buyer's name and quality department contact.
Addressee and subject: The supplier's quality manager, the NCR number and the lot.
Finding: Lot received date, the count failing, the part, drawing revision and requirement.
Defect table: Oversize and undersize counts against tolerance with the measured ranges.
Containment: Quarantine of the 38 parts, release of the rest and return by 14 October.
Corrective action: An 8D report due 22 October and the records requested.
Costs reserved and signature: Sorting and freight reserved, and the quality manager's signature.

Containment, correction and corrective action

Quality teams use three words that sound alike and mean different things. Containment stops the problem spreading: quarantining the 38 castings, checking the supplier's stock. Correction fixes the parts that are wrong: rework, replacement or scrap. Corrective action removes the cause so it does not happen again: a changed process, a new fixture, an added inspection. ISO 9001 asks organisations to deal with nonconforming outputs and to take corrective action proportionate to the effect, and a good non conformance letter asks for all three in that order, with a date against each.

The 8D method in brief

The eight disciplines approach began in the automotive industry and is now common across manufacturing supply chains. Its value for a buyer is that the supplier must show its work: who investigated, what the problem was in measurable terms, what was contained and when, what the root cause is with evidence, which permanent action was chosen and how it was verified, how the same failure will be prevented on similar parts, and when the action was closed. Asking for an 8D, rather than a short apology email, is the clearest signal that the buyer expects a systemic fix.

How to adapt this document

Replace the part, drawing revision and requirement with your own, quoted from the drawing or specification. Rebuild the defect table from your inspection records, one row per failure mode, and make sure the counts add up to the total rejected. Say what you have done with the affected goods and set realistic dates for return and for the report. If your supplier quality manual names a different report format, use that name. Reserve costs only if your contract allows them to be recovered, and attach inspection data rather than describing it.

What makes this document work

The requirement is quoted with its source

The opening names part IMP-150-C, drawing D-4410 revision F and the bore requirement of 32.00 mm plus or minus 0.05 mm. A supplier cannot argue the requirement was different, and the revision letter rules out an old drawing at the foundry.

The defect table splits the failure

31 oversize castings from 32.06 to 32.11 mm and 7 undersize from 31.92 to 31.94 mm total 38, or 9.5 percent of the lot. Failing in both directions points to a process variation rather than a worn tool, which is the first clue the supplier's root cause team needs.

Containment, correction and cost are separated

Quarantine of 38 parts and release of 362 come first, the 8D report due on 22 October second, and reserved sorting and freight costs last. The supplier knows what to do this week, what is due in a fortnight and what may be charged later.

Questions people ask

What is a non conformance letter?

It is a formal notice to a supplier that delivered goods or services did not meet a specified requirement, usually issued with or as a non conformance report number. It records what was found, the evidence, what the buyer has done with the affected goods and what it expects the supplier to do next. Quality management systems such as ISO 9001 expect these records to be kept.

What should a supplier do after receiving a non conformance letter?

Acknowledge it quickly, contain the problem at its own site by checking stock and work in progress, arrange to collect or replace the rejected parts, then investigate the root cause and put a corrective action in place. Most buyers want the investigation in a set format, such as an 8D report, with evidence that the fix works.

How long should a supplier have to respond?

Containment should be immediate, usually within one or two working days. A full root cause and corrective action report commonly gets 10 to 30 working days, depending on complexity and the buyer's supplier quality manual. Set the deadline in the letter, as this one does, rather than relying on a manual the supplier's quality team may not have to hand.

What is an 8D report?

An eight disciplines report is a structured problem solving record widely used in manufacturing: form a team, describe the problem, contain it, find the root cause, choose and verify a permanent correction, implement it, prevent recurrence elsewhere, and recognise the team. It is popular with buyers because it forces the supplier to show evidence at each step.

Can a buyer charge a supplier for a non conformance?

Often yes, if the supply contract or the buyer's terms allow recovery of costs such as sorting, rework, extra freight or line stoppage. Without such terms, recovery depends on general contract law. Reserve the costs in the letter, as here, then raise them once totalled, with invoices or time records to support each amount.

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Sources

Written and checked by the OneCraft team. Last checked 21 October 2026.