A steel structure nonconformance report checklist before shipment helps EPC buyers avoid releasing components with unresolved defects. A nonconformance report, often called an NCR, should not be treated as a simple complaint form. It is a control record that connects the defect, affected components, repair action, inspection evidence, approval status, and final shipment decision.
This checklist is written for procurement teams reviewing supplier quality files before export. It is most useful when steel members are already fabricated and the buyer needs to decide whether a batch can be packed, loaded, or held for correction.
1. Define what must become an NCR
Not every small workshop issue needs a formal nonconformance report, but problems that affect drawings, material, welding, dimensions, coating, marking, quantity, or shipment release should be controlled. The RFQ or inspection plan should state when the supplier must raise an NCR and when buyer approval is required.
- Material grade, certificate, heat number, or traceability mismatch.
- Dimensional deviation outside drawing or tolerance requirements.
- Welding defect, missing NDT, unauthorized weld repair, or incorrect WPS use.
- Coating, galvanizing, DFT, surface preparation, or repair issue.
- Wrong component mark, missing member, quantity shortage, or mixed package.
- Any defect that may affect erection, owner acceptance, safety, or corrosion protection.
For wider quality-file planning, compare this checklist with the steel structure quality documents checklist.
2. Record the affected scope clearly
An NCR should identify exactly which items are affected. A vague statement such as "some beams have coating damage" is not enough for shipment release. The report should name component marks, drawing references, package numbers, quantities, locations, and inspection dates.
| NCR field | Buyer check |
|---|---|
| Component mark | Matches drawings, inspection records, and packing list. |
| Drawing or specification reference | Shows the requirement that was not met. |
| Quantity affected | Separates one-off defects from batch-level issues. |
| Shipment batch | Confirms whether the issue affects the current release package. |
3. Attach useful defect evidence
Photos and inspection records should make the defect understandable to someone who was not in the factory. The report should show what happened, where it happened, and how serious it is. When evidence is weak, the buyer may be unable to approve repair or judge whether a shipment should be held.
- Close-up photos and wider photos showing component context.
- Measurement photos or inspection readings for dimensional issues.
- Weld location, NDT report reference, or repair map for welding issues.
- Coating thickness readings, bare spot photos, or repair area photos for surface issues.
- Packing, label, or marking photos for shipment-related problems.
4. Classify the disposition decision
The NCR should state what will happen to the affected component. The decision must be approved by the correct party, especially when the repair changes drawing intent or acceptance criteria.
| Disposition | When it may apply |
|---|---|
| Rework | The component can be corrected to meet the original requirement. |
| Repair | An approved repair method restores function or acceptance. |
| Use as is | The deviation is accepted by authorized engineering or owner approval. |
| Reject or remake | The component cannot be accepted or repaired safely. |
| Hold shipment | The issue affects release status or needs buyer approval before loading. |
5. Check repair method and responsibility
Repair instructions should be specific. They should identify who performs the work, which procedure is used, what materials are required, and what inspection confirms completion. For welding issues, this may require a qualified WPS, welder identification, NDT method, and repair record. For coating or galvanizing issues, it may require surface cleaning, repair material, thickness check, and final photo evidence.
Use the welding quality requirements, coating inspection checklist, and galvanizing inspection checklist when the NCR involves those topics.
6. Verify re-inspection and closeout evidence
An NCR is not closed when the supplier says the problem is fixed. It is closed when the corrective action is verified and the required approval is recorded. Before shipment, the buyer should review the closure evidence and confirm that it is connected to the affected component marks.
- Re-inspection report showing the final accepted condition.
- Repair photos before, during, and after correction where useful.
- Updated inspection readings, NDT report, coating report, or dimensional check.
- Approval signature or email reference from the authorized party.
- Updated packing or marking record if the NCR affected shipment documents.
7. Decide shipment release status
Before loading, each NCR should have a clear release status. Components with open NCRs should not be mixed into released packages unless the buyer has approved shipment with open action. This is especially important when partial shipments are moving to site under schedule pressure.
| Status | Shipment meaning |
|---|---|
| Closed | Corrected, verified, approved, and allowed for shipment. |
| Closed with concession | Accepted by authorized approval even if the original requirement was not fully met. |
| Open hold | Component or package should not be shipped. |
| Open ship with action | Shipment allowed only with documented buyer approval and remaining action defined. |
For final shipment evidence, use the pre-shipment inspection document checklist and the shipping documents checklist.
8. Keep an NCR log
For large steel structure packages, individual NCR files should be summarized in an NCR log. The log helps the buyer see open issues, repeated defects, and shipment release risk without reading every file one by one.
- NCR number, issue date, component mark, and defect type.
- Responsible department or subcontractor.
- Disposition decision and approval requirement.
- Closeout date and evidence file reference.
- Shipment batch or package number affected.
Red flags before shipment
- The supplier says an issue was repaired but provides no re-inspection record.
- The NCR does not identify exact component marks or package numbers.
- Repair approval is missing for welding, coating, or dimensional deviations.
- Open NCRs are not separated from released shipment items.
- Photos are too close to identify the affected component or location.
- The NCR log does not match the final packing list or shipment batch.
Buyer note
A good nonconformance report process protects both the buyer and the supplier. It allows real defects to be fixed before shipment, prevents unresolved issues from arriving at site, and creates a clear record for owner review, quality handover, and future supplier evaluation.