As of 13 August 2026, AI can only partly create a CAPA plan for your business.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the non-conformance, complaint or incident record and gather the dated facts, affected products or services, process step, impact and immediate containment actions.
   2. Collect the supporting evidence, such as inspection results, batch or order records, photographs, system logs, interview notes and relevant process documents.
   3. Ask the responsible process owner or quality lead to state what root-cause work has actually been completed, which causes are only hypotheses, and who can own each action.
   4. Paste the prompt and the gathered information into a chatbot, replacing each bracketed slot and marking anything unavailable as unknown.
   5. Compare the drafted problem statement, evidence, owners, dates and action descriptions against the original records and your current procedures, correcting any invented or unsupported detail.
   6. Ask the responsible quality or process lead to approve the root-cause tests, risk decisions, effectiveness measures and closure criteria before sending the plan to its named owners.
   7. Store the approved plan with its evidence, record progress against each action, and update the effectiveness result after the agreed review point.

   Prompt

   Create a CAPA plan for the business issue described below. Use only the facts I provide and label any missing information as [NEEDS INPUT]. Do not invent causes, evidence, owners, deadlines, regulatory requirements or completed actions. Separate confirmed facts from hypotheses.
   
   Business and process: [describe the business, product or service, and affected process]
   Non-conformance or problem: [what happened, when, where and how often]
   Immediate containment already taken: [actions taken to protect customers, stock, data or operations]
   Evidence available: [inspection results, complaints, batch or order records, photographs, system logs, interviews or other records]
   Known impact and risk: [actual or possible effect on customers, product, service, compliance, cost or delivery]
   Root-cause work completed: [findings, tests, interviews or evidence, or say none]
   Constraints: [available people, equipment, budget, deadlines and dependencies]
   Named roles or owners: [people or job roles who can approve or carry out actions]
   
   Return a table with these columns: issue and scope, confirmed evidence, suspected root cause, root-cause test, corrective action, preventive action, owner, due date, required evidence, effectiveness measure, review date, status and unresolved risk. Then provide:
   1. A short problem statement based only on confirmed facts.
   2. The assumptions and missing inputs that must be resolved before approval.
   3. A practical sequence of actions, separating containment, correction, corrective action and preventive action.
   4. A verification plan explaining what evidence would show each action worked and what would count as failure.
   5. Questions for the responsible quality or process lead.
   
   Do not decide that a root cause is proven without supporting evidence. Do not claim the plan meets a particular standard or legal requirement. Keep the wording suitable for an internal UK business quality record.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.