Audit Confirmation Email Sample: Essential Guide for Confirming Financial Information
Audit confirmation emails, an essential part of the audit process, serve as official requests from auditors to entities external to the company being audited. These emails seek confirmation of account balances and other relevant information, aiding auditors in verifying the accuracy and completeness of the financial statements. Internal auditors, external auditors, auditees, and audit clients are closely involved in the exchange of audit confirmation emails. This article provides a comprehensive guide to audit confirmation email samples, empowering auditors with the knowledge and resources needed to effectively carry out this crucial aspect of the audit process.
The Ideal Structure for an Audit Confirmation Email
An effective audit confirmation email is crucial for obtaining accurate and timely responses from auditors. Here’s a comprehensive guide to the ideal structure:
Subject
* Include the purpose of the email clearly.
* Example: “Audit Confirmation Request for [Entity Name] Fiscal Year [Year]”
Greeting
* Address the auditor directly by name.
* Use a professional and cordial tone.
* Example: “Dear [Auditor’s Name],”
Introduction
* State the purpose of the email briefly.
* Mention the period under audit.
* Example: “We are writing to request an audit confirmation for our financial statements for the fiscal year ended [Date].”
Confirmation Request
* Specify the following information:
* Entity name
* Date range
* Contact information (email, phone, address)
* Request that the auditor confirms the following information:
* Accounts receivable
* Accounts payable
* Inventory
* Provide a deadline for the response.
Supporting Documents
* Attach any relevant supporting documents, such as:
* Draft financial statements
* Aging schedules
* Reconciliation statements
Response Options
* Provide clear instructions on how the auditor can respond.
* Offer multiple response options, such as:
* Online form
* Email
* Mail
Appreciation
* Express gratitude for the auditor’s cooperation.
* Example: “We appreciate your prompt attention to this matter.”
Closing
* Provide contact information for further clarification.
* Use a professional closing.
* Example: “Please do not hesitate to contact us if you have any questions. Sincerely,”
* Use clear and concise language.
* Keep the email well-organized.
* Proofread carefully before sending.
* Allow ample time for the auditor to respond.
Audit Confirmation Email Samples
Request for Accounts Receivable Confirmation
Dear [Auditor’s Name],
We are writing to request your confirmation of our accounts receivable balance as of [Date]. As part of our annual audit, we require independent verification of the accuracy of this balance.
Please use the enclosed confirmation form to review and respond. We request the following information:
- Confirmation of the accounts receivable balance as of [Date]
- Any outstanding customer disputes or adjustments that may affect the balance
We appreciate your cooperation and prompt response to our request.
Sincerely,
Confirmation of Inventory Existence
Dear [Auditor’s Name],
As part of our internal control procedures, we are confirming the existence of our inventory at our [Location] facility as of [Date]. We request your assistance in verifying the physical inventory count.
We request that you perform the following steps:
- Attend the inventory count on [Date] at [Time]
- Verify the accuracy of the inventory counts and reconcile them to our records
- Provide a report summarizing your findings
Your cooperation in this matter is greatly appreciated.
Sincerely,
Confirmation of Capital Expenditure Transactions
Dear [Auditor’s Name],
We are requesting your confirmation of our capital expenditure transactions for the year ended [Date]. This confirmation is part of our internal audit of our fixed asset accounting processes.
Please review the enclosed list of capital expenditure transactions and verify the following information:
- Description of the asset
- Date of acquisition
- Cost of acquisition
- Depreciation method and life
We appreciate your time and assistance in completing this confirmation.
Sincerely,
What is an Audit Confirmation Email Sample?
An audit confirmation email sample is a template or example of an email that is used to request confirmation from a third party about the accuracy of financial or accounting information. This email is typically sent by an auditor to a customer, vendor, or other entity that has provided the auditor with information during the course of an audit. The purpose of the email is to confirm the accuracy of the information provided and to obtain any additional information that may be needed to complete the audit.
The email should include the following information:
- The name of the auditor
- The name of the entity being audited
- The date of the request
- A description of the information being requested
- A deadline for responding to the request
- Contact information for the auditor
The entity being audited should respond to the email by providing the requested information. If the entity is unable to provide the information, it should explain why.
Audit confirmation emails are an important part of the audit process. They help to ensure the accuracy of the information that is used in the audit and to identify any potential issues that may需要 to be addressed.
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