Documents Required for Audit UAE 2025 | Complete Checklist

Your auditor just requested "all relevant documents" but you have no idea where to start or what's actually required? Incomplete documentation is the #1 reason UAE audits get delayed, costing businesses an average of AED 15,000-25,000 in extended audit fees and potentially blocking critical license renewals.

As Ministry-approved auditors who've completed over 28,000+ audits across Dubai, Abu Dhabi, and every UAE free zone over 37 years, Farahat & Co understands exactly which documents auditors need—and in what format. Our experience spanning DED, DMCC, JAFZA, DIFC, and ADGM jurisdictions means we know the specific requirements for your business structure.

This comprehensive document checklist covers:

Complete financial documentation requirements (balance sheets, income statements, cash flow, equity statements)
Supporting documentation by category (bank statements, receivables, payables, inventory, fixed assets)
Tax and legal documents specific to UAE compliance (VAT returns, corporate tax, trade licenses, contracts)
Industry-specific requirements for trading, manufacturing, services, and retail sectors
Digital vs. physical documentation requirements and accepted formats

Whether you're a mainland LLC, free zone company, or branch office, this definitive checklist—used by thousands of our audit clients—ensures you'll have every required document prepared, properly formatted, and readily accessible when your audit begins.

Essential Financial Documents (Core Requirements)

1. Primary Financial Statements

Balance Sheet (Statement of Financial Position)

As at year-end date
Comparative prior year figures
Detailed breakdown of:
- Assets (current and non-current)
- Liabilities (current and non-current)
- Equity (share capital, retained earnings, reserves)

Income Statement (Profit & Loss)

For full financial year
Comparative prior year
Detailed expense categorization:
- Cost of goods sold
- Operating expenses (broken down by type)
- Administrative expenses
- Finance costs
- Other income/expenses

Cash Flow Statement

Operating activities
Investing activities
Financing activities
Reconciliation to year-end cash balance

Statement of Changes in Equity

Share capital movements
Retained earnings movement
Reserve transfers
Dividend declarations/payments

Notes to Financial Statements

Accounting policies
Detailed breakdowns of all balance sheet line items
Contingent liabilities and commitments
Related party transactions
Subsequent events

Format: Excel working files + PDF final versions

2. Trial Balance and General Ledger

Trial Balance:

Year-end trial balance (all accounts)
Opening trial balance
Monthly/quarterly trial balances
Account code structure and descriptions

General Ledger:

Complete GL for all accounts
Transaction-level detail (date, description, amount, reference)
Month-end closing entries

Chart of Accounts:

Complete account listing
Account descriptions
Account type classification

Format: Export from accounting software (Qu ickBooks, Tally, Zoho, SAP, etc.)

Supporting Documentation by Category

3. Bank Documents

Bank Statements:

All bank accounts (savings, current, FX accounts)
Complete 12-month statements
Including all pages (don't skip "no activity" months)
Stamped by bank OR downloaded officially from bank portal

Bank Reconciliations:

Monthly reconciliations for all accounts
Outstanding cheques listing
Deposits in transit
Bank charges not yet recorded
Interest income not recorded

Bank Confirmation Letters:

Auditor will send directly to banks
You must authorize bank to respond
Timeline: 2-3 weeks processing time

Loan Documents:

Loan agreements (all facilities)
Repayment schedules
Security/collateral agreements
Guarantee documents

Fixed Deposit Certificates:

Original certificates OR bank statements showing FD
Maturity dates and interest rates

4. Accounts Receivable (Debtors)

Aged Receivables Listing:

Customer-wise breakdown
Age analysis (0-30, 31-60, 61-90, 90+ days)
Total reconciling to trial balance

Sales Invoices:

Sample required (auditor will select)
Typically 20-40 invoices spanning year
Must show: Customer name, invoice date, items/services, amounts

Customer Confirmations:

Auditor sends to customers
Confirms balance owed as of year-end
You provide customer contacts

Credit Notes:

All credit notes issued during year
Reference to original invoice
Approval documentation

Bad Debt Write-Offs:

List of debts written off
Management approval
Supporting evidence (correspondence, legal notices)

Provision for Doubtful Debts:

Calculation methodology
Specific debts identified as risky
Historical collection pattern

5. Accounts Payable (Creditors)

Aged Payables Listing:

Supplier-wise breakdown
Age analysis
Reconciliation to trial balance

Purchase Invoices:

Sample of supplier invoices
Showing goods/services received
Payment terms

Supplier Statements:

Month-end statements from key suppliers
Reconciliation of supplier statement to your records

Payment Vouchers:

Proof of payments made
Bank transfer confirmations
Cheque copies

Accruals Listing:

Expenses incurred but not yet invoiced
Basis of accrual calculation

6. Inventory (Trading/Manufacturing Companies)

Year-End Inventory Count Sheets:

Physical count performed at/near year-end
Item-by-item listing
Quantities counted
Count team signatures

Inventory Valuation:

Cost calculation (FIFO, weighted average, etc.)
Net realizable value assessment
Provision for obsolete/slow-moving stock

Inventory Movement Report:

Purchases during year
Sales/usage during year
Opening and closing balances

Warehouse Location:

If inventory stored offsite, location details
Third-party warehouse agreements

Sample Product Documentation:

Purchase invoices for inventory items
Showing unit costs

7. Fixed Assets

Fixed Asset Register:

Description of each asset
Purchase date and cost
Depreciation method and rate
Accumulated depreciation
Net book value

Purchase Documents:

Invoices for asset acquisitions
Payment proof
Import documents (if imported assets)

Disposal Documentation:

Sale agreements for disposed assets
Disposal proceeds received
Calculation of gain/loss on disposal

Physical Verification:

Asset tagging system
Physical verification report (if conducted)
Photos of major assets (optional but helpful)

Lease Agreements:

Equipment lease contracts
Vehicle lease agreements
Payment schedules

8. Cash and Petty Cash

Cash Count Sheet:

Physical cash counted at year-end
Denominations breakdown
Counter signatures

Petty Cash Vouchers:

All petty cash disbursements
Receipts attached
Approval signatures

Cash Book:

Daily cash receipts and payments
Running balance

Float/Imprest System:

If using imprest system, documentation of float amount
Reimbursement vouchers

Tax and Regulatory Documents

9. VAT Documents

VAT Returns (Form 201):

All quarters/months for financial year
Filed returns with FTA confirmation
Payment receipts for VAT liability

VAT Input Tax Records:

Tax invoices from suppliers (supporting input tax claims)
Import VAT payment receipts
Reverse charge calculations

VAT Output Tax Records:

Sales invoices issued (showing VAT charged)
Standard-rated vs. zero-rated breakdown
Exempt supplies listing

VAT Reconciliation:

VAT per returns vs. VAT per accounting records
Explanation of differences

VAT Refunds:

If refund claimed, supporting documentation
Export evidence (for zero-rated claims)

10. Corporate Tax Documents (from June 2023 onwards)

Corporate Tax Registration:

Tax Registration Number (TRN) certificate
Registration confirmation from FTA

Tax Reconciliation Schedule:

Accounting profit vs. taxable profit
Add-backs (non-deductible expenses)
Deductions/exemptions
Taxable income calculation

Transfer Pricing Documentation:

Local file (if related party transactions)
Related party transaction listing
Arm's length pricing justification

Small Business Relief:

If claiming AED 375,000 exemption, documentation
Revenue threshold verification

11. Legal and Corporate Documents

Trade License:

Current trade license (valid)
License renewal receipts

Memorandum and Articles of Association:

MOA and AOA
Any amendments

Shareholder Information:

Shareholder register
Share certificates
UBO (Ultimate Beneficial Owner) register

Board Resolutions:

Key financial decisions
Auditor appointment resolution
Dividend declarations
Major contract approvals

Contracts and Agreements:

Major customer contracts
Supplier agreements
Lease agreements (office, warehouse)
Service agreements
Loan agreements

Insurance Policies:

Property insurance
Liability insurance
Vehicle insurance
Key person insurance

Employment Documents:

Employment contracts (sample)
Salary structure
End-of-service benefit calculation
MOHRE documents

Industry-Specific Documents

For Trading Companies

Import Documentation:

Customs declarations
Bills of lading / Airway bills
Commercial invoices from foreign suppliers
Payment proof (forex transfers)

Export Documentation:

Customs export declarations
Shipping documents
Foreign customer invoices
Export proceeds receipts

Certificate of Origin:

For certain products
Chamber of Commerce authentication

For Manufacturing Companies

Production Records:

Raw material consumption
Production output reports
Waste/scrap records

Work-in-Progress Valuation:

Methodology
Stage of completion

Quality Certifications:

ISO certifications
Product testing reports

For Service Companies

Service Delivery Records:

Project completion reports
Time sheets (for professional services)
Client sign-offs

Unbilled Revenue (WIP):

Services provided but not yet invoiced
Percentage of completion method documentation

For Real Estate Companies (RERA Audit)

Property Register:

List of all properties
Purchase documentation
Title deeds
Rental agreements
Rental income received

Developer Requirements:

Escrow account statements
Off-plan sales contracts
Construction progress reports

RERA Compliance:

RERA permits and approvals
Service charge calculations
Owners' association accounts

For Healthcare (DHA Regulated)

DHA License:

Medical facility license
Professional licenses of practitioners

Patient Records:

Number of patients treated
Revenue per treatment type

Insurance Claims:

Health insurance receivables
Pre-authorization documents

For Construction Companies

Project Accounts:

Project-wise profit & loss
Percentage of completion

Contracts:

Main contracts with clients
Subcontractor agreements

Retention Money:

Amounts retained by clients
Release terms

Bank Guarantees:

Performance guarantees
Advance payment guarantees

Document Format and Organization

Digital vs. Physical

Acceptable Digital Formats:

PDF (preferred for statements and invoices)
Excel (for listings and schedules)
Scanned documents (must be clear and complete)
Accounting software exports

Cloud Storage:

Google Drive, Dropbox, OneDrive accepted
Shared folder access for auditor
Organized folder structure (see below)

Physical Documents:

Original contracts and agreements
Trade license original
May be requested for verification

Folder Structure (Recommended)

Audit_2024_YourCompanyName/
├── 01_Financial_Statements/
│   ├── Balance_Sheet.xlsx
│   ├── Income_Statement.xlsx
│   ├── Cash_Flow_Statement.xlsx
│   ├── Notes_to_Accounts.docx
│   └── Trial_Balance.xlsx
├── 02_General_Ledger/
│   └── GL_Full_Year.xlsx
├── 03_Bank/
│   ├── Bank_Statements/
│   ├── Bank_Reconciliations/
│   └── Loan_Documents/
├── 04_Receivables/
│   ├── Aged_Receivables.xlsx
│   ├── Sales_Invoices_Sample/
│   └── Credit_Notes/
├── 05_Payables/
│   ├── Aged_Payables.xlsx
│   ├── Purchase_Invoices_Sample/
│   └── Expense_Vouchers/
├── 06_Inventory/
│   ├── Inventory_Count_Sheet.pdf
│   └── Valuation_Report.xlsx
├── 07_Fixed_Assets/
│   ├── Asset_Register.xlsx
│   ├── Purchase_Invoices/
│   └── Depreciation_Schedule.xlsx
├── 08_VAT/
│   ├── VAT_Returns/
│   └── VAT_Reconciliation.xlsx
├── 09_Corporate_Tax/
│   └── Tax_Computation.xlsx
├── 10_Legal_Contracts/
│   ├── Trade_License.pdf
│   ├── MOA_AOA.pdf
│   └── Major_Contracts/
└── 11_Supporting_Docs/
    ├── Insurance_Policies/
    ├── Board_Minutes/
    └── Miscellaneous/

File Naming Convention

Use Clear, Descriptive Names:

Good: Bank_Statement_Emirates_NBD_Dec2024.pdf
Bad: Doc1.pdf

Include Dates:

For periodic documents: YYYY-MM format
Example: VAT_Return_2024-12.pdf

Version Control:

If providing updated files: Filename_v2.xlsx

Timeline for Document Preparation

8 Weeks Before Audit Start

Week 1-2: Financial Close

Close books for financial year
Post all year-end adjusting entries
Generate trial balance
Prepare draft financial statements

Week 3-4: Supporting Schedules

Prepare all aged listings (receivables, payables)
Compile fixed asset register
Calculate inventory valuation
Prepare bank reconciliations

Week 5-6: Supporting Documents

Gather sample invoices
Organize bank statements
Compile contracts and agreements
Tax return preparation

Week 7-8: Review and Quality Check

Cross-check all documents
Ensure completeness
Upload to shared folder
Provide auditor access

Common Document Deficiencies to Avoid

Missing Bank Statements:

Even months with "no activity" must be included
All pages of statements required

Incomplete Invoices:

Ensure tax invoices have all required elements (TRN, amount, VAT)
Handwritten invoices often rejected (need proper format)

No Supporting for Accruals:

Accrued expenses must have calculation basis
Subsequent invoices providing evidence

Inventory Count Not Done:

Physical count is mandatory
Must be conducted at/near year-end

Missing Reconciliations:

Bank reconciliations must cover all months
Control account reconciliations (receivables, payables)

No VAT Documentation:

Input tax claims need proper tax invoices
Export zero-rating needs export evidence

Unsigned Documents:

Resolutions need board signatures
Financial statements need director approval before audit

Special Situations

First-Time Audit

Additional Documents:

Opening balance proof (if not first year of operation)
Prior year financial statements (even if unaudited)
Explanation of retained earnings opening balance

Change of Auditor

Handover Documents:

Previous auditor's management letters
Prior year audit file summary (if available)
Explanation of any restatements or adjustments from previous audits

Group Audits (Multiple Entities)

Consolidation Documents:

Inter-company transactions listing
Inter-company balances and reconciliations
Consolidation workings
Each subsidiary's complete documentation

Audits After Delays (Catch-Up Audits)

Multiple Years:

Complete documentation for each year
Explanation of significant variances year-on-year
May need additional effort for historical reconstruction

Frequently Asked Questions

Q: Can I provide screenshots instead of official documents? A: No. Bank statements must be official (downloaded from bank or stamped). Screenshots not acceptable.

Q: How many invoices do I need to provide? A: Auditor selects sample (typically 20-50 depending on transaction volume). Have all invoices accessible but don't print thousands upfront.

Q: What if I lost some documents? A: Contact source (bank for statements, suppliers for invoices) to obtain duplicates. Delays audit if critical documents missing.

Q: Do documents need to be in English? A: Arabic or English acceptable in UAE. Other languages may need translation.

Q: Can I send documents gradually as I find them? A: Better to provide complete package at once. Piecemeal submission delays audit and increases fees.

Q: What if my accounting software crashed and I lost data? A: Reconstruct from source documents (bank statements, invoices). Very time-consuming and expensive - always backup accounting data.

Q: Do I need to print everything or can it be digital? A: Digital is preferred and acceptable. Only selected documents may need physical verification.

Document Checklist Summary

Before Your Audit Starts - Verify You Have:

Financial Documents:

☑ Balance Sheet, Income Statement, Cash Flow, Equity Statement
☑ Trial Balance and General Ledger
☑ Chart of Accounts

Bank:

☑ 12-month bank statements (all accounts)
☑ Monthly bank reconciliations
☑ Loan agreements and schedules

Receivables/Payables:

☑ Aged receivables and payables listings
☑ Sample invoices readily accessible
☑ Customer/supplier confirmations prepared

Inventory (if applicable):

☑ Physical count sheets
☑ Valuation calculations

Fixed Assets:

☑ Asset register
☑ Purchase invoices for additions
☑ Disposal documentation

Tax:

☑ VAT returns (all periods)
☑ Corporate tax documentation
☑ Tax reconciliations

Legal:

☑ Trade license
☑ MOA/AOA
☑ Major contracts
☑ Insurance policies

Industry-Specific:

☑ As applicable to your sector

Take Action Now

Our Document Review Service:

Before your audit starts, we offer:

Pre-audit document review (AED 5,000)
Identifies missing/deficient documents
Provides 2-week turnaround
Ensures audit-ready status
Saves AED 15,000-25,000 in extended audit fees

Audit Services:

Ministry-approved auditors
All jurisdictions (DED, DMCC, JAFZA, DIFC, ADGM)
Fixed-fee pricing
6-8 week standard turnaround
Organized clients finish in 3-4 weeks

Contact Farahat & Co for pre-audit document review or complete audit services.