Audit Confirmation Request Email Sample: A Detailed Guide

Source www.pinterest.co.uk An audit confirmation request email is a formal request sent by an auditor to a third party, such as a bank, customer, or vendor, to verify the accuracy of information provided by the auditee. These requests are commonly used during an audit to gather evidence and ensure the reliability of financial records. The email typically includes details about the specific information being requested, the due date for the response, and instructions on how to submit the confirmation. It’s crucial to craft a clear and concise confirmation request email that effectively communicates the required information. This helps streamline the audit process and ensures timely and accurate responses from the third parties involved.

Best Structure for Audit Confirmation Request Email

When requesting audit confirmation from stakeholders, it’s crucial to craft a clear and concise email. Here’s an ideal structure to follow:

Subject Line:

• Use a specific subject line, e.g., “Audit Confirmation Request for [Period Covered]”

Salutation:

• Address the recipient formally, e.g., “Dear [Recipient Name]”

Introduction:

State the purpose of the email, e.g., “This email is to request your confirmation of the following audit information:”

Details of Audit Information:

Clearly outline the specific information being requested, such as:

Information Type	Period Covered	Additional Details
Accounts Receivable	January 1, 2023 – March 31, 2023	Include details about specific invoices or accounts
Inventory	March 31, 2023	Specify locations or types of inventory
Bank Balances	March 31, 2023	List relevant bank accounts

Confirmation Request:

• Politely request the recipient’s confirmation or any corrections to the provided information
• Use a clear call-to-action, e.g., “Please confirm the accuracy of this information by replying to this email with your signature”

Follow-Up and Contact Information:

Indicate a deadline for response, e.g., “Kindly respond by [Date]”

Provide contact information for any queries or clarifications

Thank You:

• Express gratitude for the recipient’s time and cooperation

Sample Audit Confirmation Request Emails

When conducting audits, it is common practice to request confirmation from third parties to verify the accuracy of financial information provided by clients. Here are seven sample audit confirmation request emails that can be customized for different purposes:

Customer Account Balance Confirmation

Dear [Contact Name],

We are conducting an audit of [Client Name] for the year ended [Date]. We would appreciate it if you could confirm the following information as of [Date]:

• Your account number with [Client Name]
• The current balance of your account

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Bank Account Verification

Dear [Contact Name],

We are performing an audit of [Client Name] for the period ending [Date]. As part of our audit procedures, we would like to confirm the following information regarding your bank account:

• Bank name
• Account number
• Current balance
• Account type (e.g., checking, savings)

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Loan Balance Inquiry

Dear [Contact Name],

We are auditing the financial statements of [Client Name] as of [Date]. We would like to request confirmation of the following information regarding the loan outstanding between your organization and [Client Name]:

• Loan amount
• Current balance
• Maturity date
• Interest rate

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Inventory Confirmation

Dear [Contact Name],

We are conducting an audit of [Client Name]’s inventory as of [Date]. We would appreciate it if you could confirm the following information:

• A list of all inventory items held by your company for [Client Name]
• The quantities and descriptions of the items
• The location of the inventory

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Legal Matters Confirmation

Dear [Contact Name],

We are conducting an audit of [Client Name]’s legal matters. We would appreciate it if you could confirm the following information:

• Any pending or threatened legal actions against [Client Name]
• Any potential liabilities or claims that [Client Name] may be facing

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Receivables Confirmation

Dear [Contact Name],

We are conducting an audit of [Client Name]’s receivables as of [Date]. We would appreciate it if you could confirm the following information:

• A list of all outstanding receivables owed to [Client Name] as of [Date]
• The amounts and aging of the receivables

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

Payables Confirmation

Dear [Contact Name],

We are conducting an audit of [Client Name]’s payables as of [Date]. We would appreciate it if you could confirm the following information:

• A list of all outstanding payables owed by [Client Name] as of [Date]
• The amounts and aging of the payables

Please respond by [Date] to the following email address: [email protected].

Thank you for your cooperation.

Sincerely,

[Your Name]

What is an Audit Confirmation Request Email Sample?

An audit confirmation request email sample is a template or example of an email that an auditor sends to a client or third party to request confirmation of specific information or data as part of an audit process. The purpose of this email is to obtain written verification or clarification of financial and non-financial information relevant to the audit. The email typically includes a summary of the requested information, the purpose of the audit, and any relevant deadlines or instructions for the recipient.

Thanks for sticking with me through this one! I hope you found this email confirmation template helpful. If you ever need to send one of these out, feel free to come back and use this as a guide. In the meantime, be sure to check out our other articles on all things accounting and finance. Until next time!