Visit Compliance Sampling Checklist

If unannounced, confirm your internal approval and the reason for an unannounced visit.

Choose the sampling type to keep the visit focused and comparable across sites.

Use the current version only. If you cannot confirm, pause and request the correct version.

Example: 10 transactions, 5 temperature logs, 3 high-risk areas, 2 staff knowledge checks.

Bring the list of overdue actions to validate close-out on-site.

Avoid personal data in photos. If unavoidable, record the reason and follow your retention policy.

Include sign-in, restricted areas, and any safety briefings required on arrival.

Select the manager or responsible person you will brief on arrival and debrief at close-out.

Record any site-specific hazards or restrictions that affect where you can sample.

Keep it simple: what you will check, the evidence you need, and how findings will be handled.

Sampling only works if you see normal behaviour and normal conditions.

If yes, note what they are and why (e.g. staffing, equipment faults, unusual volume).

This helps compare visits and gives context if issues are time-specific (e.g. peak period).

Enter the total sample count completed during the visit.

Aim for a fair spread so the result reflects reality, not one moment or one person.

Critical controls are the steps that prevent serious harm, major loss, or legal breach.

Evidence can be a photo, a document reference, a system screenshot, or a clear note with time and location.

Count each distinct deviation from the standard. If a single root cause creates multiple findings, note that in your comments.

Calculate: (compliant checks ÷ total checks) × 100. If you cannot calculate on-site, estimate and confirm later.

Choose the real reason: unclear standard, training gap, time pressure, missing tools, system issue, or local workaround.

If yes, record what was fixed, by whom, and what evidence confirms it is now compliant.

Ask one simple ‘why’ question. If the answer is unclear, you have found a knowledge gap, not a motivation problem.

Examples: safety-critical control missing, legal or regulatory breach, safeguarding risk, or major security exposure.

Repeat issues usually mean the fix did not stick — or the standard is not workable as written.

Examples: broken equipment, missing materials, system outage, or insufficient trained cover.

Use your internal policy. When in doubt, escalate and document why.

Record names, times, actions taken, and any temporary controls put in place.

Cover: what was sampled, what was found, what was fixed, what remains open, and next steps.

If an action does not have an owner and due date, it is not an action — it is a hope.

List the 3–5 most important actions, including any immediate containment steps.

Choose the lightest follow-up that still removes guesswork.

Helps track effort and plan future sampling realistically.

Confirms the sampling was completed as recorded.

Confirms the debrief took place and actions were understood (not necessarily agreed).