Template

CAPA intake, investigation & closure form

Interactive, structured CAPA intake, investigation, action-plan and closure form that links containment, evidence, RCA, corrective and preventive actions, verification steps, and closure sign-off. Saves submissions as canonical CAPA records for traceability, reporting, and continuous improvement.

Interactive Tool

CAPA intake, investigation & closure form

Purpose: Use this form as the single canonical CAPA record for each quality escape. Capture detection details, immediate containment, evidence, a structured root-cause investigation, corrective & preventive actions with owners and dates, verification evidence, and final closure sign-off. Complete required fields and attach supporting files where your site stores evidence. This record is intended to stop repeats, preserve traceability, and provide feedstock for audits and improvement metrics.

Tip: Be factual and link to objective evidence (measurements, images, test results, production records). If you need more action rows, create additional CAPA action entries or attach a supporting action plan document.

Enter existing CAPA number if this is an update. Leave blank to auto-generate if your system assigns IDs.
Enter date in YYYY-MM-DD format.
Person who detected or reported the issue.
Where the defect or nonconformance occurred.
Brief, objective summary describing the nonconformance, defect, or escape, including product/part numbers and batch/lot/serial if applicable.
Describe steps taken to contain impact (stop line, quarantine material, notify customer, rework, hold shipments). Include who performed the action and when.
Select how well containment worked; this influences priority and verification needs.
List customer names, order numbers, or 'internal' if contained before shipping.
Specify filenames, shared-drive paths, or links to photos, test results, logs, or MES records. Use your organization's attachment workflow to store files and list them here for traceability.
Choose the investigation method you used.
Record the evidence, timeline, and reasoning that led to the root cause statement(s). Link to specific data where possible (measurements, logs, sample analysis).
One or two sentences that state the proximate root cause(s) your investigation supports.
Use your site's risk/priority criteria (safety, regulatory, customer impact, cost, repeatability).
Person accountable for coordinating actions, verification, and closure.
Person who owned the immediate containment activities.
Describe the action that will address the root cause.
Who is responsible for completing this action.
YYYY-MM-DD
How will you verify the action was effective? Define measurements, sampling plans, tests, or observation criteria.
Optional additional action.
YYYY-MM-DD
Optional additional action.
YYYY-MM-DD
Define who will verify, what evidence will be collected, over what timeframe, and what success looks like.
YYYY-MM-DD - date when verification was completed and accepted.
All applicable items should be checked before sign-off.
Person authorized to accept closure evidence (e.g., QA manager).
YYYY-MM-DD
What changes will be shared to prevent similar issues? Consider process, supplier, design, inspection, or training changes.
List related CAPA IDs, NCRs, or audit findings.
If yes, describe cadence and metrics in 'verification_plan' or attach a monitoring plan.
Any other relevant notes.
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