Sample letter to announce an internal audit
Dear All,
As part of our continuous efforts to improve the quality of work in the organization, a planned internal routine audit has been scheduled to take place on [5 August 2019].
The audit comes with some specific goals in mind:
1) Raising the quality of the work.
2) Reducing overhead
3) Identifying bottlenecks
4) Other goals
The audit will commence at 9 AM according to the below schedule:
1) 9 AM: HR Department
2) 12 PM: Accounting
3) ....
We kindly request for your complete cooperation with the audit team.
Should you have questions or concerns, please contact me.
Best Regards
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Internal Or External Audit Notification Letter
[Your Company Letterhead]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Address]
[City, State, Zip Code]
Subject: Notification of Internal/External Audit
Dear [Recipient's Name],
I hope this letter finds you well. We are writing to inform you about an upcoming internal/external audit at [Your Company Name]. This audit is an essential part of our commitment to maintaining the highest standards of operational efficiency, compliance, and financial integrity.
The purpose of the audit is to thoroughly assess and evaluate our internal processes, financial records, and adherence to regulatory guidelines. The audit will be conducted by [Name of the Audit Firm], a reputable and independent auditing firm with extensive experience in our industry. They will perform a comprehensive review to identify areas of improvement, ensure accuracy and reliability of financial data, and assess overall compliance with relevant policies and procedures.
The audit is scheduled to commence on [Start Date] and is anticipated to conclude on or around [End Date]. During this period, [Name of the Audit Firm] will require access to various records, documents, and personnel related to the areas being audited. We kindly request your cooperation in providing the necessary information and facilitating their efforts to ensure a smooth and efficient audit process.
Confidentiality is of the utmost importance to us, and we assure you that all information shared during the audit will be treated with strict confidentiality and used solely for the purpose of conducting the audit.
Please be aware that the success of this audit relies on the cooperation and assistance of all employees. We encourage everyone to be forthcoming and transparent with the auditors and to promptly address any inquiries they may have.
If you have any questions or concerns regarding the audit or its scope, please feel free to contact [Your Name], [Your Title], at [Your Contact Information]. We are more than happy to address any queries you may have.
Thank you for your understanding and cooperation in this matter. We look forward to a successful audit that will contribute to the continuous improvement of our organization.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Formal Notification Letter for Internal Audit
Subject: Notification of Scheduled Internal Audit
Dear Team,
This is to formally inform you that an internal audit of our department will be conducted starting from October 10, 2025, and is expected to conclude by October 15, 2025. The audit will cover compliance with internal policies, financial records, and operational procedures.
We request your full cooperation in providing auditors with access to relevant documents, reports, and systems. Kindly ensure that all files and records are updated and readily available.
The purpose of this audit is to strengthen our compliance practices and identify opportunities for improvement. Please consider this exercise as a step toward reinforcing efficiency and accountability.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
Quick Email Notification for External Audit
Subject: External Audit Scheduled – Immediate Notice
Dear All,
Please be informed that an external audit by [Audit Firm Name] is scheduled to begin on October 20, 2025. The auditors will focus on our financial records, compliance reports, and legal documentation.
Kindly make sure that all necessary documents are available for review. The auditors may also request interviews with staff for clarification.
Your timely cooperation is highly appreciated.
Regards,
[Your Name]
Preliminary Internal Audit Notification Email
Subject: Preliminary Notification of Internal Audit
Dear Colleagues,
This is an early notification regarding the internal audit planned for next quarter. The exact dates will be shared in due course, but departments should begin preparing their reports and ensuring that compliance standards are fully met.
Early preparation will make the audit smoother and minimize disruption to daily operations. Please use this time to review your existing processes and documentation.
Thank you for your proactive efforts.
Best regards,
[Your Name]
Official Letter for External Financial Audit
Subject: Official Notification of External Financial Audit
Dear [Employee/Department],
We wish to inform you that an official external financial audit will be conducted by [Audit Firm Name] from November 5, 2025, to November 10, 2025. The scope will include all financial statements, statutory compliance, and tax-related documents.
It is mandatory that all records are accurate, complete, and accessible to the auditors. Non-compliance or delay in providing required documents may result in penalties or extended audit duration.
Please ensure strict cooperation and adherence to audit requirements.
Sincerely,
[Authorized Signatory]
[Company Name]
Friendly Internal Audit Reminder Email
Subject: Reminder – Internal Audit Next Week
Hi Team,
Just a quick reminder that our internal audit will be starting next week. It’s nothing to stress about, but it’s important that we have all the files, reports, and records ready for the auditors.
If you need any help organizing your documents, please reach out. Let’s work together to make this a smooth process.
Thanks,
[Your Name]
Urgent Audit Notification Email
Subject: Urgent – Immediate Audit Notification
Dear [Recipient],
This is to notify you that an urgent internal audit will begin tomorrow, September 27, 2025. The audit team will focus on operational compliance and risk management procedures.
Please prioritize this matter and ensure that all relevant documents and systems are accessible. The short notice is due to compliance requirements that demand immediate attention.
We apologize for the urgency but request your full cooperation.
Regards,
[Your Name]
Provisional Audit Notification Letter
Subject: Provisional Notification of Scheduled Audit
Dear [Recipient],
This letter serves as a provisional notification regarding an upcoming audit scheduled for December 2025. While exact dates and scope are still being finalized, we encourage all teams to start reviewing their compliance and financial documentation.
A formal notification with complete details will follow shortly. This early notice is meant to help teams prepare in advance.
Thank you for your readiness and support.
Best regards,
[Your Name]
[Your Position]
Simple Audit Notification Message
Subject: Audit Notification
Dear All,
Please note that an audit has been scheduled. More details will follow, but kindly begin preparations by ensuring that records and files are updated.
Regards,
[Your Name]
What is an Internal or External Audit Notification Letter and why is it needed?
An audit notification letter is a formal message sent to inform employees or departments about an upcoming internal or external audit.
- For internal audits, the letter ensures employees prepare necessary documents and follow compliance procedures.
- For external audits, it informs staff about third-party involvement and the scope of review.
- The main purpose is to ensure transparency, preparation, and compliance before the audit begins.
Who should issue an audit notification letter?
- For internal audits, the letter usually comes from the Internal Audit Department, Compliance Team, or Senior Management.
- For external audits, the notice is often issued by Finance, Risk, or Legal Departments in coordination with top management.
- In smaller organizations, the letter may come directly from the CEO, Director, or Business Owner.
To whom should audit notification letters be addressed?
- Department heads who manage documents and compliance.
- Employees whose work processes are under review.
- External auditors (in some cases, a copy is shared to acknowledge readiness).
- Board members or regulators, if required by law.
When do you need to send an audit notification letter?
- When a scheduled internal audit is approaching.
- Before the arrival of external auditors.
- For surprise or urgent audits mandated by regulators.
- As a preliminary or provisional notice to give staff early preparation time.
What are the requirements and prerequisites before sending an audit notification letter?
- Confirm the audit dates and scope.
- Align with audit policies and regulatory standards.
- Gather initial documentation lists to guide employees.
- Ensure management approval before issuing the notice.
- Prepare a communication plan to avoid confusion.
How should you write and send an audit notification letter?
- Start with a clear subject line mentioning “Audit Notification.”
- State the type of audit (internal or external).
- Mention the dates, scope, and auditors involved.
- Request cooperation and timely submission of documents.
- End with an assurance of support and contact information.
- Send via email for quick communication or printed letter for formal official audits.
Common mistakes to avoid in audit notification letters
- Not specifying the audit type or scope.
- Giving too little notice, leaving staff unprepared.
- Using unclear or vague language.
- Forgetting to include contact details for queries.
- Making the letter sound accusatory or threatening instead of professional.
Formatting guidelines for audit notification letters
- Length: 1–2 pages maximum.
- Tone: Professional, formal, and clear.
- Style: Direct, respectful, and cooperative.
- Mode of sending: Email for most cases; printed letters for external official audits.
- Etiquette: Avoid jargon; ensure confidentiality of sensitive information.
What to do after sending an audit notification letter?
- Follow up with a detailed audit plan or checklist.
- Ensure employees have support resources to prepare.
- Confirm receipt of the letter, especially in critical departments.
- Provide regular reminders as the audit date approaches.
Tricks and tips for effective audit notifications
- Send a preliminary heads-up before the official notice.
- Use templates to standardize communication across audits.
- Keep the message short and actionable with bullet points.
- Always provide a contact person for questions.
- Balance authority with reassurance to maintain cooperation.
Pros and cons of sending audit notification letters
Pros:
- Ensures staff are prepared in advance.
- Reduces disruption during the audit.
- Builds transparency and compliance culture.
Cons:
- May cause stress or panic among employees.
- If too detailed, could give time for covering mistakes instead of honest reporting.
Elements and structure of a proper audit notification letter
- Subject line (Audit Notification).
- Introduction (reason and type of audit).
- Details (dates, scope, auditors).
- Expectations (what staff must prepare).
- Closing (support, assurance, contact info).
