Internal audit checklist: what to ask and how to record the answers

An internal audit checklist is the working document an auditor takes into a process: what to look at, what evidence proves it, and space to record what was actually found. Its purpose is not to confirm that everything is fine. It is to find, cheaply and early, the places where what people do and what the documents say have drifted apart.

The checklists that fail are the ones written as yes-or-no questions. "Is the procedure followed?" gets a yes every time. "Show me the last three times this was done, and let me compare them to the procedure" gets the truth, and takes about the same amount of time.

What each checklist line needs

• The requirement being tested, in plain language — from your own procedure, a contract, or a standard.
• The question the auditor asks, phrased to require evidence rather than assent.
• The evidence expected: a record, a log, a sample of outputs, an observation of the work happening.
• The sample size and how it is chosen. "Three recent examples, picked by the auditor" beats "an example", which will be the best one.
• Space for what was actually seen, including the identifiers of the records examined — a finding without a reference cannot be verified later.
• A conclusion per line: conforms, minor finding, major finding, or observation.
• Room for the auditee's comment, which often explains a finding and occasionally dissolves it.
• The follow-up: owner, agreed action and date, recorded at the time rather than reconstructed afterwards.

Audit the process, not the person. The wording of every question decides which one you get. "Why did you not follow the procedure?" produces defensiveness and a poor finding; "walk me through how this is done, and let us look at the last three" produces the real process, which is what you came for — and often reveals that the procedure is wrong rather than the person.

Running the audit

1. Pick a scope narrow enough to be done properly: one process, one shift, one site. Auditing everything shallowly finds nothing.
2. Read the procedure and the last audit's findings first, so you are testing against what is written and checking whether previous actions actually happened.
3. Give notice. Surprise audits look rigorous and mostly measure who is in the building.
4. Start by asking someone to walk you through the work as it is really done, then compare that to the document.
5. Sample records yourself rather than accepting the ones offered, and note the identifiers of everything you look at.
6. Raise findings against the requirement, not against a preference. If no requirement is breached, it is an observation.
7. Agree actions and owners before leaving the room, with dates.
8. Write the report within days while detail is fresh, and check the previous actions in the next audit — an audit programme whose findings are never followed up teaches everyone that it is theatre.

Findings that are worth raising

A good finding states the requirement, the evidence, and the gap — nothing more. "Procedure 4.2 requires calibration every six months; instrument 118 was last calibrated fourteen months ago per the calibration log" is a finding. "Calibration seems disorganised" is an opinion, and it will be argued with rather than fixed. Grade honestly: a systemic breakdown is a major finding even when it is uncomfortable, and a single lapse is a minor one even when it is annoying.

Ettex Forms is a practical way to run this: build the checklist as a form with one question per requirement, a short-answer field for what was seen, a dropdown for the conclusion, and a file-upload question for photographs or scanned records. Every completed audit lands in one searchable, timestamped inbox with a live summary and export to CSV or XLS, which means "show me every finding from the last four audits" is a filter rather than a hunt through folders. The procedures being audited live in Ettex Docs with comments and version history, the findings register with owners and due dates fits Ettex Records, and the audit schedule sits in Ettex Calendar.

Said plainly: Ettex has no audit module. There is no audit programme scheduler, no corrective-action workflow with automatic escalation, no linkage between a finding and a document, no reminder when an action falls due, and nothing here is certified against any standard. Forms gives you a structured, timestamped record of what was found; the programme is yours to run.

Why checklists produce nothing

• Yes-or-no questions, which are answered without anyone looking at anything.
• Copied wholesale from a standard, so the questions test clauses rather than your actual process.
• Samples chosen by the auditee, which measures their best work.
• No record identifiers, so a finding cannot be verified or reproduced.
• Findings graded by how awkward the conversation would be rather than by severity.
• Actions agreed and never checked, which is the fastest way to make the whole programme ceremonial.
• Reports written weeks later from memory, by which time the detail that made the finding real is gone.

An internal audit checklist is only as good as its questions and its evidence. Ask to be shown, sample yourself, record identifiers, grade honestly — and check last time's actions before you write this time's report.