The purpose of an internal audit is to check if a company’s processes and systems are working properly. After the audit is done, the team needs to share the results, and that’s where the Internal Audit Conclusion Email comes in. This email is super important because it officially tells everyone about the audit’s findings, what needs to be fixed, and the next steps. It’s a key part of making sure everything runs smoothly and the company improves.
Why the Internal Audit Conclusion Email Matters
When sending an Internal Audit Conclusion Email, it’s important to be clear and direct. The goal is to share the audit’s findings and what those findings mean. The email usually includes the following:
- An overview of the audit’s scope (what was checked).
- A summary of the major findings (what went well and what didn’t).
- Recommendations for fixing any problems.
- A timeline for implementing these fixes.
This email is vital because it sets the stage for improvement. It’s like a roadmap showing where the company needs to focus to stay on track. Here’s a simple table to break down the key sections:
| Section | Purpose |
|---|---|
| Introduction | States the audit’s purpose and what was checked. |
| Findings | Highlights the good and the bad, backed by evidence. |
| Recommendations | Offers solutions to fix problems. |
| Next Steps | Outlines what happens next, like who does what and when. |
Email Example: Informing Department Heads of Overall Audit Results
Subject: Internal Audit Conclusion – [Department Name] – [Date]
Dear Department Heads,
This email summarizes the findings of the recent internal audit of the [Department Name] department, conducted from [Start Date] to [End Date]. The audit reviewed [briefly state the area(s) audited, e.g., procurement processes, financial reporting, etc.] to assess compliance with company policies and relevant regulations.
Key Findings:
- Overall, the department demonstrated a strong understanding of [mention a positive aspect, e.g., company policies].
- Areas for improvement include [list a specific area, e.g., documentation of vendor selection] and [list another area, e.g., timely submission of expense reports].
We have identified the following recommendations to address the areas for improvement:
- Implement a new vendor selection checklist.
- Provide refresher training on expense report guidelines.
Please review the complete audit report for more detailed information. A copy is attached to this email. We will be holding a meeting on [Date] at [Time] in [Location/Platform] to discuss these findings and action plans in more detail. Please come prepared to discuss how your team will implement these changes. The deadline for implementation is [Date].
If you have any questions or need clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
Email Example: Addressing a Specific Finding with a Corrective Action Plan
Subject: Corrective Action Plan for Audit Finding – [Specific Issue]
Dear [Recipient Name],
This email addresses the audit finding related to [Specific Issue, e.g., incorrect data entry in the payroll system] identified during the recent internal audit of [Department/Area].
Finding: [Clearly state the finding, e.g., A review of payroll records revealed inconsistencies in the data entered for employee tax withholdings.]
Impact: [Explain the potential consequences, e.g., This may lead to inaccurate tax filings and potential penalties.]
Corrective Action Plan:
- [Action 1, e.g., Retrain the payroll staff on proper data entry procedures.] – Responsible: [Person/Team], Deadline: [Date]
- [Action 2, e.g., Implement a double-check system for all payroll data.] – Responsible: [Person/Team], Deadline: [Date]
- [Action 3, e.g., Review and correct all affected payroll records.] – Responsible: [Person/Team], Deadline: [Date]
Please confirm your understanding of this corrective action plan by [Date]. We will follow up on the progress of these actions during the next audit cycle. If you require any assistance in implementing these actions, please let us know.
Sincerely,
[Your Name]
[Your Title]
Email Example: Requesting a Response to Audit Findings
Subject: Action Required: Response to Internal Audit Findings – [Department/Area]
Dear [Recipient Name],
Following the internal audit of [Department/Area], we have identified certain areas that require attention, as detailed in the attached audit report. Please review the report carefully.
We kindly request that you provide a written response to these findings within [Number] business days, by [Date]. Your response should include:
- Your agreement with the findings.
- A detailed plan to address the identified issues, including specific actions, responsible parties, and target completion dates.
- Any supporting documentation or evidence of corrective actions taken.
Your timely response is crucial to ensure that we maintain our standards and fulfill our compliance obligations. Please submit your response to [Email Address/System]. If you have any questions, please don’t hesitate to ask.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
Email Example: Providing a Summary and Seeking Agreement on a Remediation Plan
Subject: Internal Audit Summary and Remediation Plan – [Department/Area]
Dear [Recipient Name],
This email summarizes the key findings from the internal audit conducted on [Date] regarding [Area/Department]. The audit focused on [briefly mention the area audited].
Here are the primary observations:
- [Finding 1]: [brief explanation]
- [Finding 2]: [brief explanation]
To address these observations, we propose the following remediation plan:
- [Action 1]: [Details, responsible party, and deadline]
- [Action 2]: [Details, responsible party, and deadline]
Please review the attached detailed report for a comprehensive understanding. We kindly request your approval and agreement on this remediation plan. If you agree with the proposed actions, please respond to this email by [Date] to confirm. If there are any concerns or if you need to amend the plan, please contact me immediately to discuss it.
We are looking forward to hearing from you, and appreciate your cooperation in ensuring continuous improvement within our organization.
Sincerely,
[Your Name]
[Your Title]
Email Example: Following Up on Implementation of Corrective Actions
Subject: Follow-Up: Implementation of Corrective Actions – [Audit Area]
Dear [Recipient Name],
I hope this email finds you well. This is a follow-up regarding the internal audit conducted on [Date] concerning [Area of audit]. We’d like to check in on the progress of the corrective actions that were agreed upon and set a new deadline.
The initial audit revealed [brief summary of key findings]. As per the initial communication, the actions needed to remedy these issues were:
- [Original Corrective Action 1]: [Details] with a deadline of [original deadline].
- [Original Corrective Action 2]: [Details] with a deadline of [original deadline].
Please provide an update on the completion status of these actions. If the actions are not complete, please provide a revised timeline and any obstacles that your team has faced.
We value your cooperation in addressing these matters. Your timely response will help us ensure our compliance and operational efficiency. We look forward to receiving your update.
Sincerely,
[Your Name]
[Your Title]
Email Example: Closing the Loop – Confirmation of Completed Actions
Subject: Internal Audit – Closure of Findings – [Department/Area]
Dear [Recipient Name],
This email confirms the closure of the findings from the internal audit conducted on [Date] concerning [Area/Department]. We have reviewed the actions taken to address the issues identified and are satisfied that the necessary steps have been completed.
Specifically, the following findings and corrective actions have been closed:
- [Finding 1]: [Brief summary of the finding], [Corrective Action Taken]
- [Finding 2]: [Brief summary of the finding], [Corrective Action Taken]
We appreciate your commitment to implementing the corrective actions and maintaining the standards in [Department/Area]. The audit team will review this area again during the next audit cycle to ensure compliance. Keep up the good work!
Sincerely,
[Your Name]
[Your Title]
The Internal Audit Conclusion Email is more than just a report; it’s a tool for growth. By clearly communicating the results, recommending changes, and providing a path forward, it helps the company to enhance its processes. The examples provided can be adjusted for different situations. Always make sure your emails are clear, polite, and focused on helping the company succeed.