As you will be writing on behalf of your company, make sure that you do it professionally by referring to or using specific accounting or auditing terms. You do not want your client to feel that you are not well versed to carry out the duties, and for that it is essential that you properly document each detail. Use the company letterhead for writing the audit acceptance letter. Use proper salutations, where you will address the client by writing his or her last name.
The first paragraph of the letter should clearly state that you have accepted your client’s offer of conducting an audit. ‘You’ in this case means your consulting or auditing firm. If you have held meetings or exchanged letters previously, mention them by date so that your client knows that you have done your homework.
Here you must define the scope of your services. You should clearly state that you will be conducting an external audit, and that your opinion will be an unbiased one, based solely on facts provided, or found in the financial statements. You could further clarify that all results will be in accordance with the General Accepted Accounting Procedures (GAAP). If you don’t agree on any point, or have any reservations, clearly mention them in your letter as well. This will inform the client that you will not be giving any favours and your main aim is to provide a quality service.
Before thanking your client for the opportunity he or she has given your company, it is important that you attach an enclosed document, which will be a proof of your contract. This is usually referred to as an engagement letter, which clearly specifies the agreement between both parties and will include details such as the timeline of the project, overall fee structure and any other conditions. Sign the letter in the end.
The tone of the letter must be formal, straight-forward but professional. Don’t hesitate in mentioning any legal disputes which may arise during the course of the audit. However, to balance things out, mention that your company will fully cooperate to ensure that the process goes smoothly.
- Your letter must follow company policies and guidelines.
- Don’t take liberties with offers or promises without consulting seniors.
- Professional and business letters are often archived for records, so be careful when writing them.