Write a supplier corrective action request after a quality failure
A factual SCAR that states the defect, demands containment, and requires root cause and permanent fixes by set dates.
The prompt
Write a supplier corrective action request (SCAR) for me.
Supplier and part: [SUPPLIER NAME, PART NUMBER, DESCRIPTION]
What went wrong: [DEFECT - e.g. "dimension out of tolerance by 0.3 mm"]
Evidence: [LOT NUMBERS, QUANTITIES, INSPECTION RESULTS, PHOTOS, DATES RECEIVED]
Requirement it breaks: [DRAWING, SPEC, PO CLAUSE, OR QUALITY AGREEMENT SECTION]
Impact on us: [LINE STOPPAGE, REWORK HOURS, CUSTOMER RETURNS, COST]
Repeat issue? [yes - previous dates / no]
Our quality standard or format: [e.g. 8D, 5 Whys, our own template]
Requirements:
- State the nonconformance factually, with quantities and dates. No blame language.
- Ask for immediate containment within a short window (e.g. 24-48 hours): sorting of stock at their site, in transit, and at ours.
- Require a root cause covering both why it happened and why it escaped their inspection.
- Require permanent corrective actions with owners and dates, plus evidence of effectiveness (e.g. data from the next 3 shipments).
- Set response deadlines for each stage in bold.
- State cost recovery we may pursue only if I have listed it; otherwise write [CONFIRM COST RECOVERY POSITION].
- Do not invent measurements or dates; use [ADD] markers for gaps.
Return:
1. The SCAR document with sections: Nonconformance, Evidence, Impact, Containment Required, Root Cause Required, Corrective Action Required, Verification, Deadlines.
2. A short cover email to the supplier's quality contact.
3. A checklist I can use to judge whether their 8D or root cause response is good enough to close.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- SUPPLIER NAME, PART NUMBER, DESCRIPTION
- DEFECT - e.g. "dimension out of tolerance by 0.3 mm"
- DRAWING, SPEC, PO CLAUSE, OR QUALITY AGREEMENT SECTION
- LINE STOPPAGE, REWORK HOURS, CUSTOMER RETURNS, COST
- yes - previous dates / no
- e.g. 8D, 5 Whys, our own template
- CONFIRM COST RECOVERY POSITION
- ADD
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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