Sample Email For Audit Notification: A Guide for Clarity and Compliance

Subject: Notification of Upcoming Audit

Dear [Recipient Name],

This email serves as notification that [Company Name] will be conducting an audit of [Specific Area/Department] starting on [Start Date]. The purpose of this audit is to [Briefly Explain the Audit’s Purpose – e.g., ensure compliance with financial regulations, review internal controls, etc.].

The audit will cover the period from [Start Date] to [End Date]. We anticipate that the audit will be completed by [Completion Date]. During this time, we will be requesting certain documents and information from you/your department, as outlined below:

• [List of requested documents or information]
• [List of requested documents or information]
• [List of requested documents or information]

We understand that audits can be time-consuming, and we appreciate your cooperation in providing the necessary information promptly. If you have any questions or require clarification, please do not hesitate to contact [Audit Contact Person] at [Contact Email] or [Contact Phone Number].

Thank you for your assistance.

Sincerely,

[Your Name/Audit Team]

Subject: Financial Audit Notification – [Department Name]

Dear [Recipient Name],

This email is to inform you of an upcoming financial audit of the [Department Name] department. The audit will focus on reviewing the financial records for the period of [Start Date] to [End Date]. The purpose of this audit is to ensure the accuracy, completeness, and compliance of our financial reporting with [Relevant Regulations/Standards].

We kindly request your assistance in preparing the following documents and information:

1. Bank Statements
2. Invoices and Receipts
3. General Ledger Entries
4. Payroll Records

The audit will be conducted by [Auditing Firm/Internal Audit Team Name] and is scheduled to begin on [Start Date]. The audit team will contact you shortly to schedule a meeting to discuss the audit process and answer any questions you may have. Please ensure all documents are available for review. We appreciate your cooperation.

If you have any questions, please contact [Audit Contact Person] at [Contact Email].

Thank you,

[Your Name/Audit Team]

Subject: Audit Notification and Document Request

Dear [Recipient Name],

This email serves as formal notification of an upcoming audit of the [Department Name]. The audit will cover the period of [Start Date] to [End Date] and will focus on [Specific Area of Audit].

Please prepare the following documents and make them available for the audit team by [Date]:

• [Document 1 – e.g., Sales Reports]
• [Document 2 – e.g., Purchase Orders]
• [Document 3 – e.g., Contracts]
• [Document 4 – e.g., Inventory Records]

The audit will commence on [Start Date]. The audit team will be [Names of Auditors]. We will keep you informed of the progress and any additional information needs.

If you have any questions, please contact [Contact Person] at [Email Address] or by calling [Phone Number].

Thank you for your cooperation.

Sincerely,

[Your Name/Audit Team]

Subject: Notification of IT Systems Audit

Dear [Recipient Name],

This email is to inform you of an upcoming audit of our IT systems. The audit will be conducted to assess the security, functionality, and compliance of our IT infrastructure. The audit will focus on the period of [Start Date] to [End Date].

We kindly request your cooperation during the audit process. The following areas will be reviewed:

• Network Security
• Data Backup and Recovery Procedures
• User Access Controls

The audit will begin on [Start Date] and is expected to conclude by [End Date]. The IT audit team will contact you in the next few days to schedule interviews and gather required information. Your assistance in this matter is greatly appreciated.

If you have any questions, please contact [IT Audit Contact Person] at [Contact Email] or [Phone Number].

Thank you,

[Your Name/Audit Team]

Subject: Audit Notification – Deadline for Document Submission

Dear [Recipient Name],

This email serves as a notification of an upcoming audit of the [Department Name], focusing on [Specific Area]. The audit will take place from [Start Date] to [End Date].

To facilitate the audit, we require you to submit the following documents by [Deadline Date]:

• [List of Documents]
• [List of Documents]
• [List of Documents]

Please send the documents to [Submission Email Address/Location]. Failure to submit the required documentation by the deadline may delay the audit process. We appreciate your prompt attention to this matter.

If you have any questions, contact [Contact Person] at [Email Address] or call [Phone Number].

Sincerely,

[Your Name/Audit Team]

Subject: Audit Notification – [Project Name] Audit

Dear [Recipient Name],

This email is to notify you of an upcoming audit focused on the [Project Name] project. The audit’s purpose is to evaluate the project’s progress, compliance, and financial management during the period of [Start Date] to [End Date].

We require your cooperation and ask that you prepare the following items for review:

• Project Plans and Schedules
• Budget and Expenditure Reports
• Meeting Minutes and Communications Logs

The audit will commence on [Start Date]. We encourage your cooperation to ensure a smooth and successful audit. The audit team will be in contact soon to schedule time for interviews and a document review. For further information, please contact [Contact Person] at [Email Address].

Thank you,

[Your Name/Audit Team]

[Your Company Letterhead]

[Date]

[Recipient Name]

[Recipient Title]

[Company/Department]

[Address]

Dear [Recipient Name],

This letter serves as formal notification of an upcoming audit of the [Department/Area] department/area. The audit will focus on [Specific Audit Area or Purpose] and will cover the period from [Start Date] to [End Date].

The audit will be conducted by [Audit Team/Auditing Firm]. We kindly request your full cooperation and assistance during this process. We will need access to the following:

• [List of Requested Items, e.g., Financial Records, Contracts, etc.]
• [List of Requested Items]
• [List of Requested Items]

We anticipate the audit to be completed by [Completion Date]. The audit team will contact you shortly to schedule meetings and provide additional details. We understand the importance of minimizing disruption. Your cooperation is greatly appreciated. If you have questions, contact [Contact Person] at [Email Address] or [Phone Number].

Sincerely,

[Your Name/Title]