SAMPLE-LIC-01 · FICTIONAL DATE 2026-01-12
Example Workshop Ltd · Microsoft 365 Licence and Cost Review
Status: Fictional format sample · Domain label: example.test (reserved fictional domain; no real organisation) · Method: read-only review of supplied evidence; no live access.
Scope
Licence assignment and use for 210 fictional licensed accounts, from administrator-supplied reports. Prices are not shown in this sample.
Executive summary
Licences are mostly in use, but 38 are assigned to accounts with no sign-in for 90 days, several shared mailboxes carry licences they may not need, and some Copilot licences show no activity. Two renewals fall within the next two months.
Evidence reviewed
| ID | Source | Coverage | Status |
|---|---|---|---|
| E-01 | Licence summary | All plans and counts | Provided |
| E-02 | User licence report with last sign-in | 210 accounts | Provided |
| E-03 | Shared mailbox list with sizes | 17 mailboxes | Provided |
| E-04 | Copilot assignment and activity report | 25 assignments | Provided |
| E-05 | Subscription list with renewal dates | 4 subscriptions | Provided |
What was not checked
- Negotiated or partner pricing
- Non-Microsoft licences
- Feature use inside applications
- Contract terms
Findings
Severity: High means fix first; Medium means plan soon; Low means tidy up.
| ID | Severity | Finding | Evidence | Recommended next step |
|---|---|---|---|---|
| F-01 | High | 38 licences assigned to accounts with no sign-in for 90 days | E-02 | Confirm each account, then free or reassign the licence. |
| F-02 | Medium | 9 shared mailboxes under 50 GB carry a licence | E-03 | Confirm whether any needs a licence, and free the rest. |
| F-03 | Medium | 14 users hold a higher plan whose extra features are not used | E-01, E-02 | Review plan fit for the group; consider a lower plan at renewal if it still meets need. |
| F-04 | Medium | 9 of 25 Copilot licences show no activity in 30 days | E-04 | Ask users whether they need it, and reassign where not. |
| F-05 | Medium | 6 add-ons overlap with features in the base plan | E-01 | Confirm the overlap with the plan documentation and remove the duplicates at renewal. |
| F-06 | Low | 2 renewals fall within the next 60 days with no owner | E-05 | Name an owner and review before the cancellation window closes. |
Fix first
- Review the 38 inactive licences Effort: Low.
- Check licensed shared mailboxes Effort: Low.
- Review Copilot assignments against use Effort: Low.
- Name owners for the 2 renewals Effort: Low.
- Review plan fit for the 14 users Effort: Medium.
30/60/90-day plan
- First 30 days: Name renewal owners; review inactive accounts; review Copilot assignments.
- By 60 days: Free or reassign licences; check shared mailboxes; confirm add-on overlap.
- By 90 days: Review plan fit before the next renewal; set a quarterly licence review.
Customer decision
- Approval: this sample authorizes no changes; no remediation was performed.
- Limit: findings reflect only the evidence listed above, as supplied at the time.
Limitations
This fictional sample demonstrates format, not a real assessment. It contains no real customer data, gives no security or compliance guarantee, and made no change to any system.