Ashbrooke Quality Assurance International Limited

Internal QMS Auditor Training Course

      

    

 

Model Solution

Closing Meeting Agenda Exercise

Return to Section 5

Prepare an agenda for a Closing Meeting and explain the purpose for each agenda item.

 

Agenda 

  • Thank all participants

  • It is essential to share the Audit Team's appreciation for the auditee's cooperation 

  • Readdress the scope and objectives

    • It is essential to readdress the scope and objectives earlier agreed for two reasons:

      • Reconfirm agreements made

      • Reconfirm any changes agreed, if required  

  • Reaffirm confidentiality

    • It is essential to reaffirm that the audit process, its outputs and outcomes are confidential at the following levels:

      • Interviews between auditor and individual

      • Audit team, Audit Authority and Auditee

  • Discuss each of the observations recorded

  • It is essential to clearing address the observations recorded during the audit in a point by point review

  • Summarize the positives, be specific around the negatives, identify the constructive issues

  • Inform the auditee the recommendations and conclusions

  • It is essential to address the Audit Team's final andit recommendations and conclusions to ensure that they are understood.  Note: these recommendations and conclusions may not be agreed by the auditee; and, this disagreement doesn't change the outcome

  • Compliments to be paid

  • It's ok to say complimentary words as long as they don't single out individuals (no personalizing)

  • Auditee representation want to hear what they have done well as well as not well!

  • Address any questions 

    • It is essential to ask for any questions as:

      • Representatives may have some final closing concerns or queries 

      • Sometimes representatives simply wish to discuss the future

  • Agree follow-up

  • This is the time to explain to the Auditee the Auditing Authority's response requirements, plus the potential follow-up activities.

  • Secure signatures

  • Only the Team Leader is required to sign and date the Audit Report.  However, the Audit Report often has a place for the Auditee's Management Representative to sign (Note: that this is optional and that the absence of the Auditee representative's endorsement / signature does not invalidate the report or the process.