Running a business means dealing with audits at some point. Getting that audit notification letter can make your heart skip a beat. But knowledge brings confidence. Reading through different examples of audit letters helps you understand what to expect and how to respond properly.
The letters below cover many audit situations you might face. Each one shows exactly what information these letters usually ask for and how they say it. After reading these, you’ll feel much better prepared to handle any audit letter that arrives at your desk.
Sample Letters of Audit Notification
Here are carefully crafted examples of audit notification letters covering different scenarios and requirements.
1. Standard Tax Audit Notice From Internal Revenue Service
*Subject: Notice of Tax Return Examination for Tax Year 2024
Dear Mr. Richardson,
This letter serves as official notification that your federal income tax return for the tax year ending December 31, 2024, has been selected for examination by the Internal Revenue Service.
Based on our initial review, we need to verify certain items on your tax return. These items include your reported business income, claimed deductions for home office expenses, and charitable contributions exceeding $5,000.
We have scheduled your examination for March 15, 2025, at 10:00 AM at our local office located at 1234 Federal Building, Suite 567, Houston, TX 77002. Please plan to spend approximately three hours with our examiner.
Please bring the following documents to support the items under review:
- Bank statements and accounting records showing business income
- Receipts and documentation for home office expenses
- Documentation supporting charitable contributions
- Any additional relevant financial records from the tax year 2024
Should this appointment time conflict with your schedule, please contact us within five business days to arrange an alternative date. You may reach us at (555) 123-4567 or email us at tax.audit@irs.example.gov.
You have the right to be represented by someone during this examination. This representative can be an attorney, certified public accountant, or enrolled agent.
Thank you for your cooperation.
Sincerely,
Sarah Thompson
IRS Tax Examiner
Badge Number: 987654*
2. State Sales Tax Audit Notification
*Subject: Sales Tax Audit Notice – ABC Electronics LLC
Dear Ms. Martinez,
The State Department of Revenue has selected ABC Electronics LLC for a sales tax audit covering the period from January 1, 2024, through December 31, 2024. This audit aims to verify compliance with state sales tax regulations and ensure accurate reporting of taxable transactions.
Our records show your business reported significant changes in sales tax remittance during the second quarter of 2024. Standard procedure requires us to review such variations to maintain fair tax administration across all businesses in our state.
The audit will focus on these key areas:
- Point-of-sale transaction records
- Sales tax collection and remittance documentation
- Exempt sale certificates
- Monthly sales summaries
- Purchase records for resale inventory
We request access to your business premises at 789 Retail Avenue, Portland, OR 97201, starting April 10, 2025. The audit should take approximately five business days.
Please have these records ready:
- Sales invoices and receipts
- Sales and use tax returns
- General ledger entries
- Bank statements
- Purchase invoices
- Resale certificates
Should you need to reschedule, contact our office at (555) 789-0123 within seven business days of receiving this letter.
As a business owner, you can have your accountant or tax professional present during the audit. They often help streamline the process and address technical questions effectively.
Best regards,
Michael Chen
State Tax Auditor
ID: OR789012*
3. Medicare Payment Review Audit
*Subject: Medicare Claims Review Notice – Medical Center Payment Audit
Dear Dr. Williams,
The Centers for Medicare & Medicaid Services (CMS) has initiated a review of Medicare claims submitted by Sunshine Medical Center during October 2024. This review focuses on ensuring proper documentation supports the medical necessity of services billed under Medicare Part B.
Your facility shows higher-than-average billing rates for procedure codes 99214 and 99215 compared to similar practices in your region. This variance triggers an automatic review under Medicare guidelines.
Our review requires these specific documents:
- Patient medical records for all Medicare beneficiaries seen in October 2024
- Supporting documentation for medical necessity
- Physician orders for all services provided
- Treatment plans and progress notes
- Billing records and related correspondence
Please submit these documents by March 30, 2025, through our secure online portal at cms.portal.example.gov. Use your assigned facility code: SMC789012.
Your response options include:
- Electronic submission through the secure portal
- Certified mail to our office
- Scheduled in-person document review
Contact our Provider Support Line at (555) 456-7890 for technical assistance with the portal or to discuss submission alternatives.
Your prompt attention helps maintain the integrity of Medicare payments and ensures continued service to beneficiaries.
Regards,
Amanda Johnson
Medicare Review Specialist
CMS Audit Division
Reference: MR2024-456789*
4. Financial Institution Regulatory Compliance Audit
*Subject: Notice of Regulatory Compliance Audit – First Community Bank
Dear Mr. Patterson,
The Office of Financial Institution Supervision has scheduled a comprehensive regulatory compliance audit of First Community Bank operations. This audit evaluates adherence to banking regulations and risk management practices.
Recent changes in lending patterns and deposit account activities at your institution require standard regulatory review. The audit starts May 15, 2025, and continues through May 30, 2025.
Our audit team needs access to:
- Board meeting minutes from 2024
- Risk assessment reports
- Internal audit findings
- Compliance training records
- Customer complaint logs
- Anti-money laundering procedures
- Account opening procedures
- Loan underwriting guidelines
Please reserve a secure workspace for three auditors and provide access to:
- Computer terminals with core banking system access
- Printer and scanner access
- Internet connectivity
- Private meeting room
Your compliance officer should be available throughout the audit period. Senior management interviews will be scheduled during the first week.
Contact Lead Auditor Lisa Martinez at (555) 234-5678 or l.martinez@ofis.example.gov to confirm arrangements or ask questions.
Maintaining open communication helps ensure a smooth audit process.
Cordially,
Robert Turner
Director of Bank Supervision
OFIS Western Region
Audit Reference: FCB2024-123*
5. Employee Benefit Plan Audit Notice
*Subject: 401(k) Plan Audit Notification – Global Manufacturing Inc.
Dear Ms. Anderson,
The Department of Labor has selected Global Manufacturing Inc.’s 401(k) Plan for audit. This review ensures proper management of employee retirement funds and compliance with ERISA regulations.
Your plan shows substantial growth in assets and participant numbers during 2024. Standard oversight requires periodic review of plans meeting certain size thresholds.
The audit covers:
- Plan document and amendments
- Summary plan descriptions
- Form 5500 filings
- Participant account statements
- Investment performance reports
- Fee disclosures
- Distribution records
- Loan documentation
Our team arrives June 12, 2025. Expected duration is seven business days at your headquarters.
Required personnel availability:
- Plan administrator
- Human resources director
- Payroll manager
- Investment committee members
Please prepare:
- Meeting space for two auditors
- Access to payroll records
- Plan administration software access
- Participant communication materials
Contact Senior Auditor James Wilson at (555) 345-6789 or jwilson@dol.example.gov for scheduling details.
Your cooperation helps protect participant interests and maintain plan compliance.
Sincerely,
Rachel Brooks
DOL Audit Supervisor
Case Number: EPP2024-789*
6. Environmental Compliance Audit Letter
*Subject: Environmental Compliance Review – Chemical Solutions Manufacturing
Dear Dr. Thompson,
The Environmental Protection Agency schedules your facility for a comprehensive environmental compliance audit. This review assesses adherence to air quality permits, waste handling procedures, and water discharge regulations.
Recent monitoring data from your facility indicates increased chemical emissions. Standard protocol requires verification of compliance measures under these circumstances.
The audit examines:
- Air quality monitoring records
- Hazardous waste manifests
- Wastewater treatment logs
- Chemical storage procedures
- Emergency response plans
- Staff training documentation
- Equipment maintenance records
- Environmental impact reports
Audit dates: July 8-19, 2025 Location: 456 Industrial Park Road
Please ensure availability of:
- Environmental compliance manager
- Plant operations supervisor
- Safety coordinator
- Maintenance supervisor
Prepare these items:
- Current permits and licenses
- Inspection reports since 2024
- Incident response records
- Chemical inventory lists
- Safety data sheets
Contact Lead Environmental Inspector David Chang at (555) 456-7890 or d.chang@epa.example.gov for additional details.
Your commitment to environmental standards supports community health and safety.
Best regards,
Maria Rodriguez
Regional EPA Director
Facility ID: CSM2024-456*
7. Healthcare Quality Assurance Audit
*Subject: Quality Assurance Review – County General Hospital
Dear Dr. Roberts,
The Joint Commission announces a quality assurance audit of County General Hospital. This review evaluates patient care standards, safety protocols, and healthcare delivery processes.
Your facility’s recent expansion of surgical services requires standard quality assessment. The audit ensures maintained excellence across all departments.
Focus areas include:
- Patient care documentation
- Medication management
- Infection control practices
- Staff credentials
- Emergency procedures
- Equipment maintenance
- Patient rights compliance
- Safety protocols
Audit period: August 5-16, 2025 Daily hours: 7:00 AM – 6:00 PM
Required staff availability:
- Chief Medical Officer
- Director of Nursing
- Department heads
- Quality Assurance team
- Risk Management staff
Prepare access to:
- Patient medical records
- Staff training files
- Policy manuals
- Incident reports
- Quality metrics data
- Patient satisfaction surveys
Contact Lead Auditor Sarah Miller at (555) 567-8901 or s.miller@jointcomm.example.org to coordinate logistics.
This review supports continuous improvement in patient care quality.
Regards,
Thomas Wright
Joint Commission Director
Facility Code: CGH2024-789*
8. Information Security Audit Notice
*Subject: Information Security Assessment – Digital Services Corp
Dear Mr. Lee,
The Cybersecurity Compliance Board initiates a comprehensive information security audit of Digital Services Corp. This assessment evaluates data protection measures, security protocols, and incident response capabilities.
Your company’s role as a government contractor requires periodic security verification. Recent system upgrades also necessitate compliance review.
The audit reviews:
- Network security architecture
- Access control systems
- Data encryption methods
- Backup procedures
- Security policies
- Incident response plans
- Staff security training
- Vendor management
Scheduled dates: September 9-20, 2025 Location: Your primary data center
Required personnel:
- Chief Information Officer
- Security team leads
- System administrators
- Compliance officer
- IT operations manager
Prepare documentation of:
- Security certifications
- Penetration test results
- Risk assessments
- Security incidents
- Policy updates
- Training records
Contact Senior Security Auditor Emma Davis at (555) 678-9012 or e.davis@ccb.example.gov to arrange access.
Your security measures protect sensitive information assets.
Best regards,
Jonathan Park
Director of Compliance
CCB Reference: DSC2024-012*
9. Grant Fund Usage Audit
*Subject: Grant Compliance Review – Community Development Foundation
Dear Ms. Wilson,
The Office of Grant Oversight announces an audit of grant funds received by Community Development Foundation during 2024. This review ensures proper use of public funds and program effectiveness.
Your organization received substantial grant funding for youth education programs. Standard oversight requires verification of fund allocation and program outcomes.
The audit examines:
- Financial records
- Program documentation
- Participant data
- Staff time sheets
- Expense receipts
- Progress reports
- Outcome metrics
- Budget allocations
Audit period: October 7-18, 2025 Location: Your main office
Please have available:
- Executive Director
- Program managers
- Financial officer
- Grant coordinator
- Project staff
Prepare these materials:
- Grant agreements
- Financial statements
- Program reports
- Participant records
- Marketing materials
- Evaluation data
Contact Grant Auditor Michael Brown at (555) 789-0123 or m.brown@grantoffice.example.gov for submission details.
Your programs make meaningful community impact.
Sincerely,
Patricia Taylor Grant
Oversight Director
Grant ID: CDF2024-345*
10. Construction Project Audit Notice
*Subject: Project Compliance Review – Metropolitan Transit Development
Dear Mr. Garcia,
The Public Infrastructure Oversight Committee schedules an audit of the Central Station Renovation Project. This review assesses contract compliance, safety standards, and project management practices.
The project timeline extension and budget adjustments trigger this standard review. The audit ensures appropriate use of public funds and quality standards.
Areas under review:
- Contract documentation
- Change order records
- Safety compliance
- Quality control logs
- Progress reports
- Payment records
- Subcontractor agreements
- Material certifications
Audit dates: November 4-15, 2025 Site visits: Daily 8:00 AM – 4:00 PM
Required personnel:
- Project manager
- Site supervisor
- Safety coordinator
- Quality control staff
- Contract administrator
Prepare access to:
- Project plans
- Inspection reports
- Meeting minutes
- Safety records
- Progress photos
- Testing results
Contact Lead Inspector Kevin Zhang at (555) 890-1234 or k.zhang@pic.example.gov for site access coordination.
Your cooperation ensures project success and public safety.
Regards,
Diana Martinez
Committee Director
Project Code: MTD2024-678*
11. Research Grant Compliance Audit
*Subject: Research Compliance Review – University Research Center
Dear Dr. Mitchell,
The National Research Foundation initiates an audit of grant-funded research projects at your facility. This review ensures compliance with research protocols, fund usage, and reporting requirements.
Your expanded genetic research program requires standard compliance verification. The audit maintains research integrity and proper fund management.
Review focuses on:
- Research protocols
- Subject consents
- Data management
- Fund allocation
- Equipment usage
- Staff qualifications
- Progress reports
- Publication records
Schedule: December 2-13, 2025 Daily sessions: 9:00 AM – 5:00 PM
Required meetings with:
- Principal investigators
- Research staff
- Lab managers
- Grant administrators
- Ethics committee
Prepare documentation of:
- Grant proposals
- Ethics approvals
- Research data
- Lab records
- Budget reports
- Staff credentials
Contact Research Auditor Jennifer Wong at (555) 901-2345 or j.wong@nrf.example.gov for preparation guidance.
Your research advances scientific knowledge responsibly.
Best regards,
Daniel Carter
Research Compliance
Director Grant Reference: URC2024-901*
12. Food Safety Compliance Audit
*Subject: Food Safety Inspection Notice – Fresh Foods Processing
Dear Ms. Baker,
The Food Safety Administration schedules a comprehensive safety audit of your processing facility. This inspection evaluates compliance with food safety regulations and quality control measures.
Your facility’s introduction of new product lines requires standard safety review. The audit ensures maintained safety standards across all operations.
Inspection covers:
- Processing procedures
- Sanitation practices
- Temperature controls
- Staff hygiene
- Pest control
- Storage conditions
- Quality testing
- Recall procedures
Dates: January 6-17, 2025 Hours: 6:00 AM – 4:00 PM daily
Required staff presence:
- Plant manager
- Quality control head
- Safety supervisor
- Production leads
- Sanitation manager
Prepare access to:
- HACCP records
- Testing results
- Cleaning logs
- Training records
- Maintenance files
- Supplier certificates
Contact Senior Inspector Robert Kim at (555) 012-3456 or r.kim@fsa.example.gov for scheduling details.
Your standards protect consumer health and safety.
Sincerely,
Laura Stevens
FSA Regional Director
Facility ID: FFP2024-234*
13. Educational Program Compliance Audit
*Subject: Program Compliance Review – Academy of Excellence
Dear Principal Johnson,
The Board of Education announces an academic program audit at Academy of Excellence. This review evaluates educational standards compliance and program effectiveness.
Your school’s performance metrics indicate exceptional results. Standard procedure requires verification of teaching methods and resource allocation.
The audit examines:
- Curriculum materials
- Student records
- Teacher credentials
- Class schedules
- Assessment data
- Special programs
- Resource usage
- Parent communications
Duration: February 3-14, 2025 Daily schedule: 8:00 AM – 3:00 PM
Please ensure availability of:
- Department heads
- Lead teachers
- Program coordinators
- Support staff
- Resource specialists
Prepare these documents:
- Lesson plans
- Grade records
- Staff certifications
- Program evaluations
- Budget allocations
- Student assessments
Contact Lead Evaluator Nancy Taylor at (555) 123-4567 or n.taylor@boe.example.gov to discuss preparation steps.
Your dedication supports student achievement and growth.
Regards,
William Foster
Educational Program Director
School Code: AOE2024-567*
14. Nonprofit Organization Financial Audit
*Subject: Financial Compliance Review – Helping Hands Foundation
Dear Mr. Collins,
The Charitable Organizations Registry requires a financial audit of Helping Hands Foundation. This review verifies proper fund management and program expense allocation.
Your organization’s expanded community programs need standard financial verification. The audit maintains donor trust and organizational transparency.
The review examines:
- Financial statements
- Donation records
- Program expenses
- Staff payroll
- Tax filings
- Bank records
- Asset inventory
- Grant usage
Audit period: March 4-15, 2025 Daily hours: 9:00 AM – 4:00 PM
Required personnel:
- Executive director
- Financial manager
- Program directors
- Board treasurer
- Development staff
Please prepare:
- Annual reports
- Board minutes
- Donor records
- Budget documents
- Bank statements
- Receipt files
Contact Senior Auditor Rebecca Martinez at (555) 234-5678 or r.martinez@cor.example.gov for document submission guidelines.
Your financial integrity supports community service mission.
Best regards,
Christopher Lee
Registry Director
Organization ID: HHF2024-890*
15. Insurance Claims Processing Audit
*Subject: Claims Review Notice – Guardian Insurance Services
Dear Ms. Thompson,
The Insurance Standards Board schedules a claims processing audit at Guardian Insurance Services. This review evaluates claims handling procedures and payment accuracy.
Your company’s increased claim volume requires standard processing verification. The audit ensures fair treatment of all policyholders.
Focus areas include:
- Claims documentation
- Payment accuracy
- Processing times
- Denial reasons
- Appeals handling
- Customer service
- Policy compliance
- Fraud prevention
Dates: April 8-19, 2025 Hours: 8:30 AM – 5:30 PM
Staff availability needed:
- Claims manager
- Processing teams
- Quality reviewers
- Customer service leads
- Compliance officer
Prepare access to:
- Claims files
- Payment records
- Policy documents
- Service logs
- Training materials
- Process guides
Contact Lead Reviewer Mark Wilson at (555) 345-6789 or m.wilson@isb.example.gov for preparation details.
Your service quality ensures policyholder protection.
Sincerely,
Elizabeth Chen
Standards Board Director
Review Code: GIS2024-123*
Wrap-up: Sample Audit Notification Letters
These audit notification letters demonstrate professional communication across various sectors. Each letter maintains clarity while addressing specific audit requirements. The key elements remain consistent through all letters. They specify what needs reviewing, who should be present, and which documents to prepare. Following these examples helps create effective audit notification letters that set clear expectations and promote smooth audit processes.