In the context of inspections, what is an acceptable way to communicate discrepancies?

Documented communication to involved personnel is the best practice for conveying discrepancies during inspections because it ensures that clear, accurate, and traceable records are maintained. This form of communication allows for all relevant details regarding the discrepancies to be formally recorded, which can be referenced later. It promotes accountability, as involved personnel receive direct notification and guidance on how to address the issues identified during inspection.

Additionally, documented communication helps to avoid the potential misunderstandings that could arise from verbal communication in group settings, where not all parties may stay fully attentive or retain the information as intended. Unlike circular emails, which might spread information too broadly and include individuals not directly involved in the discrepancies, documenting directly to those affected keeps the focus where it is needed. Keeping matters confidential and private, while sometimes important in sensitive situations, lacks transparency and does not foster group accountability or improvement. Therefore, formal documentation strikes the right balance, facilitating communication and record-keeping essential in managing inspections and corrections.