How to Write a Non-Conformity Report Under PAS2035
Non-conformity reports are a critical part of quality assurance on retrofit projects. Under PAS2035, they document instances where work, materials or processes fall short of the required standard. Properly written reports protect project integrity, ensure compliance and create an auditable record for all stakeholders.
What Is a Non-Conformity Under PAS2035?
A non-conformity occurs when any aspect of the retrofit work does not meet the requirements set out in:
- The PAS2035 standard itself
- The project specification
- The retrofit design and drawings
- Relevant building regulations
- Manufacturer installation guidance
- Quality standards and protocols
Non-conformities range from minor documentation gaps to significant installation defects that could affect performance or safety.
When to Raise a Non-Conformity Report
Non-conformity reports should be raised as soon as an issue is identified. Common triggers include:
- During site inspections or quality checks
- When reviewing As-Installed data
- Following testing and commissioning
- When materials or components fail to meet specifications
- If installation method deviates from approved details
- During handover or snagging inspections
The key is to identify issues early enough that remedial action can be taken before project completion.
Essential Information to Include
A complete non-conformity report must contain:
1. Project and Reference Details
- Project name and address
- Project number or reference
- Date of non-conformity identification
- Report reference number
- Name and role of person raising the report
2. Clear Description of the Non-Conformity
- What specifically does not conform
- Which standard or requirement is not met
- Location on the property (room, elevation, component)
- Relevant specification or drawing reference
- Objective evidence (photographs, measurements, test results)
3. Impact Assessment
- Severity: Is this critical, major or minor?
- Safety implications
- Effect on overall retrofit performance
- Impact on compliance or certification
- Whether work can proceed or must stop
4. Root Cause Analysis
- Why did the non-conformity occur?
- Was it a misunderstanding of requirements?
- A resource, material or skill issue?
- An oversight or communication breakdown?
5. Proposed Corrective Action
- How will the non-conformity be resolved?
- Will work be reworked, replaced or accepted as deviation?
- Who is responsible for remediation?
- Target date for resolution
- Any interim measures needed
Severity Classification
Classify non-conformities consistently:
Critical: Affects safety, structural integrity or prevents certification. Immediate action required; work may not proceed.
Major: Significantly affects performance, compliance or quality. Must be resolved before handover.
Minor: Does not substantially affect performance or safety but represents deviation from standard. Can often be accepted with justification or logged for future rectification.
Key point: Always include photographs and objective evidence. A written description alone is insufficient; visual documentation supports the report and helps stakeholders understand the issue clearly.
Documentation and Format
Use a consistent template across all projects. Include:
- Standard header with project information
- Numbered sections for each element
- Photograph references clearly labelled
- Space for sign-off from relevant parties
- Date fields for issue, review and closure
- Version control if the report is updated
Digital formats are preferable, allowing easy distribution and tracking of status changes.
Review and Approval Process
Non-conformity reports should follow a defined workflow:
- Initial report raised by site inspector or quality officer
- Review by project manager or retrofit coordinator
- Approval of proposed corrective action
- Communication to relevant trade or contractor
- Monitoring of remedial works
- Verification that non-conformity is closed
- Final sign-off and archiving
All parties must understand their responsibilities within this process.
Common Pitfalls to Avoid
- Vague descriptions: Be specific about location and nature of the problem
- Missing photographs: Always include visual evidence
- No deadline: State clearly when remediation must be completed
- Unclear responsibility: Name the person or team responsible for correction
- Lost reports: Maintain a central register of all non-conformities and their status
- No follow-up: Ensure closure is verified, not assumed
Record Keeping and Compliance
All non-conformity reports must be retained as part of the project documentation. This evidence demonstrates that:
- Issues were identified and acted upon promptly
- The project was properly quality assured
- Decisions about remediation were justified
- PAS2035 requirements were understood and applied
These records are essential for commissioning sign-off, warranty claims and any future disputes or audits.
Final Thoughts
Non-conformity reports are not failures—they are evidence of rigorous quality control. A project with thorough non-conformity identification and closure is more reliable than one where issues pass undetected. By documenting issues clearly, assessing impact honestly and resolving problems systematically, retrofit teams protect both the building performance and their professional reputation.