You had worked so hard to make your company flourish by following the proper instructions and directions. You are mindful of all the laws and policies when you built the foundation of your company. You conducted an audit to be sure of the path you have undertaken. When the audit had happened, and you found that the findings were not accurate and are full of misunderstandings. This misrepresentation might tarnish the status of your company, so it’s better to send a legal confirmation letter to address some things the auditor has written in an audit status report.
What Is a Legal Confirmation Letter?
The purpose of a confirmation letter is to reply to an inquiry or a report?—formal or informal?—presented by a professional auditor or a person who conducts such investigation. The business confirmation letter may also function as legal proof or evidence that you can use to show to anyone of high position or authority that such confirmation had occurred between you and the auditor.
A legal confirmation letter is a formal and professional business reply-type of a document that serves to give a response to an audit report and finding that an auditor has presented to you and your board of directors. This letter will help not only you, the receiver of the report but also the auditor, the one who conducts the report, to verify whether what he did was accurate and correct.
According to hbr.org, accountants or auditors tend to do bad audits because of their tendency to conduct a report with biases on hand. Sometimes, accountants or auditors also focuses on numbers that they harbor ambiguity in presenting their information, the findings that they have found while conducting the audit on your company.
When an accountant or auditor forgets to write the necessary details and explanation when a report direly needs to be thoroughly expounded, people will form misconceptions and misunderstandings. People must understand what a wrong audit is from what the right review form should be.
A legal confirmation letter aims to help the assessment process conducted by the auditor. This letter functions as a response letter that relays your message and reaction to the auditor. The auditor must take into account the response of the owner of the company being audited.
FREE 8+ Legal Confirmation Letters in PDF | MS Word
Here a few samples of professional high-quality confirmation forms that will ensure your opinions and doubts of the audit will be relayed to the one who conducted the review. Professionally-crafted and formally-structured, these business legal confirmation letters are carefully selected from credible online sources that have displayed these samples on their website. Carefully examine each of the content of the sample legal confirmation letters. Compare and contrast each of the sample confirmation letters to one another and see if there are any similarities and differences that you can find in each of the samples’ content.
1. Sample Legal Confirmation Letter
2. Legal Confirmation Sample Form
3. Sample Legal Confirmation Form
4. Legal Confirmation Sample Letter
5. Letter of Confirmation Sample Form
6. Letter of Confirmation Form
7. Sample Confirmation Form
8. Sample Letter of Confirmation
9. Simple Letter of Confirmation Form
Types of Bad Auditing Done by Auditors and Accountants
Legal confirmation forms are created and then sent out because some auditors and accountants do not necessarily further explain their findings. Status audit reports are bound to develop misunderstandings and misconceptions, so when creating a statement, an auditor must be vigilant in relaying the data he has collected in a manner that the reader can fully comprehend. Here are a few examples of bad auditing.
1. Ambiguous Writing
Presenting details that are not direct can lead to ambiguity. With ambiguity, people may interpret the data presented differently than what it was initially intended to be taken.
2. Getting on the Client’s Good Graces
Giving data that favors the clients is lousy auditing. It does not help the improvement of a particular area of the company that direly needs assessment. This type of lousy auditing will help cause the rise of other problems in the company instead.
3. Forgiving Companies that You Are Familiar With
Just because the company has established its name and status for a very long time already does not mean it is purely free of assessment. Some auditors tend to disregard giving a particular company a proper audit since they are sure of the quality of production of that company based on the name and status.
4. Letting Small Issues Escalate to Bigger Ones
If an auditor does not have foresight on things, he might mistake long-term issues as easy to solve problems. Some auditors would tend to belittle existing problems, ignoring the tendency of some matters to escalate as they are not given proper attention.
How to Create a Legal Confirmation Letter
Legal confirmation letters are not easy, but these documents are not also tricky. You need to wait for the audit report and state your opinion about the report. Here are a few tips and steps on how to correctly write a legal confirmation that you can use whenever an audit was conducted.
Step 1: Select a Template
The process starts with the selection of a professional and formal high-quality template that you can look up on template.net. Go to template.net and browse the vast media library for a single high-quality legal confirmation letter template. Download it and start customizing the template.
Step 2: Be Direct When Addressing Uncertainties
When you address some uncertainties and misunderstandings in the report that the auditor sent to you, you must be direct in asking for an explanation. Ask them to expound further on the ambiguous topic.
Step 3: Use a Serious But Also a Polite Tone
Even when you want to address something serious in the letter, you must harbor a polite tone. You do not know that the auditor might have sincerely overlooked in that section and forgot to expound it further. You do not know the circumstances of how the report was created, so be polite in your writing.
Step 4: Review the Legal Confirmation Letter
After you have successfully crafted your legal confirmation letter form, you must have it reviewed to correct any mistakes and errors that can be found in your message, may it be grammatical or contextual errors.
Step 5: Print the Legal Confirmation Letter and Submit It
Print at least five copies of the legal confirmation letter, in case one of the copies get ripped by your dog or blown into the wind and lands on a puddle.
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