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Perform Supplier Corrective Action using eAuditor

A Supplier Corrective Action (SCAR) is a formal request issued to a supplier to address and resolve non-conformances or quality issues in their products or services. It serves as a structured approach to ensure suppliers identify the root cause of the problem, implement corrective actions, and prevent recurrence.

In supply chain management, mistakes happen. A shipment arrives late. A batch fails inspection. A part doesn’t meet spec. When a supplier’s error affects your operation, a Supplier Corrective Action Request—commonly known as a SCAR—is your structured path to fixing it.

But here’s the truth: sending a SCAR isn’t just about pointing fingers. It’s about finding the root cause, fixing the issue, and building a stronger relationship with your supplier.

This guide walks you through the SCAR process step by step. You’ll find real examples, case studies, and personal experiences that bring this critical quality tool to life.

What Is a Supplier Corrective Action – SCAR?

A SCAR is a formal document that asks a supplier to investigate and correct a specific issue. You typically issue one when a supplier:

• Sends defective or nonconforming products

• Fails to meet delivery or quality standards

• Repeats past mistakes without resolution

The goal is to drive long-term improvement—not just a quick patch. A SCAR outlines the problem, asks the supplier to investigate the root cause, and requires a corrective plan.

When Should You Issue a Supplier Corrective Action – SCAR?

You don’t need to send a SCAR for every small error. Use them when:

• The issue affects product safety, compliance, or performance

• The same problem repeats

• The cost of failure is high (financially or reputationally)

• The supplier fails to respond to informal feedback

Example: At a packaging plant I worked with, a supplier repeatedly delivered boxes that collapsed under minimal pressure. After three failed attempts to fix the issue informally, we issued a SCAR. It wasn’t about blame—it was about clarity and accountability.

The Key Elements of a Supplier Corrective Action – SCAR

A strong SCAR includes these five parts:

1. Problem Description

Be clear and objective. Describe what happened, where, and how often. Include photos or data if possible.

✅ Example: “15 out of 200 valve caps in shipment #309 leaked during pressure testing at Assembly Line 4 on May 2, 2025.”

2. Containment Actions

What did you or the supplier do to stop the problem from spreading? This may include quarantine, rework, or temporary replacements.

🔍 Tip: Use this section to prevent further damage before the root cause is found.

3. Root Cause Analysis

Ask the supplier to dig deep. A true root cause isn’t “operator error”—it’s why the operator made the error in the first place. Tools like the 5 Whys or Fishbone Diagram can help.

Case Study: One supplier blamed a bad batch on a “machine glitch.” After a SCAR pushed for proper analysis, they discovered the maintenance schedule hadn’t been followed for six months. The real fix? Revamp their maintenance tracking system.

4. Corrective Action Plan

This is where the supplier outlines how they’ll fix the issue. A good plan is:

• Specific (what steps, who’s responsible)

• Timed (with deadlines)

• Verified (how success will be measured)

📌 Example: “We will retrain all line staff on pressure testing procedures by June 10, 2025. A QA lead will sign off on all training.”

5. Verification and Closure

You review the corrective actions and confirm that they work. If the fix holds, you close the SCAR. If not, the cycle may repeat.

Anecdote: I once closed a SCAR too soon because the supplier said all issues were “resolved.” A month later, the same defect came back. Now I always wait for proof—like test results or inspection data—before signing off.

How to Handle SCARs in a Professional Way

A SCAR isn’t a punishment. It’s a problem-solving tool. Keep your tone respectful, even when the stakes are high. Focus on facts, not feelings.

Here’s what works:

• Be prompt. Don’t wait weeks to raise the issue.

• Be collaborative. Offer support if needed.

• Be clear. Vague SCARs lead to vague fixes.

👂 Real Story: A colleague once told me how she worked with a long-time supplier who botched a custom metal part. Instead of sending a stern letter, she hopped on a quick call. “We’ve hit a snag. Can you help us understand what happened?” That simple approach kept the relationship strong—and the fix fast.

Using Supplier Corrective Action – SCARs to Strengthen Supplier Relationships

Handled well, SCARs can actually improve your supply chain partnerships. They show that you care about quality, expect accountability, and value improvement. Suppliers who respond well to SCARs are the ones worth keeping.

✅ Pro Tip: Track SCAR performance over time. If a supplier consistently closes SCARs quickly and thoroughly, consider them for long-term contracts or strategic partnerships.

Supplier Corrective Action Requests aren’t just paperwork—they’re opportunities. Opportunities to improve quality, protect your operations, and build trust with your suppliers.

When you approach SCARs with clarity, fairness, and focus, you create a system that doesn’t just solve problems—it prevents them.

So the next time something goes wrong, take a breath, gather the facts, and issue a SCAR with purpose.

1. Create or Customize the Supplier Corrective Action – SCAR Form Template

1. Access Templates in eAuditor:
   • Use a pre-built SCAR template from the eAuditor library or create your own.
2. Include Key Sections:
   • Supplier Details: Name, contact info, and location.
   • Nonconformance Details: Description of the issue, date of occurrence, and related documents/photos.
   • Root Cause Analysis: Section for the supplier to identify the root cause.
   • Corrective Actions: List actions to resolve and prevent recurrence.
   • Deadline and Responsibility: Assign tasks to responsible parties with due dates.
   • Verification: Section for follow-up and effectiveness review.

2. Fill Out the SCAR Request Form

1. Start the Form:
   • Open the SCAR template in eAuditor and enter the supplier’s details.
2. Describe the Issue:
   • Document the nonconformance, including:
     • Product or service affected.
     • Specific issue observed.
     • Supporting photos or evidence.
3. Outline Required Actions:
   • Detail the corrective and preventive actions needed.
   • Specify deadlines for completion.

3. Share the SCAR with the Supplier

1. Export the Form:
   • Generate a PDF or share the SCAR form directly through eAuditor.
2. Communicate Expectations:
   • Provide clear instructions and deadlines for supplier responses.

4. Track and Monitor Progress

1. Use eAuditor’s Action Tracker:
   • Assign tasks and monitor the supplier’s progress.
   • Send reminders for overdue actions.
2. Supplier Submission:
   • Review the supplier’s root cause analysis and corrective action plan.

5. Verify and Close the SCAR

1. Inspection and Validation:
   • Conduct a follow-up inspection to ensure corrective actions were implemented effectively.
2. Close the SCAR:
   1. Document the resolution in eAuditor and mark the issue as resolved.

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