ISO 19011:2018 Clause 6.2.2 Establishing contact with auditee

The audit team leader should ensure that contact is made with the auditee to:
a) confirm communication channels with the auditee’s representatives;
b) confirm the authority to conduct the audit;
c) provide relevant information on the audit objectives, scope, criteria, methods and audit team composition, including any technical experts;
d) request access to relevant information for planning purposes including information on the risks and opportunities the organization has identified and how they are addressed;
e) determine applicable statutory and regulatory requirements and other requirements relevant to the activities, processes, products and services of the auditee;
f) confirm the agreement with the auditee regarding the extent of the disclosure and the treatment of confidential information;
g) make arrangements for the audit including the schedule;
h) determine any location-specific arrangements for access, health and safety, security, confidentiality or other;
i) agree on the attendance of observers and the need for guides or interpreters for the audit team;
j) determine any areas of interest, concern or risks to the auditee in relation to the specific audit;
k) resolve issues regarding composition of the audit team with the auditee or audit client.

The audit team leader should ensure that contact is made with the auditee to confirm communication channels with the auditee’s representatives. Ensuring effective communication with the auditee is a crucial aspect of the audit process, and the audit team leader typically plays a key role in facilitating this communication. Here are some key points related to contacting the auditee to confirm communication channels:

  1. Initial Contact: The audit team leader should initiate contact with the auditee well in advance of the audit. This initial contact serves to introduce the audit team, discuss the audit objectives, and confirm the scope and timing of the audit.
  2. Communication Channels: The team leader should confirm and establish communication channels with the auditee’s representatives. This includes identifying key contacts, such as the person responsible for coordinating the audit on behalf of the auditee, and obtaining relevant contact information (email, phone numbers, etc.).
  3. Pre-Audit Meeting: It is common for the audit team leader to schedule a pre-audit meeting with the auditee. During this meeting, the team leader can discuss the audit plan, answer any questions the auditee may have, and ensure that both parties have a clear understanding of the upcoming audit.
  4. Documentation Request: If the audit involves the review of specific documents, records, or information, the team leader should communicate these requirements to the auditee in advance. This ensures that the necessary documentation is available for examination during the audit.
  5. Audit Schedule Confirmation: The team leader should confirm the audit schedule with the auditee, making sure that the timing is convenient and that all necessary personnel and resources will be available.
  6. Addressing Concerns: If the auditee has any concerns or constraints that may impact the audit process, the team leader should address these issues and work collaboratively to find solutions.
  7. Ongoing Communication: Throughout the audit, the team leader should maintain open and effective communication with the auditee. This includes providing updates on the audit progress, addressing any issues that arise, and ensuring that the auditee is informed of any findings or concerns in a timely manner.

By proactively confirming communication channels and establishing a good working relationship with the auditee, the audit team leader contributes to the overall success and efficiency of the audit process. Effective communication helps build trust and collaboration between the audit team and the auditee, fostering a constructive and cooperative audit environment.

The audit team leader should ensure that contact is made with the auditee to confirm the authority to conduct the audit. Confirming the authority to conduct the audit is a critical step in the audit planning process, and it is typically the responsibility of the audit team leader. This confirmation ensures that the audit team has the necessary permissions and access to carry out the audit effectively. Here are some key considerations:

  1. Permission to Audit: The audit team leader should formally communicate with the auditee to confirm that the audit is authorized. This confirmation may come from higher management or the relevant authority within the organization being audited.
  2. Audit Scope and Objectives: During the communication with the auditee, the team leader should review and confirm the audit scope and objectives. This helps in ensuring that the audit aligns with the organization’s goals and expectations.
  3. Access to Records and Personnel: The audit team leader needs to confirm that the audit team will have access to the necessary documents, records, and personnel during the audit. This involves discussing and clarifying any potential constraints or restrictions.
  4. Legal and Regulatory Compliance: Depending on the industry and jurisdiction, there may be legal or regulatory requirements governing audits. The audit team leader should ensure that the audit activities comply with relevant laws and regulations.
  5. Audit Plan Approval: If there are any changes to the audit plan or schedule, the team leader should communicate these changes to the auditee and obtain approval. This ensures transparency and collaboration throughout the audit process.
  6. Confidentiality and Security: The audit team leader may also discuss and confirm the confidentiality of information obtained during the audit. It’s important to address any concerns the auditee may have about the security of their sensitive data.
  7. Audit Entry and Exit Meetings: The audit team leader often conducts entry and exit meetings with the auditee. During the entry meeting, the team leader can reiterate the purpose of the audit, confirm the authority to conduct the audit, and address any immediate questions or concerns.

By confirming the authority to conduct the audit, the audit team leader establishes a clear understanding with the auditee and sets the stage for a cooperative and effective audit process. This communication also helps build trust and ensures that the audit is conducted in a professional and mutually agreed-upon manner.

The audit team leader should ensure that contact is made with the auditee to provide relevant information on the audit objectives, scope, criteria, methods and audit team composition, including any technical experts. Providing relevant information to the auditee is a critical aspect of the audit planning process, and it’s the responsibility of the audit team leader to ensure effective communication. Here are the key elements that the audit team leader should communicate to the auditee:

  1. Audit Objectives: Clearly articulate the goals and objectives of the audit. This helps the auditee understand the purpose of the audit and what the audit team aims to achieve.
  2. Audit Scope: Define the boundaries and extent of the audit. Clarify which areas, processes, or functions will be included in the audit and which ones will be excluded.
  3. Audit Criteria: Communicate the standards, regulations, or internal policies against which the auditee’s processes will be assessed. This helps the auditee understand the benchmark against which their performance will be evaluated.
  4. Audit Methods: Explain the methods and procedures that the audit team will use to gather evidence and assess compliance. This might include document reviews, interviews, observations, and other auditing techniques.
  5. Audit Team Composition: Provide information about the members of the audit team, including their roles and responsibilities. Highlight any specific expertise or qualifications that team members bring to the audit.
  6. Technical Experts: If the audit involves specialized technical areas, inform the auditee about any technical experts who will be part of the audit team. Explain their role and how they will contribute to the audit process.
  7. Audit Schedule: Share the planned schedule for the audit, including key dates such as the start and end of the audit, as well as any specific milestones or activities.
  8. Pre-Audit Meeting: Schedule a pre-audit meeting with the auditee to discuss the above points in detail. This meeting provides an opportunity for the audit team leader to address any questions or concerns the auditee may have and to ensure alignment between the audit team and the auditee’s expectations.

Clear and transparent communication of these aspects helps establish a cooperative and collaborative environment for the audit. It also ensures that the auditee is well-informed and prepared for the upcoming audit activities, fostering a more effective and efficient audit process.

The audit team leader should ensure that contact is made with the auditee to request access to relevant information for planning purposes including information on the risks and opportunities the organization has identified and how they are addressed. Requesting access to relevant information for planning purposes is a crucial step in the audit process, and the audit team leader is responsible for initiating this communication. Here are key points the audit team leader should consider when making this request:

  1. Formal Request: The audit team leader should formally request access to relevant information from the auditee. This request is typically documented and may be part of the initial communication between the audit team and the auditee.
  2. Scope of Information: Clearly specify the types of information needed for planning purposes. This may include documentation related to the organization’s management system, processes, policies, and procedures.
  3. Risks and Opportunities: Specifically request information on the risks and opportunities the organization has identified. Understanding how the organization addresses these risks and opportunities is crucial for the audit team to tailor their approach accordingly.
  4. Access to Key Personnel: Request access to key personnel within the organization who can provide insights into the identification and management of risks and opportunities. This may involve interviews or discussions with relevant individuals.
  5. Documentation: Ask for access to relevant documents, records, and data that demonstrate how the organization identifies, assesses, and addresses risks and opportunities. This may include risk registers, strategic plans, and other relevant documentation.
  6. Confidentiality Considerations: If the information being requested is sensitive or confidential, the audit team leader should address and confirm the confidentiality of the information and outline how it will be handled.
  7. Timeliness: Specify the timeline within which the audit team needs to receive the requested information. This ensures that the audit planning process stays on schedule.
  8. Preparation for the Audit: Emphasize that providing this information is essential for effective audit planning. It helps the audit team gain a comprehensive understanding of the organization’s context and facilitates a more focused and relevant audit.
  9. Communication Channels: Confirm the communication channels through which the information will be shared. This may include electronic document sharing systems, secure email, or other agreed-upon methods.

By proactively requesting access to relevant information, including details on risks and opportunities, the audit team leader ensures that the audit is well-informed and aligned with the organization’s context. This information is crucial for developing a tailored audit plan that addresses the key areas of focus and provides value to both the auditee and the audit team.

The audit team leader should ensure that contact is made with the auditee to determine applicable statutory and regulatory requirements and other requirements relevant to the activities, processes, products and services of the auditee. Determining applicable statutory and regulatory requirements, as well as other relevant requirements, is a crucial step in the audit planning process. The audit team leader plays a key role in establishing contact with the auditee to gather this information. Here are important considerations for this aspect of the audit:

  1. Initial Communication: The audit team leader should initiate contact with the auditee to discuss and gather information regarding applicable statutory and regulatory requirements. This communication may be part of the early stages of audit planning.
  2. Scope of Requirements: Clearly define the scope of the requirements to be considered. This includes statutory and regulatory requirements specific to the industry, location, and nature of the auditee’s activities.
  3. Legal and Regulatory Compliance: Request information on how the auditee ensures compliance with applicable laws, regulations, and other legal requirements. This may involve documentation of compliance processes and systems.
  4. Documentation Review: Ask for access to relevant documents that demonstrate the auditee’s compliance with statutory and regulatory requirements. This may include permits, licenses, certificates, and other relevant documentation.
  5. Industry Standards: In addition to legal requirements, inquire about industry-specific standards, guidelines, or codes of practice that the auditee follows. These may be voluntary but are relevant to assessing the organization’s performance.
  6. Changes in Requirements: Discuss any recent changes in statutory or regulatory requirements that may impact the auditee’s operations. This information is essential for the audit team to assess the organization’s adaptability and responsiveness to changes.
  7. Identification of Responsible Personnel: Determine the key personnel responsible for monitoring and ensuring compliance with statutory and regulatory requirements. This may involve discussions with relevant managers or compliance officers within the organization.
  8. Timeframe for Compliance Checks: Discuss the timeframe for which compliance with statutory and regulatory requirements will be assessed during the audit. This helps in aligning audit activities with the auditee’s business processes.
  9. Confidentiality Considerations: Address any confidentiality concerns related to sharing information on compliance with legal and regulatory requirements. Confirm how sensitive information will be handled during the audit.

By actively engaging with the auditee to determine applicable statutory and regulatory requirements, the audit team leader ensures that the audit is comprehensive and focused on key areas of legal and regulatory compliance. This information is integral to the audit planning process and sets the foundation for assessing the auditee’s conformity with external requirements

The audit team leader should ensure that contact is made with the auditee to confirm the agreement with the auditee regarding the extent of the disclosure and the treatment of confidential information. Confirming the agreement with the auditee regarding the extent of disclosure and the treatment of confidential information is a critical step in the audit process. Maintaining confidentiality and handling sensitive information appropriately are essential for building trust between the audit team and the auditee. Here are key considerations for the audit team leader when making contact to confirm these aspects:

  1. Confidentiality Agreement: Discuss and confirm with the auditee the need for a confidentiality agreement or non-disclosure agreement (NDA). This agreement outlines the terms and conditions under which sensitive information will be shared and handled during the audit.
  2. Scope of Disclosure: Clearly define the extent of information that will be disclosed during the audit. Specify which documents, records, and data will be shared with the audit team and any limitations on the use of such information.
  3. Sensitive Areas: Identify specific sensitive areas or information that require special handling. This could include proprietary processes, trade secrets, financial data, or any other information that the auditee considers confidential.
  4. Treatment of Confidential Information: Discuss and agree on the procedures and protocols for handling confidential information. This includes how the audit team will store, access, and protect the confidentiality of the information throughout the audit process.
  5. Access to Specific Personnel: Confirm whether there are restrictions on which members of the audit team can access certain confidential information. This may be relevant if technical experts or specialists are involved in the audit.
  6. Legal and Ethical Obligations: Ensure that both parties are aware of and agree to comply with any legal and ethical obligations related to the handling of confidential information. This may include applicable privacy laws and professional codes of conduct.
  7. Return or Destruction of Information: Discuss the procedures for returning or securely disposing of confidential information once the audit is completed. Clarify the timeline for such actions and any conditions for retention.
  8. Communication Channels: Confirm the communication channels through which confidential information will be shared. This may include secure document-sharing platforms, encrypted emails, or other agreed-upon methods to prevent unauthorized access.
  9. Auditee’s Concerns: Address any concerns or questions the auditee may have about the handling of confidential information. Open communication ensures that both parties are comfortable with the arrangements.
  10. Documentation of Agreement: Document the agreement on confidentiality and the treatment of confidential information in writing. This helps in avoiding misunderstandings and serves as a reference point for both the audit team and the auditee.

By proactively confirming and documenting the agreement on confidentiality, the audit team leader helps establish a secure and transparent framework for the audit process. This approach fosters a collaborative and trusting relationship between the audit team and the auditee.

The audit team leader should ensure that contact is made with the auditee to make arrangements for the audit including the schedule. Making arrangements for the audit, including discussing the schedule, is a crucial step in the audit planning process. The audit team leader is responsible for initiating contact with the auditee to coordinate these arrangements. Here are key considerations for the audit team leader in this regard:

  1. Initiate Contact: The audit team leader should reach out to the auditee to initiate discussions about the upcoming audit. This contact is often made during the early stages of audit planning.
  2. Introduction and Purpose: Reiterate the purpose of the audit, introduce the audit team members, and provide an overview of the audit objectives and scope. This sets the stage for a clear understanding between the audit team and the auditee.
  3. Discussion of Schedule: Collaborate with the auditee to determine a mutually agreeable audit schedule. This includes specifying the start and end dates of the audit, as well as any key milestones or activities.
  4. Audit Duration: Confirm the expected duration of the audit. This information is important for both the audit team and the auditee to plan their resources and schedules accordingly.
  5. Pre-Audit Meeting: Schedule a pre-audit meeting with the auditee. This meeting provides an opportunity to discuss the audit plan in detail, address any questions or concerns, and ensure that both parties are aligned on expectations.
  6. Availability of Key Personnel: Ensure that key personnel from the auditee’s organization, including those who will be interviewed or involved in the audit process, are available during the scheduled dates.
  7. Access to Facilities and Documentation: Confirm access arrangements to the auditee’s facilities and any necessary documentation. This includes specifying the types of records and information that will be reviewed during the audit.
  8. Logistical Details: Discuss logistical details, such as meeting rooms, technical requirements, and any other arrangements that need to be in place for a smooth audit process.
  9. Changes to Schedule: Discuss how any changes to the audit schedule will be communicated and managed. This includes flexibility in case adjustments are needed during the audit.
  10. Confirmation of Arrangements: Send a confirmation email or document outlining the agreed-upon arrangements, including the audit schedule and any other relevant details. This provides a written record and reference for both parties.

By actively engaging with the auditee to make arrangements for the audit, the audit team leader helps ensure a well-coordinated and efficient audit process. Clear communication and collaboration at this stage set the foundation for a successful audit, fostering a positive working relationship between the audit team and the auditee.

The audit team leader should ensure that contact is made with the auditee to determine any location-specific arrangements for access, health and safety, security, confidentiality or other. Determining location-specific arrangements for access, health and safety, security, confidentiality, and other considerations is crucial for a smooth and effective audit. The audit team leader should initiate contact with the auditee to address these specific arrangements. Here are key points to consider:

  1. Access Arrangements:
    • Confirm the access points to the auditee’s facilities and areas that will be audited.
    • Discuss any security protocols for entering and exiting the premises.
    • Clarify any identification or clearance requirements for the audit team members.
  2. Health and Safety:
    • Inquire about health and safety procedures and protocols at the audit location.
    • Discuss emergency evacuation plans and assembly points.
    • Ensure that the audit team is aware of any specific health and safety requirements or hazards at the location.
  3. Security Measures:
    • Discuss any security measures in place at the auditee’s facilities.
    • Address any requirements related to the protection of sensitive information or assets.
    • Confirm how the audit team will comply with the auditee’s security policies.
  4. Confidentiality Protocols:
    • Reiterate and confirm the confidentiality agreement or any specific protocols related to the handling of confidential information.
    • Discuss how confidential information will be safeguarded during the audit.
    • Address concerns related to the protection of proprietary or sensitive data.
  5. Logistical Support:
    • Inquire about logistical support, such as meeting room arrangements, technical facilities, and any other resources needed for the audit.
    • Confirm the availability of necessary documentation and records for review.
  6. Communication Channels:
    • Establish clear communication channels for the duration of the audit.
    • Confirm contact points for both routine communication and addressing any urgent matters.
  7. Special Considerations:
    • Address any special considerations or requirements that may be specific to the location, industry, or nature of the auditee’s business.
    • Discuss any unique aspects that the audit team should be aware of during the audit.
  8. Compliance with Local Regulations: Ensure that the audit team is informed about and complies with any local regulations or requirements applicable to the audit location.
  9. Cultural Sensitivity: If the audit involves international locations, be mindful of cultural considerations and customs.
  10. Documentation of Arrangements: Document the agreed-upon location-specific arrangements in writing. This helps in avoiding misunderstandings and provides a reference for both the audit team and the auditee.

By proactively addressing location-specific arrangements, the audit team leader helps create a conducive environment for the audit. This ensures that the audit team can focus on the audit objectives while adhering to the specific requirements and considerations of the auditee’s location.

The audit team leader should ensure that contact is made with the auditee to agree on the attendance of observers and the need for guides or interpreters for the audit team. Coordinating the attendance of observers and determining the need for guides or interpreters is an important aspect of audit planning. The audit team leader should initiate contact with the auditee to address these considerations. Here are key points to consider:

  1. Identification of Observers:
    • Discuss and identify any individuals or representatives from the auditee’s organization who will be attending the audit as observers.
    • Clarify their roles and responsibilities during the audit.
  2. Agreement on Observer Participation:
    • Confirm the auditee’s agreement on the attendance of observers. Ensure that both parties understand the purpose of their presence and any limitations on their involvement.
  3. Communication Channels with Observers:
    • Establish clear communication channels with the observers. Provide information on how they can communicate with the audit team and participate in relevant discussions.
  4. Guides or Interpreters:
    • Discuss and assess the need for guides or interpreters, especially if the audit involves locations where language differences may be a challenge.
    • If language barriers exist, determine the languages spoken by the auditee’s personnel and arrange for interpreters as necessary.
  5. Roles of Guides or Interpreters:
    • Clarify the roles and responsibilities of guides or interpreters during the audit.
    • Ensure that they understand the importance of confidentiality and impartiality.
  6. Logistical Support for Observers and Guides:
    • Discuss any logistical support required for observers and guides, such as meeting spaces, access to documentation, or other resources.
    • Address any special arrangements needed for their participation.
  7. Communication with Observers and Guides:
    • Confirm how information and updates will be shared with observers and guides throughout the audit process.
    • Establish a clear communication plan to keep all relevant parties informed.
  8. Confirmation of Attendance:
    • Obtain confirmation from the auditee regarding the final list of observers and the availability of guides or interpreters.
    • Document this information for reference during the audit.
  9. Pre-Audit Meeting Considerations:
    • If applicable, include discussions about observers and interpreters in the pre-audit meeting with the auditee.
    • Ensure that any questions or concerns from the auditee regarding observer participation are addressed.
  10. Documentation of Agreements: Document agreements related to observer attendance and the need for guides or interpreters in writing. This helps in avoiding misunderstandings and serves as a reference for both parties.

By proactively addressing the attendance of observers and the need for guides or interpreters, the audit team leader helps create a transparent and collaborative environment for the audit. This ensures that all relevant stakeholders are informed and that the audit process runs smoothly.

The audit team leader should ensure that contact is made with the auditee to determine any areas of interest, concern or risks to the auditee in relation to the specific audit. Understanding the auditee’s areas of interest, concerns, and perceived risks is crucial for tailoring the audit process to address specific organizational needs. The audit team leader should actively reach out to the auditee to gather this valuable information. Here are key considerations for the audit team leader:

  1. Initiate Contact:
    • Reach out to the auditee to discuss their areas of interest, concerns, and perceived risks in relation to the specific audit.
    • This contact can be part of the early stages of audit planning.
  2. Discussion of Organizational Objectives:
    • Inquire about the auditee’s current organizational objectives and goals. Understanding these objectives provides context for the audit.
  3. Identification of Concerns and Risks:
    • Ask the auditee to identify any specific areas of concern or perceived risks related to the processes, products, or services being audited.
    • Discuss any challenges or issues they anticipate.
  4. Previous Audit Findings:
    • If applicable, discuss any previous audit findings or areas for improvement that the auditee would like the current audit to address.
    • Understand their efforts in addressing previous non-conformities.
  5. Strategic Initiatives:
    • Inquire about any ongoing or upcoming strategic initiatives that may impact the areas being audited.
    • Understand how these initiatives align with the audit objectives.
  6. Regulatory Changes or Compliance Issues:
    • Discuss any recent changes in regulatory requirements that may impact the auditee’s operations.
    • Inquire about their approach to staying compliant with relevant standards and regulations.
  7. Customer Expectations:
    • Understand the auditee’s perspective on meeting customer expectations.
    • Identify any specific customer requirements that should be considered during the audit.
  8. Areas of Improvement:
    • Discuss areas where the auditee believes there is room for improvement in their processes or systems.
    • Explore their proactive efforts to address these areas.
  9. Communication of Concerns:
    • Create an open and transparent communication channel where the auditee feels comfortable expressing their concerns and providing input.
    • Encourage a collaborative approach to the audit.
  10. Incorporation into Audit Plan: Use the gathered information to inform the development of the audit plan. Tailor the audit focus to address the specific interests, concerns, and risks identified by the auditee.
  11. Documentation of Discussions: Document the discussions regarding areas of interest, concerns, and risks for reference throughout the audit process.

By actively engaging with the auditee to understand their perspectives, the audit team leader ensures that the audit is not only compliant with standards but also addresses the specific needs and priorities of the auditee. This collaborative approach contributes to a more meaningful and effective audit process.

The audit team leader should ensure that contact is made with the auditee to resolve issues regarding composition of the audit team with the auditee or audit client. Resolving any issues regarding the composition of the audit team is crucial for ensuring a smooth and effective audit process. The audit team leader should proactively reach out to the auditee or audit client to address any concerns or issues related to the makeup of the audit team. Here are key considerations for the audit team leader:

  1. Initiate Contact:
    • Reach out to the auditee or audit client to discuss and resolve any issues or concerns related to the composition of the audit team.
    • This contact can be made during the early stages of audit planning or as soon as any issues arise.
  2. Understanding Concerns:
    • Inquire about specific concerns or issues raised by the auditee regarding the composition of the audit team.
    • Listen attentively to their perspective and seek to understand the root of the concerns.
  3. Clarification of Roles and Expertise:
    • Provide clarity on the roles and expertise of each member of the audit team.
    • Highlight the qualifications and experience that make each team member suitable for their assigned roles.
  4. Addressing Perceived Conflicts of Interest:
    • If concerns relate to potential conflicts of interest, provide information on how the audit team ensures objectivity and impartiality.
    • Share details on any safeguards in place to manage conflicts of interest.
  5. Team Member Qualifications:
    • Discuss the qualifications and credentials of the audit team members, emphasizing their competence in the relevant areas.
    • Address any specific qualifications or expertise required by the auditee.
  6. Flexibility in Team Composition:
    • Discuss the potential for adjustments to the audit team composition if feasible and if it addresses the concerns raised by the auditee.
    • Highlight any flexibility in the team structure.
  7. Communication Channels:
    • Establish clear communication channels for ongoing discussions regarding the audit team composition.
    • Encourage open dialogue to address any emerging concerns promptly.
  8. Collaborative Problem-Solving:
    • Work collaboratively with the auditee or audit client to find solutions to any issues related to the audit team.
    • Seek input and suggestions for resolving concerns.
  9. Documentation of Agreements:
    • Document any agreements or resolutions reached regarding the audit team composition.
    • Maintain a record of discussions and decisions made to ensure clarity and transparency.
  10. Continuous Communication:
    • Maintain continuous communication with the auditee throughout the audit process to address any evolving concerns or issues.
    • Foster a collaborative relationship that promotes effective problem-solving.

By actively addressing and resolving issues related to the audit team composition, the audit team leader helps establish a positive and collaborative environment for the audit. This approach ensures that the audit process is conducted with the cooperation and understanding of both the audit team and the auditee.

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