Part 145 Repair Station Audit Prep Checklist

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14 critical items still open - these are the highest-risk gaps.

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Manuals and procedures

Repair station manual or exposition is current and matches how work is actually doneCRITICALQuality manual or procedures reflect the latest revision of the applicable regulationsCRITICALList of effective pages and revision records are controlledCapability list or scope of approval is up to date and each item has the needed data and toolsCRITICALChanges to the organisation or facilities have been notified as requiredProcedures for contracted and subcontracted work are defined and followedProcedure for use of current maintenance data is followed at the point of workCRITICAL

People and training

Personnel list with roles and authorisations is currentCRITICALCertifying staff authorisations are valid, in scope and not expiredCRITICALInitial and recurrent training records are completeHuman factors training is recorded and in dateCompetence assessment is documented for each authorisationRequired qualified staffing for the work in progress is demonstratedTraining in the use of the quality system and reporting is recorded

Tooling, equipment and facilities

Calibration register is current and no tool is overdueCRITICALTools are labelled with calibration status and due dateSpecial tools required by the data are available or controlled via loanOut of tolerance findings from calibration were assessed against work doneCRITICALHangar, shop and storage conditions meet the requirements of the workEnvironmental controls and monitoring records exist where the process needs themHousekeeping and foreign object damage controls are visible

Parts, materials and stores

Incoming inspection records show checks of documents and part conditionCRITICALParts and materials have release documents that meet requirementsCRITICALShelf life items are tracked and expired items are removedQuarantine area is segregated and quarantined items are recordedServiceable and unserviceable parts are tagged and separatedStorage conditions protect the parts from damage and contaminationProcedure for suspected unapproved parts is known to staff

Work records and release

Work orders show the task, data used and the person who did the workInspections and duplicate inspections are signed in the right orderCRITICALRelease documents are complete, correct and issued by authorised staffCRITICALRecords are retained for the required period and can be retrieved quicklyNon-routine findings are recorded and dispositionedAirworthiness Directive compliance is shown for work performed

Quality system and corrective actions

Internal audit programme covers all areas within the audit cycleCRITICALPrevious audit findings are closed with objective evidenceCRITICALCorrective actions address root cause and are verified for effectivenessOccurrence and defect reporting records are completeSupplier evaluation records are currentManagement review took place and its records are available

Critical items are those an auditor will most likely raise first. Resolve all unticked critical items before the audit date, then record the evidence location for each ticked item.

Audit evidence search

Optional review of how quickly you can retrieve records from your systems.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Assign each group to the person who owns the area, such as quality for manuals and corrective actions, stores for parts, and the training coordinator for people records. Ask them to tick an item only when they can show the evidence. Review unticked critical items in a weekly meeting until the audit date. Export the list to PDF at the end so the pre-audit review itself is on record.

Tick only with evidence in hand
Name an owner for each unticked item
Rehearse the retrieval of a few random records

Where findings usually come from

Most findings are not about missing procedures. They come from a gap between the written procedure and what staff do, a missed expiry date or a record that cannot be found in time. For that reason, spot checks beat document reviews. Pick a recent work order and follow it from induction to release, checking the data used, the parts fitted, the tools used and the people who signed. If the trail breaks anywhere, the audit would find it too.

Common mistakes

Teams often start preparing a week before, discover systemic gaps and patch them with paperwork, which auditors recognise quickly. Another mistake is closing a corrective action with a retraining note instead of fixing the cause. Make sure each action addresses why the problem occurred, check later that it worked, and keep the evidence where the auditor can find it. This list is a general aid and does not replace the requirements of your regulation or your approved system.

Do not backdate records
Verify, do not just close, corrective actions
Confirm requirements with your authority

Frequently Asked Questions

Does this work for both FAA and EASA?

It covers topics common to both, such as manuals, authorisations, tooling and records. The regulatory text differs, so check items against the specific rule set that applies to your approval, and add any local requirements.

How often should we run it?

Run it before any external audit and at least once per internal audit cycle. Some stations review the critical items monthly, because expiry dates and calibration status can lapse between audits.

Who should complete the checklist?

The quality manager usually coordinates it, but area owners should confirm their sections. An independent person, not the owner, should verify a sample of ticked items.

Is passing this checklist the same as passing the audit?

No. It is a preparation aid and cannot cover every requirement. Auditors may sample areas that you did not expect, so keep the whole system healthy, not only the items on the list.

If audit evidence lives in several systems, we can set up a private search over your records so owners can pull proof quickly and in a read-only way.

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Part 145 Repair Station Audit Preparation Checklist