Root Cause Analysis Template: 5 Whys (Free)

Form – Root Cause Analysis (5 Whys)

The 5 Whys is the simplest root cause tool there is – and the most abused. This template forces you to write down each ‘why’ with its evidence, so the chain holds up when someone challenges it.

Fill this in as you go, not from memory at the end of the shift – records reconstructed later are where the errors creep in. Replace [bracketed] guidance with your site’s detail.

1. Document control

1. Problem statement

• Linked CAR/NCR/deviation no.:
• Problem statement (one clear sentence):
• Scope: product/process/area affected:
• Analysis team: [Names]
• Date of analysis: [YYYY-MM-DD]

2. Why chain

Each answer must be a verifiable fact, not a guess. If you can’t evidence it, it’s a hypothesis – go and check.

3. Conclusion

• Root cause statement:
• Confidence in root cause: [high / medium / low – explain if not high]
• Is it systemic (could happen elsewhere)? [Y/N – where?]
• Contributing causes noted:
• Corrective actions arising (CAR refs):
• Analysis reviewed by: [Name / signature / date]

Approval and control

Keep completed forms for Retain with the linked CAR. at [defined location] – and make sure someone besides you knows where that is.