Report with Covering Letter to Company
Any corrective actions to be taken
Time limits for implementing them
Exchange of reports
Regulatory measures if not implemented
After the report has obtained supervisory approval, it should be sent with a covering letter to the company management. As said earlier, this should be done not later than 4 weeks after the inspection, earlier if possible. If the report concludes that improvements and corrective actions need to be implemented, these can be summarized in the letter or pointed out in the report.
Time limits for carrying them out should be given, and the consequences of not doing so can be pointed out. (Corrective actions and time limits should have been discussed in the exit meeting, but a formal, written statement should be made when the report is sent to the company).
Inspection reports are normally treated as confidential documents, depending on national legislation. However, under certain international agreements, reports are exchanged between regulatory authorities (e.g. mutual recognition agreements, memoranda of understanding or signatories to co-operation schemes).