Vendor Inspection Reporting: IR, NCR & Final Dossier — Best Practices & Templates

Introduction — Why Vendor Inspection Reporting Matters

In vendor inspection, reporting is not just paperwork—it is the evidence trail that proves materials and equipment conform to the purchase order, codes, and acceptance criteria. Without proper reporting, inspection activities lose their traceability, and disputes during FAT, delivery, or commissioning become inevitable.

A well-structured Inspection Report (IR), a precise Non-Conformance Report (NCR), and a complete Final Dossier form the backbone of QA/QC documentation in any vendor project. These reports:

• Document every inspection activity (from ITP witness points to dimensional checks). 
• Provide accountability between the supplier, inspector, and buyer. 
• Ensure compliance with international standards such as ISO 9001, ASME, and API. 
• Support final project handover by compiling all mandatory QA/QC evidence in a dossier. 

👉 If you are new to the topic, start with our guide What Is Vendor Inspection? Roles & Responsibilities to understand the fundamentals before diving into reporting.

 

Inspection Report (IR)

Purpose of IR

The Inspection Report (IR) is the first tangible output of vendor inspection. It records what was inspected, when, and with what result. The IR serves as a factual log, not an opinion—it must reflect exactly what the inspector observed at the supplier’s facility.

👉 Related reading: Vendor Inspection ITP Template (Excel) + How to Use

 

Essential Contents of IR

Although formats differ across companies, most IRs include the following mandatory elements:

• Project reference & PO number 
• Vendor / Manufacturer details 
• Item description & Tag/Serial number 
• ITP stage / Witness point 
• Inspection date & location 
• Inspector name & signature 
• Findings (Pass/Fail/Comments) 
• Attachments (photos, certificates, test data) 

📌 For consistency, many organizations adopt formats aligned with ISO 19011 auditing guidelines.

 

Real-Life IR Example

Section	Example Entry
Project Ref / PO	PO-4578 / EPC-210
Vendor	XYZ Valves Co.
Item Description	Gate Valve 6” Class 300
Serial / Tag No.	GV-300-006
ITP Ref / Stage	Hydrostatic Test – Witness Point
Date / Location	12 Sept 2025, Vendor Shop – Milan, Italy
Inspector	John Smith (NTIA Certified)
Findings	Test pressure 45 bar / No leakage observed
Attachments	Test certificate, Photos, Calibration cert

 

Non-Conformance Report (NCR)

When to Issue an NCR

An NCR (Non-Conformance Report) is issued when an inspected item or process does not meet the specified requirements in the Purchase Order, ITP, or referenced codes/standards.

Typical triggers:

• Material mismatch with MTC (wrong grade, heat number not traceable). 
• Failed hydrostatic or seat leak test. 
• Dimensional deviations beyond tolerance (per ASME B16.34). 
• Missing calibration or test certificates. 

 

Key Elements of an NCR

1. Reference Details → PO, Vendor, Item, ITP stage. 
2. Description of Non-Conformance → factual, objective wording. 
3. Clause Violated → exact spec/code clause. 
4. Severity Classification → minor, major, critical. 
5. Proposed Disposition → rework, repair, replace, or concession. 
6. Corrective Action → prevention of recurrence. 
7. Signatures → inspector, vendor QC, client. 

 

Practical Example of NCR

Section	Example Entry
Project Ref / PO	PO-4578 / EPC-210
Vendor	XYZ Valves Co.
Item Description	Gate Valve 6” Class 300
Non-Conformance	Seat leak test failed at 45 bar – leakage observed
Clause Violated	API 598 — Valve Inspection & Test Standard, Clause 7.2
Severity	Major
Disposition	Vendor to re-machine seat and re-test under inspector’s witness
Corrective Action	Vendor to review machining process and train operators
Inspector Signature	John Smith
Vendor QC Signature	Eng. Marco Rossi

 

Final Dossier

What Is a Final Dossier?

The Final Dossier (or “Manufacturing Record Book”) is the complete QA/QC documentation package delivered at project close-out. It proves that all inspections, tests, and certifications were completed and approved.

👉 Related guide: MTC Interpretation Guide + Checklist (PDF)

 

Mandatory QA/QC Documents

• Purchase Order & Specs 
• ITP (signed at witness/hold points) 
• MTCs (EN 10204 3.1 / 3.2) 
• IRs and NCRs 
• Calibration & Test Certificates 
• Manufacturer Data Sheets 
• Final Release Note 

 

Final Dossier Checklist

Section	Included (✔/✘)	Notes
PO & Specs	✔	PO-4578 / EPC-210
ITP (signed)	✔	Witness points covered
MTCs (EN 10204 3.1)	✔	Heat no. 98765 / ASTM A105
IRs	✔	12 IRs attached
NCRs (closed)	✔	1 NCR closed with re-test
Test Certificates	✔	Hydrotest, PMI, NDT
Calibration Certificates	✔	Pressure gauge, UT machine
Manufacturer Data Sheets	✔	Drawings + datasheets
Final Release Note	✔	Signed 15 Sept 2025

 

Best Practices & Common Mistakes

Best Practices

• Use standard terminology (“Accepted,” “Rejected”). 
• Link reports to PO, ITP, standards. 
• Always add supporting evidence. 
• Follow ISO 9001 documentation rules. 

Common Mistakes

• Missing references or signatures. 
• Delayed reporting. 
• Inconsistent templates. 
• Subjective language. 
• Findings without evidence. 

 

Templates & Free Downloads

IR Template (Word/PDF)

✅ Download IR Template (ZIP)

NCR Template (Word/PDF)

✅ Download NCR Template (ZIP)

Final Dossier Checklist (Excel)

✅ Download Final Dossier Checklist (ZIP)

 

Related Guides & Internal Links

• 📖 What Is Vendor Inspection? 
• 📊 Vendor Inspection ITP Template 
• 📑 MTC Interpretation Guide + Checklist 

 

Join Vendor Inspection Course

Mastering IR, NCR, and Final Dossier reporting is not just about filling out forms—it’s about ensuring compliance, preventing costly disputes, and building credibility as a QA/QC professional.

If you want to:

• Learn how to prepare inspection documents that clients actually approve, 
• Practice with real IR/NCR examples and Final Dossier checklists, 
• Gain certification trusted by engineering companies and EPC contractors, 

👉 Then join our Vendor Inspection Training Course.

This course is tailored for:

• Engineers preparing for vendor inspection roles, 
• Companies training their QA/QC staff, 
• Inspectors who want to sharpen documentation skills. 

📌 Every participant receives:

• Full template pack (Word, Excel, PDF), 
• Case studies from real projects, 
• Guidance from certified NTIA instructors. 

 

Version 2 (Short)

Join NTIA’s Vendor Inspection Training Course.
Master IR, NCR, and Final Dossier reporting with templates, case studies, and certification trusted by EPC contractors.

 

FAQ — Vendor Inspection Reporting

1. What is the difference between an IR and an NCR?
   IR logs inspection results; NCR documents non-compliance.
2. Who prepares the Final Dossier?
   The vendor, verified by inspector/client.
3. Does every NCR cause delays?
   Not always—minor NCRs can be closed fast.
4. Which standards guide report formats?
   ISO 9001, ASME, API.
5. Can I use NTIA templates in my project?
   Yes—they are editable and client-ready.