How to Explain Audit Questions to Non-Accounting Staff or Leadership

You get a question from your auditor. Something like:

 

“Can you provide support for the receivable recorded in Fund 24?”

You know what they mean. But now you have to explain it to your admin assistant, department lead, or board member—and their eyes glaze over before you finish the sentence.

 

Audit questions aren’t always complicated—but they sound complicated.
And if you want to get what you need on time, you have to translate the ask clearly and respectfully.

Here’s how to explain audit questions to non-accounting staff or leadership—without causing confusion, panic, or frustration.

1. Strip Out the Jargon

Audit language is full of technical terms that sound intimidating, even when the request is simple.

🧠 Don’t say:

“The auditor is asking for SEFA reconciliation tied to the GL.”

✅ Instead, say:

“We need a summary of how much we spent from each federal grant this year and backup to show those numbers match what’s in the books.”

Use plain English—even if the original question came in CPA-speak.

2. Connect the Request to Something Familiar

Help the person understand why the auditor is asking and how their role connects.

🎯 Example:

“The auditor needs the board minutes from February to confirm the approval of the new bus lease. Can you check if those minutes were uploaded after the meeting?”

Or:

“The auditor is asking for payroll reports to make sure the salaries were charged to the right grant. You don’t need to explain the grant codes—they just need copies of what you already run each pay period.”

This keeps it grounded in their workflow—not yours.

3. Give Clear, Specific Instructions

General requests like “Send support for this” confuse non-accounting staff.

✅ Instead:

• Tell them what to find

• Where to find it (system, folder, date range)

• How to send it (upload, email, printed copy)

📝 Example:

“Can you upload the January and February bank statements to the shared folder under ‘Cash’? The auditor is confirming year-end balances.”

Remove the guesswork, and you’ll get faster, better responses.

4. Provide Context Without Creating Fear

People outside of finance often feel nervous when they hear the word “audit.” They may assume something is wrong—or that they’re in trouble.

✅ Reassure them:

“This is a normal part of the audit. We’re just making sure the files are complete and easy for them to review.”

Or:

“This isn’t about catching mistakes—it’s about documenting what we already know happened.”

Tone matters. Calm explanations build trust and keep everyone engaged.

5. Put It in Writing (Then Offer to Clarify)

Verbal explanations can go sideways. Send a short written request with bullet points, then offer to walk them through it if needed.

✉️ Sample message:

Hi Lisa,
The auditors are reviewing our capital asset purchases. Could you help gather the following?

• Copies of invoices for any equipment purchases over $5,000 since July

• A list of assets disposed of this year (if any)

• Supporting docs saved in the ‘Capital Assets’ folder by Friday

Let me know if you’d like me to walk through where to find them. Thanks!

This gives them time, clarity, and confidence to respond.

6. Debrief After the Audit (They’re Part of the Team Too)

If someone helped respond to requests or organize documents, include them in the debrief—even if they’re not in finance.

✅ After the audit:

• Let them know how their work contributed

• Share what the auditors said about their section

• Invite feedback on what could go smoother next year

You’re not just building files—you’re building a team that supports the process.

Clear Communication Is an Audit Skill

Great audit prep isn’t just about spreadsheets and reconciliations.

It’s about communication—especially with people who don’t live in accounting all day.

✅ Translate the ask
✅ Tie it to their role
✅ Give clear instructions
✅ Calm their fears
✅ Show appreciation

Because the smoother your internal communication is, the smoother your audit will be—every time.

Speak their language.
Respect their time.
And bring everyone into the process.