The whole inspectorate should have a consistent style for inspection reports that is used by everyone (using a standard format). Here are a few suggestions on making the report readable and effective:

Use the past tense: “It was observed...” or “It was noted that...”

Keep it simple and based on fact - it is not necessary to complicate the report. There is no room for opinion or ambiguities - remember the specifics that we discussed earlier when referring to documents, products or equipment.

Provide a summary - covering your general impression of the company and your assessment of whether they achieve compliance with GMP. In particular, refer to specific incidents of non-compliance.