Email communication with external parties can be challenging for businesses, especially when it comes to maintaining accurate financial reporting. One tool that can alleviate this issue is an audit confirmation request email. This type of email is crucial in helping confirm account balances and transactions with external parties. It not only ensures the accuracy of financial reporting but also helps in mitigating fraud and errors.
Writing an audit confirmation request email might seem like a daunting task, but it doesn’t have to be. In this article, we’ll be providing you with a sample email that you can use as a starting point for your communication. Additionally, we’ll give you tips on how to customize the email to fit your business’s needs.
Whether you’re a business owner or an auditor, you can benefit from using this sample email. By following our guide, you’ll be able to streamline your communication with external parties and eliminate any misunderstanding. So, without further ado, let’s dive into the sample email and see how you can adapt it to your business’s requirements.
The sample email is available for you to use or edit as needed in the next section of this article.
The Best Structure for an Audit Confirmation Request Email Sample
When conducting an audit, one of the most important steps is sending confirmation requests to third-party entities, such as banks, customers, and vendors. These requests are vital because they provide evidence to support the transactions and balances listed in the audited entity’s financial statements.
However, it’s essential to craft these requests carefully to ensure that they are both comprehensive and clear. With that said, here’s an outline of the best structure for an audit confirmation request email sample:
1. Introduction
Begin the email by introducing yourself and your firm. Provide a brief explanation of why you are sending the email and what you are requesting. It’s important to ensure that the recipient understands the request’s purpose to avoid any confusion later on.
2. Request Details
In this section, provide a detailed description of what you need the recipient to confirm. Include specific transactions, account balances, or any other relevant information that needs confirmation. Ensure that you include all relevant details to avoid any back-and-forth communication.
3. Deadline for Response
Specify the date by which you need a response. It’s essential to provide a reasonable timeline for the recipient to provide confirmation and avoid any unnecessary delays in the audit process.
4. Contact Information
Include your contact information to ensure that the recipient knows how to contact you in case of any questions or concerns. Ensure that you provide an email address and phone number where you can be reached.
5. Thank You
End the email by thanking the recipient for their help and cooperation. Remember, auditing is a collaborative effort, and the success of the process depends on the cooperation and assistance of third parties.
Overall, a well-crafted audit confirmation request email sample can save time, streamline the audit process, and provide valuable evidence to support a company’s financial statements. Ensure that you follow the above structure to ensure that your confirmation requests are clear, concise, and comprehensive.
Audit Confirmation Request Email Samples
Confirmation Request for Audit of Accounts Payable
Dear Sir/Madam,
We kindly ask for your assistance in verifying the balance of our accounts payable as of December 31, 2021, which we have listed in our audited financial statements. Please confirm the said amount as accurate, and clarify any differences found during your review. Your response is expected by February 15, 2022.
Thank you for your cooperation. We truly appreciate your commitment to quality assurance.
Yours sincerely,
Signature
Confirmation Request for Audit of Revenue
Dear ABC Comptroller,
We kindly request your help in verifying the accuracy of our revenue account balance declared in our audited financial statements as of December 31, 2021. If possible, please send a confirmation letter that includes all revenues recorded by our company for the year in question. We would appreciate it if you could send your response by January 30, 2022.
We appreciate your valuable assistance in meeting our audit requirements. Please contact us if you have any questions or require additional information.
Best regards,
Signature
Confirmation Request for Audit of Receivables
Dear ABC Financial Director,
We kindly request that you confirm the balance of our accounts receivable (trade debtors) listed in our audited financial statements as of December 31, 2021. If any errors or discrepancies are discovered in your review, please report them to us as soon as possible.
We would be grateful if you could respond by February 15, 2022, so we can continue with our auditing process. Your assistance is highly appreciated.
Thank you very much for your time and consideration.
Yours sincerely,
Signature
Confirmation Request for Audit of Fixed Assets
Dear Sir/Madam,
Please help us to verify the balance of the fixed assets account listed in our audited financial statements as of December 31, 2021. Can you please communicate this confirmation in writing? Also, please report to us any improvements or significant discrepancies you may have discovered during your examination. Your response is expected by March 15, 2022.
Thank you for your continued cooperation and support throughout this audit process.
Best regards,
Signature
Confirmation Request for Audit of Inventory
Dear ABC Financial Manager,
We kindly request that you verify the balance of our inventory account listed in our audited financial statements as of December 31, 2021. If any discrepancies are discovered during your examination, please immediately report them to us. We would appreciate it if you could provide us with a confirmation letter by March 1, 2022, to meet our auditing requirements.
Thank you very much for your assistance and help throughout this process.
Warm regards,
Signature
Confirmation Request for Audit of Trade Payables
Dear ABC Accountant,
We kindly request that you help us verify our trade payables account balance as at December 31, 2021, as stated in our audited financial statements. Also, if you have any discrepancies found during your review, please report them as soon as possible. A written confirmation of the said amount is appreciated by February 28, 2022.
Thank you very much for taking the time to cooperate with us on this audit matter.
Sincerely,
Signature
Confirmation Request for Audit of Loans and Borrowings
Dear ABC Financial Director,
We kindly request that you verify the balance of our loans and borrowings listed in our audited financial statements as of December 31, 2021. If any discrepancies are discovered, we urge you to report them to us as soon as possible. Your response is appreciated by March 30, 2022.
We appreciate your assistance and support throughout this audit process. Thank you!
Best regards,
Signature
Audit Confirmation Request Email: Tips for an Effective and Professional Message
As a certified public accountant (CPA) or auditor, one of your essential tasks is to confirm account balances and transactions with third-party sources. Whether conducting a financial statement audit or a compliance audit, the confirmation process is critical in verifying the accuracy and completeness of the information presented to stakeholders. But how can you ensure that your audit confirmation request emails are effective, professional, and tailored to your audience?
Below are some tips to consider when crafting your audit confirmation request emails:
- Personalize the message: Instead of using a generic form letter, customize your email to your addressee. Address them by name and include details that show you have done your research on their company. This approach can help establish rapport and encourage a prompt response.
- Be clear and concise: Avoid using jargon or technical terms that may confuse or intimidate your addressee. Clearly state the purpose of your email, the account balance or transaction you are seeking confirmation for, and the deadline for a response. Provide specific instructions for how the recipient can respond to your request.
- Use an appropriate tone: Your email should convey a professional yet friendly tone. Avoid being overly formal or demanding, as this can put off your addressee and reduce the likelihood of a response. Instead, use a courteous tone that shows your appreciation for their time and cooperation.
- Include relevant attachments: Attach any necessary documents or forms that the addressee may need to complete to provide confirmation. Be sure to label each attachment clearly and provide any relevant instructions or guidelines for their completion.
- Provide follow-up instructions: In case you do not receive a response by the deadline provided, include clear instructions for any necessary follow-up communications. This should include the contact person at your organization and how to reach them.
- Proofread and edit: Before hitting send, make sure to proofread your email for any typos or grammatical errors. Additionally, ensure that all details are accurate and any necessary attachments are included. Finally, check that you have correctly addressed your addressee and that the tone is appropriate for a professional email message.
By following these tips, you can create an audit confirmation request email that effectively communicates your message and encourages a prompt response. Remember, the confirmation process is a critical component of your audit work, and you want to do everything possible to ensure that it is completed accurately and efficiently.
Audit Confirmation Request Email Sample
What is an audit confirmation request email?
An audit confirmation request email is a message sent by an auditor to a third party requesting confirmation of information necessary to complete an audit.
Who sends audit confirmation request emails?
Audit confirmation request emails are usually sent by auditors or audited organizations in order to confirm information relevant to an audit.
What information is typically requested in an audit confirmation request email?
The information requested in an audit confirmation request email can vary but typically includes financial information such as loans, accounts payable, inventory, and accounts receivable.
What should be included in an audit confirmation request email?
An audit confirmation request email should include the reason for the request, the specific information that is being requested, the time frame for providing the information, and the contact information of the person handling the request.
What is the importance of an audit confirmation request email?
An audit confirmation request email is important for ensuring that auditors have accurate and verifiable information upon which to base their audit findings and conclusions.
What should I do if I receive an audit confirmation request email?
If you receive an audit confirmation request email you should respond promptly and provide the requested information. It is important to make sure that the information you provide is accurate and verifiable
What happens if I don’t respond to an audit confirmation request email?
If you do not respond to an audit confirmation request email it may delay the audit process, and the auditor may need to resort to other means of obtaining the information.
Can an audit confirmation request email be sent to more than one person?
Yes, an audit confirmation request email can be sent to more than one person if the information requested is held by several departments or individuals within an organization.
Is there a deadline for responding to an audit confirmation request email?
Yes, there is typically a deadline for responding to an audit confirmation request email. This deadline is usually communicated in the email and is set to ensure that auditors receive the information they need in a timely manner.
Thanks for reading and happy auditing!
We hope this audit confirmation request email sample was helpful to you and gave you a better understanding of how to effectively communicate with external auditors. Remember to always be courteous, clear and concise in your emails. If you have any questions or comments, we’d love to hear from you. Keep checking back for more helpful tips on how to improve your audit process. Happy auditing!