Answering an Auditor’s Follow-up with Evidence and References.
English for Office Administrators. Lesson 9.
An auditor follows up on an exception: “Why was this approved?” and “Where is the evidence?” You cannot rely on vague explanations. You need clear references, factual tone, and a tidy trail. In this lesson you practise reading a short audit question, locating the right information in a case log, and answering with concise, traceable language. You will work with an approval record, a policy clause, and a sample audit trail note. You will practise how to reference documents and workflow steps without over-explaining, and how to explain an exception neutrally: what happened, what was approved, and where it is documented. You will also practise what to do when information is missing: how to state what you have checked and what you are doing next. By the end, you will be able to respond professionally and confidently, even under scrutiny.
1. The audit follow-up arrives.
Right, let’s drop you straight into a realistic audit moment. You’ve received a follow-up question from an auditor about an exception, and they are not asking for opinions or general reassurance. They want two things: what happened, and where the evidence is. In this lesson, we’ll keep your language calm, factual and traceable. That means you will reference the workflow record, the approval, and the document location, rather than telling a long story.
In a moment, you’ll read the auditor’s message on screen. As you read, don’t try to answer yet. First, underline what they are actually asking for. Then think: which record would prove it? A case log entry, an approval screenshot, a policy clause, an email thread, or a system reference number.
Your job as an admin professional is to make it easy for the auditor to verify. You can absolutely be helpful and confident, even if one piece of evidence is missing. In that case, you state what you have checked and what you are doing next. Let’s begin with the audit email.
Situation.
You’re an Office Administrator supporting Finance and Procurement. An auditor has followed up on a non-standard approval. The key skill today is audit-ready writing: factual, referenced, and easy to verify.
What the auditor needs (and what they do *not* need).
Auditors usually don’t want a long explanation, emotions, or blame. They want:
The decision (approved/rejected, by whom, when)
The evidence (where it’s stored, what reference it has)
The policy link (which clause applies, especially for exceptions)
The traceable steps (what was done, in what order)
They do not want:
“We usually do it this way…” without evidence
“It was urgent” with no authorised approval
a vague “see attached” with no file name or record ID
Micro-pattern to reuse.
A strong audit answer often follows this structure:
Acknowledge the question: “Thank you for your question.”
Answer directly: “The exception was approved by…”
Point to evidence: “The approval is documented in…”
Policy reference: “As per the policy clause…”
If something is missing: “At present, X is not on record. I have requested it and will update once received.”
Read: Auditor follow-up email (model).
Below is the exact kind of message you might receive.
Key tip: Notice how the auditor asks two separate questions (approval reason + evidence location). Your reply must mirror that structure.
Practice & Feedback
Read the auditor’s email carefully and identify exactly what they want from you. Don’t write the full answer yet.
Write 2–4 bullet points in your own words:
What is the auditor asking you to explain?
What evidence do they want you to provide or reference?
What details (dates, record IDs, approver names) will you need to find before replying?
Keep your bullets short and concrete. Imagine you’re making a quick checklist for yourself before you open the case log.
Subject: Follow-up query on exception approval (Ref: AP-EXC-44721)
Hi,
Thank you for your earlier response.
Please could you clarify why this exception was approved, and where the supporting evidence is held?
Specifically:
Who authorised the exception and on what date?
Which policy clause was relied upon?
Where is the approval and supporting evidence documented (system record / case file / email trail)?
Kind regards,
M. Dwyer
Internal Audit
2. Find the evidence in the case log.
Now we move from the auditor’s question to your evidence hunt. This is where many people get stuck: they know what happened, but they can’t point to a specific record. For audit work, “I remember” is never strong enough. We need the case log, the approval record, and a clear reference to where the documents live.
On your screen you’ll see a simplified case log for the same reference number. Your task is to extract exactly the pieces you need to answer the auditor’s three questions. Notice that the log includes time stamps, a workflow status change, and an attachment note. This is gold for audit responses because it shows a trail.
Also notice something realistic: one item is missing. In real life, you won’t always have a perfect file. The skill is to say, neutrally, what you have checked and what action you have taken to obtain the missing evidence. No excuses, no blame, just facts and next steps.
Read the log carefully, then you’ll write a short evidence list you can reuse in your response.
The case log is your map.
When you reply to audit, your goal is to make verification easy. Think like this:
What is the claim? (e.g., “Exception approved.”)
What proves it? (e.g., workflow entry + approver note)
Where is it stored? (case file path, attachment name, or system record)
Read: Case log extract (Ref: AP-EXC-44721).
As you read, look for:
approver name and date
policy clause reference
attachment names or storage location
what is missing
Notice the language for missing items.
In audit responses, a useful pattern is:
“At present, X is not on record.”
“I have checked Y and Z.”
“I have requested X from [source].”
“I’ll provide an update once it’s received.”
This helps you stay confident under scrutiny.
Mini example of an evidence list.
Instead of: “It’s in the system.”
Write: “Approval screenshot attached to case file (\Finance\AP\Exceptions\AP-EXC-44721) and workflow note dated 12 Sept.”
In the activity below, you will build your own evidence list from the case log you’ve read. Keep it short, but precise enough that someone else could locate the same record without asking you again.
Practice & Feedback
From the case log, write a short evidence extraction that you can later copy into an audit reply.
Write 5–7 lines. Each line should include:
the evidence item (what it is),
the reference (ID, filename, or date), and
where it is documented (workflow record, case file path, email trail, etc.).
Also include one line about what is missing (if anything) and what you have done to request it.
Stay in the same scenario: Ref AP-EXC-44721.
Case log extract (AP-EXC-44721)
11 Sept, 09:12 Request raised by: J. Patel (Operations). Reason: urgent replacement monitor for Site B.
11 Sept, 09:18 Status set to Exception requested (no PO at time of purchase).
11 Sept, 09:26 Policy check noted: “Procurement Policy v3.2, clause 4.4 Emergency / business continuity purchases permitted with authorised approval.”
11 Sept, 09:41 Approver: L. Nguyen (Procurement Manager). Comment: “Approved as emergency replacement to restore operations. Retrospective PO to be raised.”
11 Sept, 09:42 Status set to Approved – exception by L. Nguyen.
11 Sept, 10:05 Attachment added: “Approval_screenshot_AP-EXC-44721.png” (stored in case file)
12 Sept, 15:10 Finance note: “Invoice INV-88314 received from TechSupply. Awaiting delivery note.”
12 Sept, 15:12 Status set to On hold – evidence pending.
13 Sept, 08:30 Supplier contacted by email for delivery note (email thread saved to case file).
Current Delivery note: not on record.
3. Confirm details without over-explaining.
Good. You’ve identified what the auditor wants, and you’ve pulled evidence from the log. Now we practise a very common next step: confirming a detail with a colleague without sounding defensive, and without rewriting the whole story.
In real life, you might quickly call or message Procurement to confirm the policy clause and the approver’s intent, especially if you’re preparing an audit reply and you want the wording to match the official record. The key is to ask precise questions and then reflect the answer in a clean, traceable sentence.
In this short audio, you’ll hear an admin speaking to the Procurement Manager, L. Nguyen. Listen for the exact phrase that confirms the reason for approval, and listen for the sentence that clarifies what to do about the missing delivery note.
After listening, you’ll write two short sentences you can reuse: one about the approval, and one about the missing evidence and next steps. Keep it factual, calm, and aligned with the process.
Why a quick confirmation helps.
Even when you already have a case log, a short confirmation can help you:
match the official wording used by the approver,
avoid opinions (you’re reporting their decision, not yours),
and make your audit reply tighter and less risky.
What to listen for.
As you listen, answer these two questions:
Approval reason: What was the exception approved for (in one line)?
Missing evidence: What is missing, and what action is being taken?
Useful phrases to borrow today.
When you need to sound professional and traceable, these are strong choices:
“Thank you for confirming.”
“The exception was approved by the authorised approver.”
“The approval is documented in the workflow record.”
“As per the policy clause, the requirement is…”
“At present, the delivery note is not on record.”
“I have requested the missing evidence from the supplier.”
“I’ll provide an update once it’s received.”
Keep your sentences small and verifiable.
A common mistake is writing a long paragraph that mixes facts, opinions and frustration. Instead, write short statements that point to records.
You’re about to practise exactly that: two sentences you could paste into an audit response or a case note.
Practice & Feedback
Listen to the short call and write two sentences:
One sentence summarising the approval reason and who approved it (use the name and role you hear, and keep it neutral).
One sentence stating what evidence is missing and what you are doing next.
Aim for 2–3 lines total. Use at least one phrase from the useful language on the screen (for example: “The exception was approved…” / “At present…” / “I have requested…”). Do not add extra background information that is not in the audio.
4. Draft a concise audit-ready email reply.
You now have everything you need to write a strong first response to the auditor: the questions, the evidence, and the confirmed wording. The next skill is structure. Under audit pressure, it’s tempting to write one long paragraph. Instead, you’ll answer in a numbered format that mirrors the auditor’s points, and you’ll use references so the auditor can verify quickly.
As you draft, aim for calm confidence. You are not defending yourself; you are documenting the record. Use phrases like “The approval is documented in the workflow record” and “Please see the attached approval screenshot and reference number”. If something is missing, don’t panic and don’t apologise too much. Just state it: “At present, the delivery note is not on record. I have requested it from the supplier and will provide an update once received.”
On screen, I’ll show you a simple template and some do and don’t examples. Then you’ll write your own email reply for Ref AP-EXC-44721. Keep it short, tidy, and traceable.
A simple template that auditors like.
When the auditor lists questions, reply in the same order. This shows control and makes your response easy to check.
Suggested structure
Greeting + “Thank you for your question.”
One-line context (reference number)
Numbered answers (1–3)
Missing evidence statement (if applicable)
Offer next update line
Do / Don’t examples.
Don’t:
> “It was urgent and we had to do it, so it was approved.”
Do:
> “The exception was approved by the authorised approver, Linh Nguyen (Procurement Manager), on 11 Sept (workflow record AP-EXC-44721).”
Don’t:
> “Evidence is attached somewhere.”
Do:
> “Please see ‘Approval_screenshot_AP-EXC-44721.png’ attached to the case file (Finance\AP\Exceptions\AP-EXC-44721) and the workflow approval note dated 11 Sept, 09:41.”
Policy clause referencing (keep it clean).
You don’t need to quote the whole policy. One neat sentence is enough:
> “As per Procurement Policy v3.2, clause 4.4, emergency / business continuity purchases are permitted with authorised approval.”
Handling missing information professionally.
Use the checked + actioned pattern:
“At present, the delivery note is not on record.”
“I have checked the case file and the workflow attachments.”
“I have requested the missing evidence from the supplier (email sent 13 Sept).”
“I’ll provide an update once it’s received.”
Your goal.
Write a reply that the auditor can forward without editing. Clear, factual, referenced.
Practice & Feedback
Write a short email reply to Internal Audit about AP-EXC-44721.
Requirements:
Use a professional greeting and a neutral tone.
Answer the auditor’s points 1–3 in a numbered format.
Include the approver name, role, and the approval date.
Reference the policy clause.
State where the approval evidence is documented (case file / workflow / attachment name).
Mention the missing delivery note and your next action.
Aim for 120–180 words. Use at least two phrases from today’s chunk bank (for example: “Thank you for your question”, “The approval is documented in the workflow record”, “At present…”, “I’ll provide an update once it’s received”).
Use these verified details (do not add new facts):
Reference: AP-EXC-44721
Approved by: L. Nguyen (Procurement Manager)
Approval date/time: 11 Sept, 09:41–09:42
Policy: Procurement Policy v3.2, clause 4.4 (Emergency / business continuity purchases with authorised approval)
Evidence on file: workflow record + attachment “Approval_screenshot_AP-EXC-44721.png” stored in the case file
Missing evidence: delivery note (requested from supplier; invoice on hold until received)
5. Chat simulation with the auditor.
Email is great, but audits also happen in fast, chat-style follow-ups. You might get a quick message asking for one more detail, or challenging a weak reference. In this block, you’ll practise staying calm and precise in a short audit chat.
Your goal is not to sound defensive. Your goal is to keep the thread traceable and point to evidence. You’ll also practise a very useful professional move: offering to provide a timeline of actions. That’s a safe way to be helpful without adding unnecessary commentary.
On screen you’ll see a quick reminder of what good audit chat looks like: short lines, clear references, and no “I think”. If the auditor asks for something you don’t have, you must not guess. You state what is confirmed, what is missing, and what you are doing next.
In the activity, you’ll reply as if you are in Teams with Internal Audit. Write your messages as a mini chat transcript. I will then respond like an auditor and you’ll see where your wording is strong and where it needs tightening.
Audit chat: what changes (and what stays the same).
Chat is faster than email, but the principles are identical:
Stay factual.
Reference the record.
Keep it traceable (include the reference number).
Don’t invent missing evidence.
Useful chat-sized lines.
Here are examples you can lift directly:
“Thank you for your question. Re: AP-EXC-44721…”
“The approval is documented in the workflow record (11 Sept, 09:41–09:42) and in the case file attachment ‘Approval_screenshot_AP-EXC-44721.png’.”
“As per Procurement Policy v3.2, clause 4.4, emergency purchases are permitted with authorised approval.”
“At present, the delivery note is not on record. I have requested it from the supplier and I’ll provide an update once it’s received.”
“I can also share the timeline of actions if helpful.”
What the auditor might challenge.
Auditors often ask for:
exact location (file path / system module)
confirmation that the approver was authorised
evidence that the missing document is being chased
Your job in the simulation.
Write a short chat reply that:
answers the follow-up question,
references the evidence clearly,
and offers a next step.
Keep it professional and calm, as if you know your records are in order.
Practice & Feedback
Chat simulation time. Write 4–6 short chat messages as the admin replying to Internal Audit.
Scenario: The auditor sends this Teams message: “Where exactly is the approval documented, and can you confirm what you’ve done about the missing delivery note?”
Your messages must:
mention AP-EXC-44721,
reference the workflow record and the attachment name,
state the missing delivery note situation and your action,
keep each message to 1–2 sentences (chat style).
Finish with one helpful line (for example: “I can also share the timeline of actions if helpful.”).
Teams message from Internal Audit:
“Hi, quick follow-up on AP-EXC-44721. Where exactly is the approval documented? Also, can you confirm what action has been taken regarding the missing delivery note?”
6. Capstone: full audit response plus internal note.
Let’s finish with a complete, end-to-end performance that matches real admin work. In practice, you rarely do only one output. You reply to the auditor, and you also update the internal record so the trail stays tidy for anyone picking it up later.
So in this final block you’ll produce two things: a final audit-ready email and a short internal case note. The email needs to be concise, referenced and neutral, with a clear statement about what is confirmed and what is pending. The internal note needs to be even more factual: date, action taken, what’s missing, and what will happen next.
As you write, keep your language disciplined. Use “documented”, “stored”, “on record”, “requested”, “pending”. Avoid emotional words like “unfortunately” or “we had no choice”. You are protecting the organisation by keeping the trail clean.
When you’re done, check yourself against the mini rubric on the screen. If you can meet those criteria, you can handle audit follow-ups confidently, even under scrutiny.
Both should match the same record, with no new facts.
Mini rubric (self-check before you submit).
Your audit reply should:
answer the questions directly (1–3)
include the reference number
cite the approver, role, and date
reference the policy clause
point to evidence location (workflow + attachment name)
state what is missing and what you are doing next
Your internal note should:
be short (6–9 lines)
read like a log entry (facts + actions)
include status wording (“On hold – evidence pending”)
show a next step and ownership (“Supplier chased; awaiting delivery note”)
Model internal note style (example).
> 13 Sept 08:30 – Supplier contacted for delivery note (TechSupply) re INV-88314. Invoice remains on hold pending delivery note. Approval evidence already saved to case file and workflow record. Next update once document received.
Final reminder of safe, audit-friendly phrases.
“Thank you for your question.”
“The approval is documented in the workflow record.”
“As per the policy clause…”
“At present, the delivery note is not on record.”
“I have requested the missing evidence from the supplier.”
“I’ll provide an update once it’s received.”
“Let me know if you need any further detail.”
Now write your two outputs. Keep them neat and traceable.
Practice & Feedback
Write two sections.
Section A (Email to Internal Audit): 140–200 words. Use numbered answers (1–3). Include AP-EXC-44721, approver name/role, policy clause, where the evidence is documented, and the delivery note status with next action.
Section B (Internal case note): 6–9 lines. Each line should be factual and traceable (date/action/status/next step). Mention that the invoice is on hold pending the delivery note.
Do not invent new documents or dates. Use the verified details provided below and the phrases from the lesson.
Verified details (use only these):
Ref: AP-EXC-44721
Request: urgent replacement monitor for Site B; exception requested due to no PO at time of purchase
Policy: Procurement Policy v3.2, clause 4.4 (Emergency / business continuity purchases permitted with authorised approval)
Approved by: L. Nguyen (Procurement Manager)
Approval logged: 11 Sept, 09:41–09:42 (workflow record; status set to Approved – exception)
Evidence: workflow record + attachment “Approval_screenshot_AP-EXC-44721.png” stored in case file
