Supplier Claim & Non-Conformance Report 2026/2027 – B2B, SCAR & Excel | Word/PDF

Supplier Complaint & Non-Conformance Report 2026/2027 – B2B templates in Word, PDF and Excel

Do you need to lodge a complaint regarding defective goods to a supplier, document a faulty batch, or request corrective actions? This complete template package contains ready-to-use editable documents for supplier complaints, quality non-conformances, SCARs, settlement agreements, and written follow-ups.

You will also receive an Excel register with nine tabs to track receiving inspections, complaints, supplier feedback, costs, responsible parties, and open actions. The package is primarily aimed at companies purchasing goods from other businesses, such as industrial companies, purchasers, wholesalers, warehouses, e-commerce, and quality managers.

Digital delivery: 15 files – seven editable Word documents, seven corresponding searchable PDF files, and one Excel workbook. Five main templates are in Swedish, and you receive both a Swedish user guide and an English User Guide.

Please note: The Sale of Goods Act (1990:931) is primarily dispositive, meaning that the parties' agreements can affect complaint deadlines, the duty of examination, and remedies. The material is a working draft, not an automatically valid claim or a guarantee of compensation.

Excel – supplier complaints, non-conformances and SCAR with dashboard

The workbook contains Overview, Complaints, Receiving inspection, Non-conformances, Claims & actions, Costs, Correspondence, Suppliers and Read me. Link the supporting documents with common complaint IDs so that decisions and events can be followed without having to copy material between different worksheets.

The overview displays eight key performance indicators: number of complaints, sent complaints, open non-conformances, open actions, estimated cost, cost accepted by the counterparty, suppliers, and SCAR actions that are not closed. The formulas are based on actual recorded items; an empty workbook shows zero.

Cost formula: quantity × unit cost = illustrative estimated direct cost. A separate column is intended for amounts actually accepted by the counterparty. This is intentional: internal cost is not automatically a legal claim for damages. The formulas have been tested with temporary data where 5 units × 750 SEK resulted in 3,750 SEK. All test data were removed from the delivery file.

Status fields, claim references, and documentation IDs help track the process. Excel does not issue invoices, does not automatically calculate legal complaint deadlines, and does not determine whether a complaint or a cancellation is justified.

How to lodge a complaint about a faulty delivery to a supplier

1. Check who bought from whom, if it is a purchase between companies, and what purchase, warranty, and delivery terms apply.
2. Examine the goods promptly and document delivery note, batch, item number, quantity, and actual defect.
3. Secure objective evidence with photos, measurement protocols, drawing revisions, and inspection results. Quarantine material that should not be used.
4. Lodge the complaint within the correct time according to the agreement and the Sale of Goods Act. Do not wait for a completed root cause analysis if the complaint must be sent.
5. Send the complaint letter and save the dispatch date, recipient, and receipt.
6. Choose your claim based on a separate assessment of the defect, agreement, and applicable law: for example, remediation, replacement delivery, or another remedy.
7. Request a SCAR for recurring or significant quality problems, including containment, root cause, corrective actions, and verification.
8. Document costs factually and separate your own calculations from the compensation admitted by the supplier.
9. Follow up with the reminder and document promised dates, action owners, control evidence, and supplier responses.
10. Close with an approved inspection and assess separately whether a written agreement implies a full or only partial settlement.

What applies to supplier complaints according to the Swedish Sale of Goods Act?

The agreement is the starting point – the Sale of Goods Act can complement

The Sale of Goods Act (1990:931) typically applies between companies in the purchase of movable property and is primarily dispositive. Order terms, framework agreements, standard terms, and warranty commitments can therefore affect liability, deadlines, and available remedies. Also, check which country's law is applicable in international business; this template is intended primarily for Swedish B2B law.

Duty of examination and complaint

According to Section 31 of the Sale of Goods Act, the buyer shall examine the goods after delivery as soon as circumstances permit in accordance with good business practice. According to Section 32, the buyer must notify the seller of the defect within a reasonable time after the defect was noticed or should have been noticed. The law also specifies a main rule of two years from receipt, with exceptions including warranties or similar commitments. Contractual terms may change this assessment. These time limits should not be treated as an automatic guarantee that a late complaint will be accepted.

Remediation, replacement delivery, price reduction, and cancellation

Sections 34–40 of the Sale of Goods Act contain rules regarding, for example, remediation, replacement delivery, price reduction, cancellation, and damages under various conditions. Cancellation due to a defect generally requires that the breach of contract is of material significance under the conditions of the Act. It may also be required that a request for remediation or replacement delivery is submitted within the correct time according to Section 35. A standard letter never grants an automatic right to all these remedies.

The difference between SCAR, non-conformance report, and legal complaint

A non-conformance report documents measurement data, product defects, and internal handling. A SCAR requests root cause investigation and corrective action from the supplier. A complaint is a notice of defect that can be crucial to maintain legal remedies. It is not certain that an internal non-conformance report that has never been sent to the supplier satisfies the requirements for a complaint.

The product is not intended for consumer complaints

If a private individual buys a good from a company, the Consumer Sales Act (2022:260) and other protective rules normally apply. This product is developed for companies complaining about purchases to another trader, not as a standard letter for consumers.

Related templates on Mallbutiken.se

• Purchase Order & Delivery Tracking – track orders, backorders, and delivery terms.
• Goods Receipt Protocol & Delivery Inspection – check goods upon arrival.
• 8D Report & Root Cause Analysis – deeper method support for complex root cause analyses.
• Supplier Assessment & Supplier Follow-up – track quality, delivery precision, and supplier improvements.

Frequently asked questions about supplier complaints

How do you lodge a complaint about a delivery to the supplier?

Describe the purchase, delivery, exact discovered defect, when you noticed the defect, quantities involved, and what you want the supplier to do. Send it in due time and keep proof of receipt.

How quickly must a company lodge a complaint?

According to the Sale of Goods Act, a complaint should normally be made within a reasonable time after the defect was or should have been noticed. The assessment may be influenced by the agreement, the type of goods, and other circumstances.

Can I demand a new item or a credit?

Possible remedies depend on the actual defect, agreement, and the terms of the Sale of Goods Act. The template offers several options but does not itself determine whether a claim is valid.

What is a SCAR?

Supplier Corrective Action Request: a structured request for the supplier to investigate the root cause, implement corrective action, and show that the action works.

Are non-conformance reports and receiving inspection included?

Yes. A separate Word/PDF non-conformance report and a separate tab for receiving inspection in Excel are included.

Does Excel calculate costs automatically?

Yes, when quantity and unit cost are entered, internal cost per item is calculated. Amounts accepted by the supplier are recorded separately.

Can Excel determine if the two-year rule is met?

No. The calculation tracks dates but does not perform an automated legal assessment of reasonable time, warranty exceptions, or contractual deadlines.

Are the main templates in English?

No. Five main templates are in Swedish. An English User Guide is included, but not English versions of every letter.

Can I use the template as a private consumer?

It is primarily intended for purchases between companies. Private individuals complaining to a trader are normally covered by special consumer regulations.

Official sources

• The Swedish Parliament – The Sale of Goods Act (1990:931), specifically Sections 31–40
• The Swedish Parliament – The Consumer Sales Act (2022:260), for demarcation

Svenska Dokumentmallar · Version 1.0 – 2026/2027 · Source check 2026-10-18 · Swedish law · Word, PDF and Excel.