Incident and Non-Conformance Management Form Template for Malaysia

An Incident and Non-Conformance Management Form helps organizations track and handle workplace issues, accidents, and quality deviations in line with Malaysian safety and quality standards. This essential tool documents everything from minor workplace incidents to serious safety breaches, supporting compliance with OSHA requirements and ISO 9001 guidelines.

Companies use these forms to record what happened, analyze root causes, and plan corrective actions. The documentation creates an audit trail that proves due diligence to Malaysian regulators while helping prevent similar issues in the future. For manufacturers and service providers, it's a crucial part of maintaining certifications and protecting both employees and business operations.

Use an Incident and Non-Conformance Management Form immediately after any workplace accident, safety near-miss, or quality deviation occurs in your Malaysian operation. This includes machinery malfunctions, employee injuries, chemical spills, product defects, or any situation that doesn't meet your standard operating procedures.

Fill out the form when dealing with regulatory violations, customer complaints about product quality, or breaches of ISO standards. Malaysian law requires prompt reporting of workplace incidents, so completing this documentation within 24 hours helps protect your organization legally while creating a clear record for investigation and improvement. The form becomes especially important during external audits or Department of Occupational Safety and Health (DOSH) inspections.

• Basic Incident Forms track workplace accidents and injuries, requiring details about the event, witnesses, and immediate actions taken
• Quality Non-Conformance Forms focus on product or service deviations from ISO standards, documenting specific quality issues and corrective measures
• Environmental Incident Forms specifically address chemical spills, emissions violations, or other environmental concerns under Malaysian environmental regulations
• Customer Complaint Forms combine incident tracking with customer feedback elements for service-related non-conformances
• Integrated QHSE Forms merge quality, health, safety, and environmental incidents into a comprehensive tracking system for larger organizations

• Safety Officers: Lead the incident investigation process and ensure proper documentation of all workplace accidents and near-misses
• Department Managers: Review and verify incident details, implement corrective actions, and monitor their effectiveness
• Quality Control Teams: Document and track non-conformances in production or service delivery processes
• Human Resources: Maintain records for compliance with Malaysian labor laws and handle incident-related employee matters
• External Auditors: Review incident documentation during ISO certification audits or DOSH inspections
• Senior Management: Approve major corrective actions and ensure adequate resources for incident prevention

• Incident Details: Gather exact date, time, location, and detailed description of what happened
• People Involved: List all witnesses, affected employees, and responsible supervisors with contact information
• Evidence Collection: Take photos, preserve physical evidence, and gather relevant documentation or records
• Initial Response: Document immediate actions taken, including first aid or emergency measures
• Root Cause Analysis: Identify and record underlying factors that contributed to the incident
• Corrective Actions: Outline specific steps to prevent recurrence, including timelines and responsibilities
• Compliance Check: Ensure all details align with Malaysian DOSH reporting requirements and ISO standards

• Incident Identification: Unique reference number, date, time, and location details as required by DOSH
• Incident Classification: Clear categorization following Malaysian OSH guidelines and ISO standards
• Affected Parties: Names and roles of all involved persons, including witnesses and investigators
• Risk Assessment: Severity and probability ratings according to Malaysian risk assessment frameworks
• Corrective Actions: Detailed prevention measures with implementation timelines
• Management Review: Designated approval sections for supervisors and safety officers
• Data Protection: Privacy statement complying with Malaysian Personal Data Protection Act
• Declaration: Statement confirming information accuracy and commitment to follow-up actions

While an Incident and Non-Conformance Management Form documents specific events and corrective actions, the Incident and Non-Conformance Management Policy sets the overall framework for handling such situations. Let's explore their key differences:

• Purpose: The Form captures details of individual incidents as they occur, while the Policy outlines the company's standard procedures and protocols for managing all incidents
• Timing: Forms are completed reactively after specific events, whereas the Policy is established proactively as a governing document
• Scope: Forms focus on documenting facts, evidence, and immediate responses to particular incidents, while the Policy covers broader requirements, roles, and responsibilities
• Legal Status: Forms serve as official records for Malaysian DOSH compliance and ISO audits, while the Policy demonstrates the organization's commitment to safety management systems
• Usage Period: Forms are single-use documents for specific incidents, while the Policy remains active until formally updated or replaced