Root Cause Analysis Report: What It Is, How to Write One, and a Free Template

What Is a Root Cause Analysis Report?

A root cause analysis report explains why something went wrong and what to change so it does not happen again. It goes beyond the immediate reason to the gap behind it.

When You Need One and Who Reads It

You need one after a repeat error, a delay, a service failure or an incident, when a quick fix would only hide the problem. The reader is a manager, a quality lead or a client who wants to know that the real reason has been found. If the report will go to a client, or a claim or a complaint is possible, have your manager or legal lead read it before it goes. Describe what happened and what will change; do not state fault or liability. This page is a drafting aid, not legal advice.

What Goes in a Root Cause Analysis Report

1. Summary. Two or three sentences of fact.
2. What Happened. Events in order.
3. Direct Cause. What immediately led to it.
4. Contributing Factors. Conditions that made it worse or more likely.
5. Possible Root Causes. Gaps that, if fixed, would stop it coming back.
6. Fixes. One for each possible root cause, with an owner role.
7. What We Do Not Know. Claims not yet backed by evidence.

How to Write a Root Cause Analysis Report, Step by Step

1. List the Events. Facts only, in order.
2. Find the Direct Cause. The nearest thing that led to the problem.
3. Ask Why Again. Keep asking until you reach a gap you could fix.
4. Back Each Cause With Evidence. If you cannot point to an event, it is unproven.
5. Keep People Out of the Causes. Write about roles, forms and tools.
6. Write One Fix for Each Root Cause. Small enough to try.
7. Have the People Involved Check It. A cause is only confirmed when the people there agree and the evidence backs it.

A Short Example

An invented report on late concrete deliveries.

Summary: The concrete for the east footing arrived two hours late on March 10. This is the third late delivery this quarter. Direct cause: The order was sent after the supplier's noon cutoff. Contributing factor: The last two late deliveries were also orders sent on Fridays. Possible root cause: The order form does not show the supplier's cutoff. This is a possible root cause, not a confirmed one. Fix: Add the cutoff time to the order form. Owner: role to be set. Date to be set. What we do not know: Whether the cutoff was ever shared with the people who place orders.

Common Mistakes

• Stopping at the Direct Cause. "Late order" does not stop the next one.
• Naming a Person. It ends the inquiry and teaches nothing.
• Treating a Guess as a Finding. Mark it unproven until it is checked.
• Too Many Fixes. One good fix for each root cause is enough.
• Never Checking With the People There. They know what the notes leave out.

How to Do It with AI Using the Template

The Logic Lab template, "Write a Root Cause Analysis Report," takes your notes on the problem. It lists the events, sorts each reason as a direct cause, a contributing factor, a possible root cause or unproven, drafts the report with a fix for each possible root cause, and adds a count.

Checks are built in. The template confirms that each event is quoted from your notes and that no number appears that your notes do not have. It confirms that every possible root cause has support in the notes and a fix, and that no person is named as a cause. It asks you to have someone who was there check the events and each root cause.

The template runs in your own AI tool. Logic Lab runs no AI and does not see what you paste. Read the report yourself before you share it.