Corrective action request template: fields, due dates, example

A corrective action request (CAR) template needs eight things: who it goes to, what failed, where and when it was found, how many parts, the priority, what you want back, the due date for each part of the answer, and who closes it. Everything else is decoration. The form above fills those fields from what you type and gives you a PDF with an 8D outline and the due dates already worked out.

What goes on a corrective action request?

Put the identifying facts first, then the ask. A supplier has to be able to act on the form without phoning you.

Attach a photo or an inspection report if you have one. A supplier who can see the burr answers faster than one who has to guess.

What due dates should a corrective action request carry?

Give every section its own date, counted from the issue date, and set them by priority. A single "respond within 30 days" invites a single response on day 30.

The defaults SCAR Chase starts from are below. They are a starting point, and you can change any of them for your account or for one SCAR.

Your customer or your own quality manual may set different terms. Some customers publish their supplier terms: Graco's supplier page, for example, asks for corrective action implementation in 10, 20 or 30 calendar days by priority. If your contract says something different, the contract wins.

A filled-in corrective action request example

Here is a normal-priority request written the way a supplier can act on it:

SCAR number:      SCAR-2026-031
Issued:           2026-09-08
Supplier:         Apex Castings Inc.  (qa@apexcastings.com)
Part:             Bracket 4410-22, rev C
PO / lot:         PO 88213, lot 2209-B
Quantity:         36 found nonconforming of 400 received
Priority:         Normal

Nonconformance:   Bore diameter measures 25.14 to 25.19 mm.
                  Print requires 25.00 +0.05 / -0.00 mm.

Response required:
  D3 containment               due 2026-09-09
  D4 root cause                due 2026-09-18
  D5/D6 corrective action      due 2026-09-28
  D7 prevent recurrence        due 2026-10-08

The numbers in this example are made up to show the layout. Replace them with your own measurements and your own print.

How do you make sure the supplier actually answers?

Send the request once, then chase each section by its date. The form gets the supplier started; the follow-up is where most of your hours go, because a due date on a PDF reminds nobody.

SCAR Chase does the chasing from the dates above. It emails the supplier contact the day before each section is due and on the due date. If the section is still late it reminds them every 3 days, and it copies the supplier's manager if the section stays late. Suppliers answer on a no-login page that shows only their own open SCARs: they upload a PDF, Word, Excel or image file of up to 4 MB, or type the answer. Nothing counts as accepted until you have reviewed it.

You can try the form and the due-date arithmetic above without signing up. It sends nothing to anyone.

Where does a spreadsheet template run out?

A template works for as long as you remember to look at it. It does not tell you that D4 for SCAR-2026-031 was due yesterday, and it does not email the supplier. If you issue a handful of SCARs a year, a form in a folder is fine. If you have dozens open at once, read our guide to a corrective action tracker for the log columns, and our supplier corrective action request form guide for how to word the nonconformance so suppliers do not push back.

FAQ

Is a corrective action request the same as a SCAR?

A SCAR is a corrective action request sent to a supplier. A CAR can also be internal, raised against your own process, but the form and the follow-up are the same shape.

Do I need a different template for 8D?

Not necessarily. Many customers ask for the answer in 8D format, so the request can ask for D3, D4, D5/D6 and D7 as its sections. Our 8D report template guide covers what each section should contain.

Does a corrective action request have to be a PDF?

No standard says so. What matters is that the supplier receives the request, you can show when it was sent, and your log shows its due dates and when each answer came in. Check your customer's requirements and your own procedure.