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”