Name the reason for the request
Begin with the event that brought you here. Perhaps a grant application calls for audited financial statements, a lender has requested a report, or your board wants to discuss an engagement.
Find the written request when one exists. Note who sent it and the exact report they asked for. If the wording is unclear, say so; you do not have to resolve the scope before making an inquiry.
Identify the period and the deadline
Write down your fiscal year-end and the financial period the requested report should cover. Then distinguish the final submission date from any earlier board or committee meeting.
If there is no firm deadline, describe the decision you are trying to make and when you hope to make it. The prospective firm will need to assess availability before committing to a timetable.
Describe the organization briefly
A short overview gives the discussion context: what your organization does, where it operates, its approximate revenue range, and whether it has had an audit or review before.
Mention a significant change, such as new funding, a system transition, or a change in finance leadership. At this stage, a summary is more useful than a large set of attachments.
Be candid about the records
Are the books closed? Are bank reconciliations current? Is someone still working through adjustments? Explain the current status in ordinary language.
You do not need to describe the records as “audit-ready.” The prospective firm will assess what it needs. An accurate picture is the useful starting point.
Choose a coordinating contact
Identify who can answer initial questions and who would be involved in selecting the firm. They may be different people.
Keep the first inquiry limited to basic information. Financial statements, donor lists, payroll details, and banking records can wait for an appropriate secure process.
Take this into your next conversation
Purpose, financial period, deadline, record status, and a coordinating contact: these are useful foundations for the first discussion.
General educational information only. The prospective CPA firm would determine engagement-specific requirements. Do not submit confidential records through the inquiry form.