146 The visiting group leader first informs the manager of institution about the short summary – impression about the situation in institution. The visiting group leader compliments on what is good, points out the serious omissions related to the position of persons deprived of liberty in the institution. According to the agreement, certain members of the visiting group, especially representatives of subgroups for specific areas, can directly point out to the management of the institution some of their specific observations. After that, the visiting group leader can ask from the manager additional information, clarification and supplementary documentation. Finally, the visiting group leader announces and explains further steps (sending of letter, report). (The visiting group leader can decide to exclude this phase) 5. 5.1. ACTIVITIES FOLLOWING VISIT TO THE INSTITUTION LETTER TO THE INSTITUTION AFTER THE VISIT Following the visit, a courteous thank-you letter is sent to the institution (five days after the visit the latest) If necessary, additional information, clarification or documentation is required in the letter. The letter is delivered to the institution by the visiting group leader with technical support of the administrative secretary. 5.2. GROUP MEETING, EXCHANGE OF INFORMATION AND AGREEMENT ON DRAFTING OF REPORT Meeting of all member of the visiting group takes place. The meeting is managed by the visiting group leader. During meeting impressions are exchanged and major problems or positive aspects in the institution detected. Comparison of observations with previous reports findings is made. The concept of report is determined. Areas of the report are identified and drafting of sections of report assigned to subgroups for specific areas. The deadline for drafting of sections of report by subgroups is determined as well as the deadline for drafting of the complete report. The meeting is presided by the visiting group leader with technical assistance of the administrative secretary. 5.3. DRAFTING OF SECTIONS OF REPORT AND COMPILATION OF THE FULL REPORT Subgroups for specific areas draft their sections of report. Managed by its leader, the visiting group drafts the complete report. Filled-in questionnaires, obtained copies of documentation and notes of the visiting team members represent the foundation for drafting of the report.