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Get inspection-ready with a clear evidence checklist

Build a checklist of what an inspector is likely to ask for, mapped to your documents and owners, so gaps are fixed before anyone arrives.

Compliance officerIntermediate45 minAI assistantExcelOneDriveOutlook Calendar

When to use it

When an inspection or external audit is announced

Collect what you know
Gather the inspection notice, the standard or rules being inspected against, and last time's findings.
Draft the evidence checklist
Attach these to your AI assistant with this prompt.
Prompt to copyWe have a [type of inspection] by [regulator or body] on [date], against [standard or rules]. Last inspection findings: [paste]. Create an evidence checklist as a table: Requirement or area | Evidence the inspector is likely to ask for | Our document or record (leave blank for me) | Owner | Ready? (Yes / No / Partial) | Action and due date. Group by area. Add a separate list of likely interview questions for staff, and highlight anything linked to last time's findings. Don't assume we comply; this is a checklist to fill in.
Fill in your side
Copy the table into Excel on OneDrive, add your own document references and owners, and check the requirements against the actual standard.
Close the gaps
Book short check-ins in Outlook Calendar with owners each week until the inspection, and update the Ready column as items are fixed.
Brief the team
Ask the AI to turn the staff questions into a one-page briefing note, then review it so it's accurate and honest about how you work.

Never coach staff to give scripted answers; the briefing is to help them find and explain the real evidence.
Don't paste confidential submissions, customer details or personal data into a public AI tool unless your organisation allows it.