Audit Confirmation Request Email Sample: A Guide to Professional Communication
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An audit confirmation is a formal request to an external party for information about a company’s financial or other records. The purpose of an audit confirmation is to provide the auditor with independent evidence to support the company’s financial statements. Confirmation can be done electronically, or via mail, or through fax. A request for confirmation may be sent to the following entities: banks, customers, vendors, lawyers, and other third parties.
Structure of an Audit Confirmation Request Email
An audit confirmation request email should clearly convey the information and be easy to understand. To ensure this, follow these guidelines:
Subject Line
- Keep the subject line concise and informative, such as "Audit Confirmation Request for [Company Name]."
Introduction
- Start with a polite greeting, such as "Dear [Contact Person Name]."
- Briefly introduce yourself and your organization.
- State the purpose of the email, which is to request the recipient’s confirmation of specific financial information.
Confirmation Details
- Clearly specify the information you need confirmed, such as account balances, transactions, or other relevant data.
- Include specific dates or time periods for the information requested.
- If necessary, provide supporting documentation or a list of specific questions to be answered.
Response Instructions
- Indicate the preferred method of response, such as email, phone, or online portal.
- Set a reasonable deadline for the recipient to respond.
- Provide clear instructions on how the recipient should provide the confirmation.
Thank You and Closing
- Express your appreciation for the recipient’s cooperation.
- State that you will contact them if you have any additional questions.
- End with a professional closing, such as "Sincerely."
Additional Elements
- Table: If there is a large volume of information to be confirmed, consider using a table to organize the data.
- List: Use a bullet list to summarize the key points of the request.
- Highlighting: Bold or underline important information to draw attention to it.
7 Sample Audit Confirmation Request Emails
Verification of Accounts Receivable
Dear [Recipient Name],
I hope this email finds you well.
We are currently conducting an audit of our accounts receivable as of [Date]. As part of this audit, we require confirmation of the balances outstanding from your company.
Could you please provide us with the following information:
- Outstanding balance as of [Date]
- Due date for any outstanding invoices
- Confirmation that the attached list of outstanding invoices is accurate
Thank you for your cooperation in this matter. We appreciate your timely response.
Best regards,
[Your Name]
Confirmation of Bank Balances
Dear [Bank Manager Name],
I am writing to request confirmation of the following bank balances for [Company Name] as of [Date]:
- Checking Account: [Account Number]
- Savings Account: [Account Number]
- Money Market Account: [Account Number]
Please indicate if any of these balances are subject to restrictions or liens.
Your prompt reply to this request is greatly appreciated. We thank you for your continued support.
Sincerely,
[Your Name]
Verification of Inventory
Dear [Inventory Custodian Name],
We are conducting an audit of our inventory as of [Date] and would appreciate your assistance in verifying the following information:
- On-hand inventory quantities for each item as of [Date]
- Confirmation that the attached inventory list is accurate
- Any adjustments or discrepancies that need to be made
We request that you count and verify the inventory physically and return the confirmation to us by [Date].
Thank you for your cooperation. Your prompt response will help us complete our audit efficiently.
Best regards,
[Your Name]
Confirmation of Fixed Assets
Dear [Recipient Name],
We are conducting an audit of our fixed assets as of [Date]. As part of this audit, we require confirmation of the following fixed assets that your company is holding in trust for us:
- Description of each asset
- Purchase date
- Original cost
- Current location
Please review the attached list of fixed assets and indicate if any changes or additions need to be made.
Thank you for your cooperation. Your timely response is appreciated.
Sincerely,
[Your Name]
Verification of Accounts Payable
Dear [Recipient Name],
We are conducting an audit of our accounts payable as of [Date]. As part of this audit, we require confirmation of the following information from your company:
- Outstanding balance as of [Date]
- Due date for any outstanding invoices
- Confirmation that the attached list of outstanding invoices is accurate
We request that you review the attached list carefully and provide any necessary adjustments or corrections.
Thank you for your assistance in this matter. We appreciate your prompt attention to this request.
Best regards,
[Your Name]
Confirmation of Loans and Borrowings
Dear [Bank Manager Name],
We are conducting an audit of our loans and borrowings as of [Date]. As part of this audit, we require confirmation of the following loans and borrowings from your financial institution:
- Loan account number
- Principal balance
- Interest rate
- Maturity date
Please also provide us with a statement showing any payments or transactions made on these loans since [Date].
Thank you for your cooperation. We appreciate your prompt response to this request.
Sincerely,
[Your Name]
Confirmation of Legal Compliance
Dear [Recipient Name],
We are conducting an audit of our legal compliance as of [Date]. As part of this audit, we require confirmation from your company regarding the following matters:
- Compliance with all applicable laws and regulations
- Any pending or threatened legal proceedings
- Any material изменений to your company’s legal structure or operations
Please provide us with a written response summarizing your company’s legal compliance.
Thank you for your cooperation. Your timely response is appreciated.
Sincerely,
[Your Name]
What is Audit Confirmation Request Email
An audit confirmation request email is a message sent by an auditor to an entity, seeking verification of information or documentation related to the audit process. This email typically serves as a formal request for specific information or evidence to support the auditor’s assessment of the entity’s financial statements or internal control systems.
Key Elements of an Audit Confirmation Request Email
- Subject Line: Clearly indicates the purpose of the email, such as "Audit Confirmation Request" or "Request for Documentation"
- Recipient Information: Details the name and contact information of the individual or entity being requested to provide the information
- Introduction: States the purpose of the request and the specific information or documentation being sought
- Body: Provides a clear and concise explanation of what the auditor is requesting, including details on the time period and specific items to be confirmed
- Response Instructions: Outlines the method and deadline for submitting the requested information
- Additional Information: May include details on how to access relevant documents or contact the auditor for further clarification
- Closing: Expresses appreciation for the recipient’s cooperation and provides contact information for further inquiries
Thanks for hanging out with me today! I hope this sample email sparks some inspiration for your next audit confirmation request. Don’t be a stranger – feel free to swing by again if you need more writing help. Catch you later!