There are some aspects that should NOT be included in the report:

  • Inspector’s subjective opinion
  • Information that is not relevant to the inspection
  • Ambiguous statement that cannot be supported
  • And antagonistic statements that do not contribute to the inspection

Here are some general tips to help you write a better final report:

  • Be specific about any observations that were observed
  • Write for your audience, not for yourself
  • Avoid being too technical
  • Quantify findings where possible
  • Put in context – time, operations, frequency of occurrence
  • Support every finding with at least one example drawn from the facts determined in the audit
  • Don’t stray too far from the original findings presented in the exit meeting

Here is an example of the difference between a vague observation and one with better wording:

Vague Observation

“Poor bearded operator observed in the aseptic processing area wearing nothing but a head covering”

Better Wording

“A bearded operator observed in the aseptic processing area was not wearing a facial hair restraint as required by SOP XXX”