QULDEXResources · Template
Governance approval matrix template: who approves what
What is a governance approval matrix?
Audits stall when nobody is sure who can approve a plan, accept evidence or close an action. The matrix answers that once, in advance, for every decision that recurs.
It also supports independence: the approver for each item is someone other than the person who prepared it.
Two different roles for every decision.
A named alternative, so work does not wait.
How long approval should take and who is told when it does not.
Governance approval matrix template
Seven columns, eight example decisions. Roles and times are illustrative; set your own.
| Decision | Prepared by | Approver | Backup | Target time | Escalates to | Record kept |
|---|---|---|---|---|---|---|
| Audit plan | Lead auditor | Audit sponsor | Head of audit | 5 working days | Audit committee | Approved plan |
| Move from fieldwork to reporting | Auditor | Lead auditor | Head of audit | 2 working days | Head of audit | Stage approval |
| Grade of a finding | Auditor | Lead auditor | Head of audit | 2 working days | Head of audit | Finding record |
| Acceptance of evidence | Control owner | Reviewer | Second reviewer | 3 working days | Audit lead | Review decision |
| Closure of a corrective action | Action owner | Internal auditor | Lead auditor | 5 working days | Head of audit | Effectiveness check |
| Extension of a due date | Action owner | Head of function | Risk owner | 2 working days | Risk committee | Reason and new date |
| Acceptance of residual risk | Risk analyst | Risk owner | None; the risk owner decides | 10 working days | Risk committee | Signed acceptance |
| Issue of the final report | Lead auditor | Head of audit | Audit sponsor | 5 working days | Audit committee | Issued report |
The example values are illustrative. Copying pastes the table as rows and columns into a spreadsheet or document.
How do you fill it in?
- List the decisions that recur
Plans, stage moves, findings, evidence, closures, extensions, risk acceptance, reports.
- Assign a preparer and an approver to each
Never the same person.
- Name a backup
Except where only one person may decide, such as risk acceptance.
- Set a target time and an escalation
By the importance of the decision.
- Publish it and review it yearly
And when roles change.
What goes wrong most often?
Approver is the preparer
The lead auditor approves their own plan.
Instead: separate the two roles.
No backup
Approvals wait while someone is on leave.
Instead: name an alternative.
Matrix on paper only
The workflow tool allows anyone to approve.
Instead: configure the tool to match the matrix.
Do you need a template at all?
Plan, test, record findings and report in eight phases, with every step recorded against the audit.
Governance approval matrix template: common questions
What is an approval matrix?
A table that shows, for each type of decision, who prepares it and who is authorised to approve it.
How is it different from a RACI chart?
A RACI chart covers responsibilities for activities in general. An approval matrix focuses on decisions and who may authorise them, with timing and escalation.
Who should approve the matrix itself?
Top management or the governance body that oversees the audit programme.
Is this template free?
Yes. It is on this page, with no form to fill in.
Approvals routed to the right person, with a record
The record lives with the audit, linked to its controls, findings and report.