Header and blocks 1 and 2: category and addresses
Category I or II, Report Control Number, date, the originating office and originator, and the PQDR Screening Point with its contact.
SF368
Product Quality Deficiency Report
- Agency
- GSA
- Revision
- Rev. 5/2011
- Fillable fields
- 55
- Pages
- 2
- Official source
- GSA form page
- Checked
- October 20, 2026
Standard Form 368 (SF 368): Product Quality Deficiency Report (PQDR)
Standard Form 368 (SF 368), Product Quality Deficiency Report (PQDR), reports a deficient item: what is wrong with it, how it was found, who made it, the contract and requisition it came under, where it is now and the action requested. Its footer prints STANDARD FORM 368 (REV. 5/2011), GENERAL SERVICES ADMINISTRATION (FPMR 101 - 26.8), and GSA hosts a copy in its forms library.
The front has a category, a Report Control Number (RCN), a date and blocks 1a to 21. The back gives instructions for every block. The form says a Category I PQDR is an item that could cause loss of life or catastrophic failure of a major weapon system, and Category II PQDRs are all those which are not Category I. The report goes from the originating office in block 1a to the PQDR Screening Point in block 2a.
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What's on SF 368
Blocks 3 and 4: the deficiency
A detailed description of what is wrong, circumstances prior to the difficulty, probable cause, any action taken and recommendations, plus the date the deficiency was discovered.
Blocks 5 to 9: item and manufacturer
National Stock Number, nomenclature, operating time at failure in hours, days, rounds, cycles, miles or other, part number, manufacturer's CAGE code and manufacturer, city and state.
Blocks 10 to 12: quantity and history
Quantity received, inspected, deficient and in stock; serial, lot or batch number; whether the item is new, repaired or overhauled, with dates and the last repair facility.
Blocks 13 to 18: contract, warranty and assemblies
Contract, requisition or document and purchase order numbers, Government furnished material, warranty and its expiration date, end item EIC/WUC/TAMCN, next higher assembly and end item.
Blocks 19 to 21: disposition and action
Current disposition of the deficient item, the location of the deficient material, and the action requested: replacement, repair, credit or other.
How to complete SF 368
- 1
Choose the category
Mark Category I or II. The instructions say Category I justification shall be provided in Description of Deficiency, Block 3.
- 2
Assign the Report Control Number
The RCN is the six position originating activity DODAAC, a two digit calendar year and a four position serial number, for example M12000-10-0001. The date is the date the SF368 is filled out.
- 3
Describe the deficiency
The instructions list what Block 3 covers, such as the condition of packaging when received, whether the defect was found before or after installation, how it was discovered and confirmed, and whether pictures are available.
- 4
Identify the item and contract
The NSN is the four digit FSC and nine digit NIIN. The instructions say the NSN and contract number can often be found on the attached paperwork (DD250 or 1348 form), the product packaging, or the item itself.
- 5
Record where the exhibit is
Select one value for the current disposition in block 19 and give the location in block 20. The instructions say packaging, packing and shipping containers are held along with the exhibits.
- 6
Select one action requested
In block 21 check replacement, repair, credit or other. If none fits, the instructions say to check OTHER and explain in Block 3.
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Where it goes and what the form says
Where it goes
The PDF gives no fixed address. The originating point enters in block 2a the screening point where the report needs to be sent.
Holding exhibits
The instructions say exhibits are held by the Originating Point until disposition instructions are received, and that a follow-up with the Screening or Action Point is initiated if instructions have not been received by 30 days.
Government furnished material
Block 14 is answered YES, NO or UNKNOWN. The instructions say to select YES only if the deficient material was furnished by the Government to a Contractor for production purposes.
Requisition or document number
The instructions describe it as the original MILSTRIP document number, a 14 digit code, and say this information is key to getting the activity refunds or credits.
Operating time
Block 7 gives the time the item had been in operation since new, overhauled or repaired. The instructions say to enter Initial if the deficiency occurred with no operation time.
Related forms
Who uses SF 368?
The instructions on the back describe these roles.
Official sources and the blank
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Questions about Form SF368
Who issues SF 368?
The footer prints STANDARD FORM 368 (REV. 5/2011), GENERAL SERVICES ADMINISTRATION (FPMR 101 - 26.8). GSA hosts it in its forms library.
What is the difference between Category I and Category II?
The form says a Category I PQDR is an item that could cause loss of life or catastrophic failure of a major weapon system. Category II PQDRs are all those which are not Category I.
How is the Report Control Number built?
The instructions say it is the six position originating activity DODAAC, a two digit calendar year and a unique four position serial number, for example M12000-10-0001.
What happens to the deficient item after the report?
The instructions say exhibits are held by the Originating Point until disposition instructions are received from an appropriate Screening or Action Point, together with any packaging, packing and shipping containers.
Where can the stock and contract numbers be found?
The instructions say they can often be found on the attached paperwork (DD250 or 1348 form), the product packaging, and in some cases on the item itself, such as a manufacturer label or nameplate.
What if the serial, lot or batch number is unknown?
The instructions say to check the boxes for Unknown or N/A, and to list any extra numbers in Block 3.