Portfolio Review Meeting: The Statements to Collect From Clients Beforehand

The documents for portfolio review are simple to list and hard to gather on the morning of the meeting. Collect them a week ahead, and the meeting can be about decisions, not paper.

What documents do you need before a portfolio review?

Collect five groups of papers before the meeting: holdings statements, KYC status, insurance schedules, tax papers, and bank or deposit statements. Ask a week ahead, so the meeting can start with decisions. If you need the full KYC list for each product, see KYC documents for MF distributors.

Which holdings statements should a client send?

Ask for the consolidated account statement for mutual funds, the demat holding statement for shares and ETFs, and the latest bank or deposit statements. Ask for one statement from the start of the year too, so the review shows the change over the year.

Say a client holds three mutual fund folios across two fund houses, plus a demat account. The client remembers two of the folios. The consolidated account statement shows all three, which is why it goes on the list first.

Ask for PDFs, not photos. A photo often cuts off the holding names and the totals at the bottom of the page.

Does the client's KYC status matter?

It does. KYC is done once through a KYC Registration Agency and linked with CKYC. The status can be validated, registered or on hold. An on-hold status is a task to fix before the review, not during it. A KYC fix can take longer than a single meeting, so start it early.

Nominee details belong in the same check. Under SEBI's revised framework, investors can name up to 10 nominees for mutual funds and demat accounts. If the client's details have changed, the KYC modification documents page shows what to collect.

What about insurance, fixed deposits and bonds?

Ask for the policy schedule for each policy, with premium receipts for the last year. A review that skips insurance misses part of the client's cover. Note the nominee on each policy as well, and compare it with the mutual fund and demat nominees. A mismatch is easy to miss when the papers sit in different folders.

For fixed deposits and bonds, ask for the latest certificate or statement. Put the maturity dates in your own register, so the next review starts with them.

Which tax papers belong in the file?

Ask for the last filed return and the capital gains statement for the year. Ask for the acknowledgement of the return too, so the review uses the filed figures. Other capital gains take a client out of ITR-1, so the file may need the list in ITR-2 capital gains documents.

What changes if the client lives abroad?

The FATCA and CRS self-declaration comes first. Add overseas address proof and the NRE or NRO bank account details. Some fund houses do not accept investments from US or Canada residents, so check that before the meeting.

How to collect these without the chase

Reposha, AI for financial advisors, turns the list into one request per client. Send one upload link. The client gets the link and a one-time access code as two WhatsApp messages. They upload from a phone or laptop, with no account, in English or Hindi. Every file lands in that Client's folder, and every open or download is logged.

Tell the client which papers are required and which are optional, so the list does not feel open-ended. Keep the review papers tidy with a simple folder system for client papers. One folder per client, with statements named by month, makes the next review faster.

Start at reposha.com.

Questions people ask

General information only, not legal, tax or financial advice. Rules and dates change, so confirm before acting.

Written by Premanshu, Founder, PreceptsAI