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Free Root Cause Analysis Template with 5 Whys (Sheets, Excel, PDF)

A root cause analysis template guides you from a problem to its underlying cause using the 5 whys, then to corrective actions with owners, so the problem does not come back.

Written byProject management editorial team
  • Published
  • Google Sheets · Excel · PDF
root cause analysis template

Free download · no sign-up

Get the root cause analysis template

Pick your level and format: Google Sheets, Excel or a print-ready PDF. Spreadsheets include dropdowns, formulas and sample rows you can overwrite.

Beginner

Essential columns only, one tab. Quick to fill in.

1 tab · 3 columns

GSheetsXExcelPPDF
AdvancedMost popular

The full template with every tab, dropdowns and formulas.

2 tabs · 3 columns

GSheetsXExcelPPDF
Expert

Adds a live dashboard, instructions, revision history and status colours.

2 data tabs + instructions, dashboard and revision history

GSheetsXExcelPPDF

Root Cause Analysis (5 Whys) Template preview

5 whys
StepQuestionAnswer
ProblemWhat happened, where, when and how much?Release 2.3 was delayed by 9 days
Why 1Why did it happen?Testing started late
Why 2Why?The test environment was not ready
Why 3Why?Environment requests were raised two days before testing
Why 4Why?Environment needs are not part of sprint planning
Why 5Why?There is no checklist for release prerequisites

Sample rows are examples: replace them with your own.

What's included

  • 5 whys worksheet with a worked example
  • Corrective action plan with verification
  • 5 whys: Step, Question, Answer
  • Corrective actions: Action, Type, Owner, Due date, How we will verify it worked, Status

How to use the root cause analysis template

  1. Write a specific, factual problem statement.
  2. Ask 'why?' and record the answer; repeat about five times.
  3. Stop when you reach a cause you can act on.
  4. Agree corrective actions with owners and dates.
  5. Verify that the actions prevented recurrence.

Tips for getting the most from it

  • Base each answer on evidence.
  • There may be several root causes: branch the analysis.
  • Focus on processes, not people.
  • For complex problems, use a fishbone diagram.

Learn more

Frequently asked questions

What is a root cause analysis template?

A root cause analysis template is a worksheet for finding the underlying cause of a problem and planning corrective actions.

Is this root cause analysis template free?

Yes. The root cause analysis template is free in Google Sheets, Excel and PDF.

What is a 5 whys template?

A 5 whys template asks 'why?' repeatedly, about five times, to trace a problem to its root cause.

Is the root cause analysis template the same as a 5 whys root cause analysis template?

Yes. This root cause analysis template uses the 5 whys technique plus a corrective action plan.

Do I always need five whys in the root cause analysis template?

No. Stop when you reach a cause you can fix; it may take three or seven whys.

When should I use a root cause analysis template?

After incidents, defects, missed deadlines or recurring problems.

What is the difference between a root cause analysis template and a fishbone diagram?

The 5 whys follows one chain; a fishbone diagram explores many possible causes by category.

Who should take part in a root cause analysis template session?

People close to the problem, with a neutral facilitator.

How do I verify actions in the root cause analysis template?

Define a measure, such as no recurrence in the next three releases, and check it.

Can I use the root cause analysis template for lessons learned?

Yes. Use it to analyse the biggest items in your lessons learned.

What is the difference between the beginner, advanced and expert root cause analysis template?

The beginner root cause analysis template keeps only the essential columns on one tab; the advanced version is the full template with every tab, dropdown and formula; the expert version adds a live dashboard, instructions, revision history and status colours.