The purpose of this essay is to guide you through the process of creating an effective Internal Audit Conclusion Email. This email is a crucial piece of communication, summarizing the audit findings, outlining any necessary actions, and ensuring everyone is on the same page after an internal audit. It’s your way of formally sharing the results and setting the stage for improvements within the organization.
Why the Internal Audit Conclusion Email Matters
An Internal Audit Conclusion Email isn’t just another email; it’s a critical document. It serves several important functions:
- It formally communicates the audit’s outcomes.
- It provides a clear overview of any weaknesses identified.
- It outlines the necessary corrective actions.
- It helps to build a paper trail for accountability and follow-up.
It’s also important because it serves as the basis for improvements within the company, ensuring that processes and controls are working effectively. To help you understand, consider these points:
- Summarizing findings: the email will highlight the major things the auditors found.
- Outlining actions: it tells people what needs to be fixed or improved.
- Ensuring follow-up: it’s a record for checking if improvements were made.
Think of it like this: an audit finds problems, and the email tells everyone what those problems are and how to fix them. It’s like a report card, but for business processes. To make sure everything is organized, here’s an example of a quick table you could include within an email, showing some basic information:
| Area Audited | Finding | Recommendation |
|---|---|---|
| Payroll | Incorrect timesheet | Retrain employees on timesheet procedures |
| Inventory | Missing Items | Implement stricter inventory control |
Email: General Audit Findings and Recommendations
Subject: Internal Audit Conclusion – [Department/Area] – [Date of Audit]
Dear [Recipient Name],
This email summarizes the findings of the internal audit conducted on [Department/Area] on [Date of Audit].
We reviewed [briefly mention areas audited, e.g., procurement, sales process, etc.]. Our key findings are as follows:
- [Finding 1: e.g., Inadequate documentation of vendor selection.]
- [Finding 2: e.g., Lack of regular reconciliation of inventory.]
- [Finding 3: e.g., Incorrect processing of customer invoices.]
To address these findings, we recommend the following actions:
- [Recommendation 1: e.g., Implement a documented vendor selection process, including required approvals.]
- [Recommendation 2: e.g., Conduct monthly inventory reconciliations and investigate discrepancies immediately.]
- [Recommendation 3: e.g., Retrain employees on the correct invoice processing procedures.]
We request that you develop an action plan to address these recommendations, including a timeline for implementation. Please provide this plan to [Auditor’s Name/Department] by [Date].
We are available to discuss these findings and recommendations in more detail.
Sincerely,
[Auditor’s Name/Department]
Email: Addressing Significant Audit Issues
Subject: Urgent: Internal Audit – Significant Findings in [Department/Area]
Dear [Recipient Name],
This email concerns the findings of the internal audit conducted on [Department/Area] on [Date of Audit]. The audit identified significant issues that require immediate attention.
Specifically, we found:
- [Serious Finding 1: e.g., Significant weaknesses in data security, potentially exposing sensitive information.]
- [Serious Finding 2: e.g., Non-compliance with key regulatory requirements, leading to potential fines.]
Due to the severity of these findings, we request the following immediate actions:
- [Immediate Action 1: e.g., Immediately review and update data security protocols, including access controls.]
- [Immediate Action 2: e.g., Engage legal counsel to address compliance issues and develop a remediation plan.]
A detailed action plan must be submitted to [Auditor’s Name/Department] within [Timeframe, e.g., 7 days]. We will schedule a follow-up meeting to review the progress.
Please treat this matter with the utmost urgency.
Sincerely,
[Auditor’s Name/Department]
Email: Follow-up on Completed Audit Actions
Subject: Follow-up: Internal Audit – [Department/Area] – Action Plan Review
Dear [Recipient Name],
This email follows up on the internal audit of [Department/Area] conducted on [Date of Audit]. We are reviewing the progress of the action plan submitted on [Date].
We have reviewed the action plan and the progress made on the following items:
- [Action Item 1: e.g., Vendor selection documentation.] – [Status: e.g., Completed/In Progress/Not Started]
- [Action Item 2: e.g., Inventory Reconciliation.] – [Status: e.g., Completed/In Progress/Not Started]
- [Action Item 3: e.g., Invoice Processing Training.] – [Status: e.g., Completed/In Progress/Not Started]
For any items marked as “In Progress” or “Not Started,” please provide an updated timeline and any challenges encountered. For items marked as “Completed,” please provide supporting documentation.
Please respond to this email with the requested information by [Date]. A follow-up meeting may be scheduled to review the progress further.
Sincerely,
[Auditor’s Name/Department]
Email: Requesting Additional Information
Subject: Information Request: Internal Audit – [Department/Area]
Dear [Recipient Name],
This email concerns the ongoing internal audit of [Department/Area].
During our review, we require additional information to complete our assessment of [specific process/area].
Specifically, we need the following:
- [Request 1: e.g., Copies of recent purchase orders.]
- [Request 2: e.g., Documentation of internal controls.]
- [Request 3: e.g., Access to [system/database].]
Please provide this information to [Auditor’s Name/Department] by [Date]. If you have any questions, please do not hesitate to contact us.
Your prompt response is appreciated.
Sincerely,
[Auditor’s Name/Department]
Email: Acknowledging and Accepting Audit Findings
Subject: Re: Internal Audit Conclusion – [Department/Area]
Dear [Auditor’s Name],
Thank you for the Internal Audit Conclusion regarding [Department/Area]. We acknowledge the findings and recommendations outlined in your report.
We have reviewed the audit results and will be taking the following steps to address the identified issues:
- [Action 1: e.g., Implement the new vendor selection process.]
- [Action 2: e.g., Conduct monthly inventory reconciliations.]
- [Action 3: e.g., Schedule retraining for employees on invoice processing.]
We are committed to implementing these changes by [Date]. A detailed action plan, including specific timelines and responsibilities, will be submitted by [Date]. We will provide regular updates on our progress.
Sincerely,
[Recipient’s Name/Department]
Email: Addressing Findings with a Third Party
Subject: Internal Audit Findings – [Department/Area] – Action Required by [Third Party]
Dear [Third Party Contact Person],
This email addresses the findings of the internal audit conducted on [Department/Area], which involved [third party involvement, e.g., your services, your products].
The audit identified [briefly describe the finding that concerns the third party]. Specifically:
- [Finding relating to the third party: e.g., Incorrect data provided by your system.]
We request that you take the following action(s):
- [Action 1 required from the third party: e.g., Correct the data feed by [Date].]
- [Action 2 required from the third party: e.g., Provide documentation to verify the accuracy of the information.]
Please confirm receipt of this email and provide an estimated timeline for resolving this issue.
We look forward to your prompt response and cooperation in resolving this matter.
Sincerely,
[Auditor’s Name/Department]
Crafting a good **Internal Audit Conclusion Email** can seem intimidating, but as you can see, breaking it down into clear steps makes it manageable. By following the guidelines and adapting the example emails to your specific needs, you’ll be able to communicate audit results effectively and contribute to a stronger, more efficient organization.