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Root Cause Analysis Template [Free Download + Example]

Written by Sonal Singh | 9/23/25 10:26 AM

Solve Problems at the Source, Not the Surface

Organizations often spend valuable time and resources fixing symptoms instead of addressing the actual cause of problems. This leads to recurring issues, wasted effort, and frustrated stakeholders.

A Root Cause Analysis (RCA) Template helps teams systematically identify underlying causes, evaluate contributing factors, and define corrective actions that solve problems permanently.

👉 [Download the Root Cause Analysis Template]

What is Root Cause Analysis?

Root Cause Analysis (RCA) is a structured problem-solving approach used to uncover the true reasons behind failures, errors, or inefficiencies.

Instead of asking, “What happened?” RCA goes deeper to ask:

  • “Why did it happen?”
  • “What conditions allowed it?”
  • “How can we prevent it from happening again?”

This technique is widely used in business analysis, quality management, IT incident management, and process improvement.

Why Use This Template?

✔ Systematic Problem-Solving – Provides a clear structure for investigation.
✔ Prevent Recurrence – Focuses on fixing causes, not symptoms.
✔ Collaboration – Encourages cross-functional input and shared understanding.
✔ Documentation – Captures analysis for audits, lessons learned, and training.

How to Use the Root Cause Analysis Template

  1. Define the Problem Clearly – State the issue with measurable details.
  2. Gather Data & Evidence – Collect logs, reports, or stakeholder input.
  3. Identify Possible Causes – Brainstorm using techniques like 5 Whys, Fishbone Diagram, or Fault Tree.
  4. Analyze & Validate – Narrow down to the root cause (not just symptoms).
  5. Recommend Actions – Propose corrective and preventive steps.
  6. Track & Monitor – Assign responsibilities and measure effectiveness.

💡 Tip: Use our AI Assistant to guide your analysis.
Ask:

  • “Walk me through a 5 Whys example for a missed project deadline.”
  • “Show me a root cause analysis for a software outage.”

Template Preview

Example Root Cause Analysis (Simplified)

Problem: Customer complaints about slow response times in a support team.

  • Data Collected: Average response = 48 hrs (target = 24 hrs).
  • Initial Causes: Lack of staff, unclear processes, system downtime.
  • 5 Whys Outcome:
    • Why 1: Delays in ticket assignment.
    • Why 2: No auto-routing in system.
    • Why 3: Software outdated.
    • Why 4: Upgrade project postponed.
    • Why 5: Budget not approved.
  • Root Cause: Budget approval delays for critical system upgrades.
  • Action: Secure executive sponsorship and fast-track IT upgrade funding.

Related Templates

FAQs

Q: When should I use Root Cause Analysis?
A: When issues recur or when failures have significant cost, risk, or customer impact.

Q: What techniques can I use with this template?
A: 5 Whys, Fishbone Diagram, Pareto Analysis, Fault Tree Analysis.

Q: Is RCA only for large organizations?
A: No. It works equally well for small teams and startups looking to improve processes.

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