I’ll admit something that might surprise you: most professionals panic when they receive their first audit notification. The racing heart, the sweaty palms, the immediate urge to call in sick for the next month – it’s all completely normal. After three decades of helping businesses handle audit communications, I’ve seen grown executives reduced to stammering teenagers when faced with auditor requests.
Here’s what those same executives wish they knew from day one: your email response to an audit can make or break the entire process. A well-crafted response demonstrates professionalism, shows cooperation, and can actually speed up the audit timeline. A poorly written one can trigger deeper scrutiny, create unnecessary friction, and turn a routine audit into a prolonged ordeal.
The emails you send during an audit aren’t just correspondence – they’re strategic communications that shape how auditors perceive your organization’s competence and integrity.
Audit Response Email Samples
These carefully crafted templates will help you respond professionally and effectively to various audit scenarios. Each email addresses specific situations you’re likely to encounter during the audit process.
1. Initial Audit Acknowledgment
Subject: Acknowledgment of Audit Notification – [Company Name]
Dear [Auditor’s Name],
Thank you for your letter dated [Date] regarding the upcoming audit of [Company Name] for the period [Time Period]. We acknowledge receipt of your audit notification and confirm our full cooperation with this process.
We have designated [Contact Person’s Name] as our primary point of contact for all audit-related communications. They can be reached at [Phone Number] or [Email Address]. Our team will ensure that all requested documentation and information are provided in a timely manner.
We appreciate your advance notice and look forward to working with your team to ensure a smooth and efficient audit process. Please don’t hesitate to contact us if you need any preliminary information or have questions about our operations.
Best regards,
[Your name and designation]
2. Document Request Response
Subject: Document Submission – Audit Request #[Number]
Dear [Auditor’s Name],
Per your request dated [Date], please find attached the following documents for your review:
• Financial statements for the period [Time Period] • General ledger entries for accounts [Account Numbers] • Supporting documentation for [Specific Items] • Bank reconciliations for [Month/Year]
All documents have been organized according to your specified format and are available in both hard copy and electronic format. We have also prepared a detailed index to help you locate specific items quickly.
Should you require any additional documentation or clarification on any of the submitted materials, please let us know immediately. We want to ensure you have everything needed for your review.
Sincerely,
[Sender’s name and role]
3. Request for Audit Schedule Extension
Subject: Request for Schedule Extension – Audit [Reference Number]
Dear [Auditor’s Name],
We are writing to request a brief extension for providing the documents outlined in your request dated [Date]. Due to [Specific Reason – system upgrade, key personnel absence, etc.], we need an additional [Number] days to compile the complete documentation.
We understand the importance of maintaining your audit timeline and sincerely apologize for any inconvenience this may cause. To demonstrate our commitment, we have already prepared 80% of the requested materials and can provide these immediately if helpful.
We anticipate having all remaining documents ready by [New Date]. Would this revised timeline work with your schedule? We’re happy to discuss alternative arrangements if needed.
Thank you for your understanding and flexibility.
Warm regards,
[Insert your name and title]
4. Clarification Request Response
Subject: Clarification Response – Audit Inquiry [Reference Number]
Dear [Auditor’s Name],
Thank you for your inquiry regarding [Specific Issue/Account/Transaction]. I’m pleased to provide the following clarification:
The transaction in question relates to [Detailed Explanation]. This was processed according to our standard procedures, which involve [Process Description]. The relevant supporting documentation includes [List of Documents], all of which have been previously submitted.
This type of transaction occurs [Frequency] and is governed by our [Policy/Procedure Name], a copy of which I’m attaching for your reference. The specific authorization for this transaction was provided by [Authorizing Party] on [Date].
I hope this explanation addresses your concerns. Please let me know if you need any additional information or would like to schedule a meeting to discuss this matter further.
Best regards,
[Your name and position]
5. Interim Audit Findings Response
Subject: Response to Interim Audit Findings – [Company Name]
Dear [Auditor’s Name],
We have carefully reviewed the interim findings you shared during our meeting on [Date]. Your observations regarding [Specific Areas] are well-taken, and we appreciate your professional approach to bringing these matters to our attention.
Regarding your findings, we would like to provide the following responses:
Finding #1: [Brief description] – We acknowledge this observation and have already begun implementing corrective measures. The new process will be fully operational by [Date].
Finding #2: [Brief description] – We respectfully disagree with this assessment based on [Reasoning]. We have prepared additional documentation to support our position and would welcome the opportunity to discuss this with you.
We are committed to addressing all valid concerns and will provide you with a formal corrective action plan by [Date]. Thank you for your constructive feedback.
Sincerely,
[Sender’s name and designation]
6. Employee Interview Coordination
Subject: Employee Interview Schedule – Audit [Reference Number]
Dear [Auditor’s Name],
Following our discussion about conducting employee interviews as part of the audit process, I have coordinated with the relevant staff members to arrange suitable meeting times.
The following employees are available for interviews:
• [Employee Name], [Position] – Available [Date/Time] • [Employee Name], [Position] – Available [Date/Time] • [Employee Name], [Position] – Available [Date/Time]
Each interview has been scheduled for approximately [Duration] in our conference room [Location]. All employees have been briefed on the audit process and understand their role in providing accurate information.
If any of these times don’t work for your schedule, please let me know and we can arrange alternative appointments. We want to ensure the interview process is convenient for everyone involved.
Thank you for your coordination on this matter.
Best regards,
[Your name and role]
7. System Access Provision
Subject: System Access Credentials – Audit Team
Dear [Auditor’s Name],
As requested, we have set up temporary system access for your audit team to review our electronic records. Please find the access details below:
System: [System Name] Username: [Username] Password: [Password] Access Level: Read-only Valid Through: [Date]
Your access includes the following modules: [List of Modules]. For security purposes, all system activity will be logged and monitored. Our IT department, led by [IT Contact Name], will be available to assist with any technical issues.
Please confirm receipt of these credentials and let us know once you have successfully logged in. We recommend changing the temporary password upon first login.
Should you encounter any difficulties or need access to additional areas of the system, please contact [IT Contact] immediately.
Regards,
[Insert sender’s name and designation]
8. Discrepancy Explanation
Subject: Explanation of Account Discrepancy – Audit Finding
Dear [Auditor’s Name],
Thank you for bringing the discrepancy in [Account Name/Number] to our attention. After conducting a thorough investigation, we have identified the source of this variance and can provide the following explanation:
The difference of $[Amount] resulted from [Detailed Explanation of Cause]. This occurred on [Date] when [Specific Event/Transaction]. The error was not detected during our monthly reconciliation process due to [Reason].
We have since implemented additional controls to prevent similar occurrences, including [List of New Controls]. These measures became effective on [Date] and have been tested to ensure their effectiveness.
Supporting documentation for this explanation, including [List of Documents], has been prepared and is available for your review. We apologize for any inconvenience this discrepancy may have caused during your audit process.
Please let us know if you need any additional information to resolve this matter.
Sincerely,
[Your name and title]
9. Audit Completion Acknowledgment
Subject: Audit Completion Acknowledgment – [Company Name]
Dear [Auditor’s Name],
On behalf of [Company Name], I want to express our sincere appreciation for the professional manner in which you and your team conducted our recent audit. Your thoroughness and attention to detail were evident throughout the process.
We found your insights and recommendations to be valuable and will be implementing the suggested improvements to strengthen our internal controls. Your feedback will help us enhance our financial reporting and operational efficiency.
The audit experience has been positive for our organization, and we appreciate the collaborative approach your team took in working with our staff. We look forward to receiving the final audit report and are committed to addressing any remaining recommendations.
Thank you once again for your professional service. We hope to work with you again in the future.
Best regards,
[Sender’s name and role]
10. Corrective Action Plan Submission
Subject: Corrective Action Plan – Audit Recommendations
Dear [Auditor’s Name],
Following the completion of our audit and your recommendations, we have developed a comprehensive corrective action plan to address the identified areas for improvement. Please find our detailed response below:
Recommendation #1: [Brief description] Proposed Action: [Detailed action plan] Responsible Party: [Name and position] Target Completion Date: [Date]
Recommendation #2: [Brief description] Proposed Action: [Detailed action plan] Responsible Party: [Name and position] Target Completion Date: [Date]
We have allocated the necessary resources and established a monitoring system to ensure timely implementation of these measures. Progress reports will be generated monthly, and we would be happy to share these with you if desired.
We believe these actions will significantly strengthen our control environment and appreciate your guidance in identifying these improvement opportunities.
Respectfully,
[Your name and position]
11. External Auditor Coordination
Subject: Coordination with External Auditors – [Company Name]
Dear [Internal Audit Team],
As we approach the annual external audit, we need to coordinate our efforts to ensure a seamless process. The external auditors from [Audit Firm Name] will be on-site from [Date] to [Date].
To facilitate their work, we have prepared the following:
• All financial statements and supporting documentation are ready for review • Key personnel schedules have been cleared for interviews • Conference room [Location] has been reserved for their exclusive use • System access credentials have been prepared and tested
We should schedule a brief meeting before their arrival to discuss any specific areas of focus and ensure our teams are aligned. This coordination will help us present a unified and professional front during the audit.
Please confirm your availability for a coordination meeting on [Date] at [Time]. Let me know if you have any questions or concerns that need to be addressed beforehand.
Thank you for your cooperation.
Best regards,
[Insert your name and designation]
12. Audit Delay Notification
Subject: Audit Process Delay – [Company Name]
Dear [Auditor’s Name],
I regret to inform you that we need to postpone the start of our scheduled audit due to [Specific Reason – emergency situation, system failure, key personnel unavailability, etc.]. This situation was completely unexpected and beyond our control.
We understand that this delay may impact your schedule and sincerely apologize for any inconvenience caused. We are working diligently to resolve the underlying issue and expect to be ready to proceed by [New Date].
In the meantime, we can provide you with [Available Documents/Information] to help maintain some momentum in the audit process. We are also prepared to discuss alternative arrangements if that would be helpful.
We will keep you updated on our progress and provide at least [Number] days’ notice when we are ready to proceed. Thank you for your patience and understanding during this challenging time.
Sincerely,
[Your name and role]
13. Audit Report Dispute
Subject: Formal Response to Audit Report – [Company Name]
Dear [Auditor’s Name],
We have carefully reviewed the draft audit report dated [Date] and appreciate the thoroughness of your examination. While we agree with most of your findings, we respectfully disagree with certain conclusions and would like to provide our formal response.
Specifically, we contest the finding related to [Specific Issue] as described on page [Page Number]. Our position is based on [Detailed Reasoning], and we have prepared additional documentation to support our view.
We believe that [Specific Interpretation/Application] should be considered, which would materially change the conclusion. We have consulted with [Professional Advisor/Legal Counsel] who concurs with our position.
We request a meeting to discuss this matter in detail and explore possible resolutions. We are committed to working collaboratively to reach a mutually acceptable conclusion.
We look forward to your response and the opportunity to discuss this matter further.
Respectfully,
[Sender’s name and title]
14. Audit Fee Discussion
Subject: Audit Fee Discussion – [Company Name]
Dear [Auditor’s Name],
Thank you for providing the audit fee proposal for our upcoming engagement. We have reviewed the estimated costs and timeline, and we appreciate the detailed breakdown you provided.
We understand the complexity of our audit and the expertise required to complete it effectively. However, we would like to discuss the possibility of optimizing certain aspects of the engagement to achieve cost efficiencies without compromising audit quality.
Some areas where we might achieve savings include [Specific Suggestions – reducing on-site time through better preparation, leveraging technology, etc.]. We believe these approaches could benefit both parties while maintaining the integrity of the audit process.
Would you be available for a brief meeting to discuss these possibilities? We value our relationship with your firm and want to find a solution that works for everyone.
Thank you for your consideration.
Best regards,
[Your name and designation]
15. Post-Audit Follow-Up
Subject: Post-Audit Follow-Up – Implementation Status
Dear [Auditor’s Name],
It has been [Time Period] since the completion of our audit, and I wanted to update you on our progress in implementing the recommendations from your report.
We have successfully completed the following actions:
• [Completed Action #1] – Implemented on [Date] • [Completed Action #2] – Implemented on [Date] • [Completed Action #3] – Implemented on [Date]
We are currently working on [Ongoing Actions] and expect to complete these by [Date]. One recommendation regarding [Specific Issue] has proven more challenging than anticipated due to [Reason], but we have developed an alternative approach that we believe will achieve the same objective.
We wanted to keep you informed of our progress and would welcome any feedback or suggestions you might have. Your recommendations have already resulted in improved efficiency and stronger controls.
Thank you again for your valuable insights and professional service.
Warm regards,
[Insert sender’s name and role]
Conclusion: Effective Audit Communication
The way you communicate during an audit process can significantly impact both the outcome and the overall experience for everyone involved. These email templates provide you with a solid foundation for professional, clear, and effective audit correspondence.
Each email serves a specific purpose in the audit journey, from initial acknowledgment through final follow-up. The key to successful audit communication lies in being proactive, transparent, and responsive to auditor needs while maintaining your organization’s professional standards.
Your audit responses should always demonstrate cooperation, competence, and integrity. When you communicate effectively, you not only facilitate a smoother audit process but also build positive relationships with auditors that can benefit your organization in future engagements.
Use these templates as starting points, but always customize them to reflect your specific situation, company culture, and the unique aspects of each audit. Clear, professional communication during audits isn’t just about compliance – it’s about showcasing your organization’s commitment to excellence and transparency.