How to Handle Inconsistencies Found During a Food Safety Audit

Key Takeaways

• Stay calm and professional when inconsistencies are discovered during an audit—auditors expect to find something.
  
  

• Understand the scope and potential impact of the issue before jumping to solutions.
  
  

• Document everything: immediate fixes, root causes, and verification steps.
  
  

• Use audit findings as a chance to strengthen your system and improve food safety culture.
  
  

• Digital tools help centralize responses, simplify tracking, and prepare your facility for future audits.

  
  

Even with the most thorough preparation, inconsistencies can crop up during a food safety audit. A missing log, an out-of-date training record, or a process that doesn’t match the SOP—these things happen. The question is: what do you do next?

How you handle inconsistencies during an audit can mean the difference between a minor finding and a major issue. It also reflects your team’s maturity, transparency, and overall commitment to food safety.

Here’s how to respond calmly, constructively, and strategically when inconsistencies are uncovered.

1. Stay Calm and Professional

First and foremost, don’t panic. Auditors expect to find something—it’s their job. Your job is to:

• Acknowledge the issue
  
  

• Avoid making excuses
  
  

• Commit to investigating and correcting it
  
  

Professionalism and transparency go a long way toward building trust with auditors.

2. Understand the Scope of the Inconsistency

Not all findings carry the same weight. Ask clarifying questions:

• Is this a critical control failure or a documentation gap?
  
  

• Does it affect product safety or just procedural accuracy?
  
  

• Is it isolated or part of a broader trend?
  
  

Understanding the severity helps you respond appropriately.

3. Investigate the Root Cause

If the inconsistency is valid, start a basic root cause analysis:

• Was it a one-time oversight or a recurring problem?
  
  

• Was the issue due to training, system limitations, or unclear procedures?
  
  

• Is there evidence of similar lapses elsewhere?
  
  

Avoid quick fixes until you know what caused the breakdown.

4. Document Your Findings and Immediate Actions

Even if your long-term corrective plan will take time, document what you’re doing now:

• Contain any affected product if applicable
  
  

• Retrain staff on the correct procedure
  
  

• Fix the immediate gap (e.g., update a form, repair equipment)
  
  

This shows the auditor you're taking the issue seriously and not waiting until after the audit to act.

5. Plan and Implement a Corrective Action

Develop a corrective and preventive action (CAPA) plan:

• Define what you’ll do to fix the problem
  
  

• Set a timeline and assign responsibility
  
  

• Include follow-up verification steps
  
  

Your CAPA should address both the immediate fix and the underlying cause.

6. Communicate Internally

Let your team know what was found and how it’s being handled:

• Reinforce that the goal is improvement, not blame
  
  

• Provide guidance if procedures are being updated
  
  

• Share wins when things are corrected and verified
  
  

Audits can be a teaching moment—use them to build food safety culture.

7. Follow Up After the Audit

Most auditors will issue a report after the inspection. Be proactive:

• Review the full list of findings with your leadership or QA team
  
  

• Submit your response on time, with supporting documentation
  
  

• Track corrective actions to closure
  
  

If you’re using digital systems like Protocol Foods, link all audit findings to tasks, updates, and records so that follow-up becomes part of your daily workflow.

8. Use Findings to Strengthen Your System

Inconsistencies often reveal bigger opportunities for improvement:

• Does your documentation system need to be more centralized?
  
  

• Are your SOPs overly complex or unclear?
  
  

• Could more frequent internal audits catch issues earlier?
  
  

Rather than fixing a single point, look at how the system can evolve.

9. Prepare for the Next Audit with These Learnings

Every audit—good or bad—should leave you more prepared for the next one. Use what you’ve learned to:

• Update your internal audit checklist
  

• Adjust training and refresher schedules
  
  

• Improve your readiness with real-time task tracking and record access
  
  

Auditors notice growth. When you show that your facility improves from one audit to the next, you build long-term credibility.

Keep It Transparent, Keep It Documented

Handling audit inconsistencies isn’t about perfection—it’s about accountability. Being honest about what went wrong and showing a clear path to resolution earns more respect than pretending nothing happened.

With food safety software in place, your team can flag, fix, and follow through on issues with full traceability—no binders, no guesswork. And when the next audit rolls around, you won’t just be ready—you’ll be better.

FAQs

What’s the most common cause of inconsistencies in audits?

Often, it’s either documentation that doesn’t match actual practices, or lapses in recordkeeping. Both can be resolved with better training and digital tools.

Should we contest audit findings we believe are wrong?

Yes—but respectfully. Provide evidence, documentation, or clarification if you think the finding is inaccurate.

How fast do we need to respond to audit findings?

This depends on the audit body, but typically within 15–30 days. Check your audit report for response deadlines.

Do all inconsistencies require formal CAPAs?

Not necessarily. Minor issues may just need correction. Significant or repeat issues should be addressed with a CAPA.

Can digital systems help manage audit follow-ups?

Absolutely. Software allows you to track tasks, store documents, assign responsibilities, and generate status updates on all audit-related actions.