Required Documentation for Microsoft Open & Retail Licenses during Audit

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The most important point is that during a licensing audit, proof of activation alone is generally not sufficient to establish licensing compliance. Organizations should be prepared to demonstrate both license entitlement and proof of acquisition for their Microsoft software.

Documentation typically retained for audit purposes

For licenses acquired through a reseller under legacy Open License programs or through Retail/FPP (Full Packaged Product) channels, it is generally advisable to retain:

Original purchase invoices from the reseller
Order confirmations and receipts
Microsoft License Agreement or licensing confirmation documents
Licensing certificates or entitlement records
Product keys (where applicable)
Reseller information and transaction records

These documents help demonstrate that the software was obtained through an authorized channel and that the organization has a valid entitlement to use it.

For Open License purchases

If the licenses were purchased through a legacy Microsoft Open License agreement, you should retain any available:

License authorization and license confirmation documents
Agreement or authorization numbers
Records downloaded from the Volume Licensing Service Center (VLSC)
Corresponding purchase invoices

The Volume Licensing Service Center (VLSC) has historically served as the system of record for Open License confirmations and related licensing artifacts.

Additional records that are often helpful

It is also a good practice to maintain:

Software inventory records
Deployment records
Device assignment records
Internal license reconciliation reports

Maintaining an inventory that can be reconciled against purchased entitlements helps demonstrate ongoing compliance.

Microsoft References

• Software Asset Management (SAM) Proof of License documentation [download.m...rosoft.com]
• Volume Licensing Service Center (VLSC) guidance for license records and confirmations [microsoftn...ations.com]

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The following documentation should we prepare in the event of an audit to verify license validity and compliance:

1. License authenticity which shows The licenses were legitimately obtained from Microsoft or an authorized reseller.
2. Proof of ownership for Your organization whic has valid evidence of purchase and licensing rights.
3. License compliance: This is a number of licenses purchased matches the number of devices or users using