Client Review Check-List

As an advisor, much of your value comes from the relationships you build over time with clients. That’s one reason quarterly and year-end meetings are important. In a world where everyone is inundated with emails and digital content, being able to sit face to face with people sets you apart.

To help maximize your opportunity, Kurv has put together the following quarterly and year-end client review checklists. At one level, these resources offer a thorough guide for your next meeting. But they represent much more than a ‘check the box’ exercise: Using these checklists can allow you to truly get to know the clients you serve, so you can best tailor your services to their goals and aspirations. Clients that feel seen and heard tend to stick around (and often deliver referrals), which of course is great for your book of business.

Again, the Client Review is a science and an art. The better the experience, the better the relationship can be.  

Focus on the Future

You’ll want to spend about 20% of each review looking back and 80% looking ahead. Clients already see performance on their statements. What they can't get elsewhere is a structured conversation about what's coming and whether their plan is ready for it.

How to Use These Checklists

How you approach these checklists will vary based on whether you have a quarterly or year-end review with a client.

• Quarterly reviews (30–45 min): A quick health check, then three to five forward-looking questions. Rotate themes from the question bank so each client covers every theme over a year.
• Year-end reviews (60–90 min): The full annual housekeeping, plus a deeper "next 12 months, next 5 years" planning conversation.
• Check boxes as you go and paste the completed checklist into your CRM notes as documentation of the review.

Before the Meeting

You’ve probably heard the phrase, “Those who fail to prepare, prepare to fail”. The opposite is also true, fortunately. With that in mind, here are tangible steps you can take to make your next meeting a success:

• Review notes and open action items from the last meeting.
• Check CRM for life events, birthdays, anniversaries or milestones since last contact.
• Pull current allocation vs. target and flag any drift beyond rebalancing bands.
• Confirm cash position against the client's 6–12-month spending needs.
• Note any upcoming liquidity events (home purchase, tuition, business sale, RMDs).
• Review beneficiary designations and account titling for anything outdated.
• Identify one or two forward-looking themes to raise (see question bank).
• Send the client an agenda and ask: "What's changed, and what's on your mind?"
• Invite the spouse/partner, and adult children or other advisors (CPA, attorney) if relevant.

Quarterly Review

For your quarterly reviews, simply follow this “Look back/Look ahead” framework.

Step 1: Look back (keep it to 10 minutes)

• Portfolio value and performance vs. the client's goal, not just a benchmark.
• Allocation drift and any rebalancing done or needed.
• Progress on action items from last quarter.
• Contributions, withdrawals and cash flow vs. plan.

Step 2: Look ahead

• Is anything coming in the next 3–6 months that will require money or a decision?
• Has anything changed at work, at home or in your health that I should know about?
• If markets fell 20% next quarter, what would you want to do, and would we have the cash to avoid selling?
• What's one financial worry that's been on your mind lately?
• Tax planning for the rest of the year: harvesting opportunities, estimated payments, contribution room left.
• Pick one theme from the question bank and go deeper.

Step 3: Close

• Agree on no more than three action items, each with an owner and date.
• Confirm the next meeting date and preferred contact method.

Year-End Review

Naturally, year-end reviews will be more thorough. Here’s a three-step plan to ger the most out of these meetings.

Step 1: Annual housekeeping

• Full-year performance vs. goals and the financial plan's projections.
• Tax-loss harvesting completed; wash-sale and capital gains distribution check.
• Retirement contributions maxed or planned (401(k), IRA, HSA, SEP/Solo 401(k)).
• RMDs taken; qualified charitable distributions considered.
• Roth conversion opportunity in a lower-income or lower-bracket year.
• Charitable giving strategy (donor-advised fund, appreciated securities, bunching).
• Annual gifting to family within the exclusion limit.
• Beneficiaries, account titling and TOD/POD designations reconfirmed.
• Insurance coverage reviewed (life, disability, long-term care, umbrella).
• Estate documents current (will, trust, powers of attorney, healthcare directive).
• Investment policy statement and risk tolerance reconfirmed.
• Update the client profile: income, net worth, employment, dependents, goals.

Step 2: Next 12 months

• What does a great year look like for you, financially and personally?
• Known expenses and income changes for the coming year, and the cash plan to cover them.
• Expected tax picture next year and what we can do now to shape it.
• Rebalancing and contribution schedule for the year.

Step 3: Next 5 years and beyond

• Where do you want to be living, working and spending your time in five years?
• Retirement date: still realistic, sooner or later?
• Major transitions ahead: business sale, inheritance, downsizing, caring for parents.
• Stress-test the plan (see question bank) and note any gaps to address.
• Set two or three priorities for the year ahead.

Draw from the Future-Proofing Question Bank

Using the following question bank, pick one theme per quarterly meeting and two or three at year end. The goal is to surface risks and opportunities before they become urgent.

Theme 1: Life and career changes

• "What would you do if your income stopped tomorrow? How long could you go without changing your lifestyle?"
• "Is there a career move, sabbatical or business idea you've been thinking about?"
• "Do you expect any change in who depends on you financially, such as children, parents or a partner?"
• "If you received a large windfall or inheritance, do you know what you'd do with it?"

Theme 2: Market and economic scenarios

• "If your portfolio dropped 30% and stayed down for two years, how would that change your plans?"
• "What would higher-for-longer inflation or interest rates mean for your spending and goals?"
• "Are you comfortable with how much of your wealth is tied to one company, industry or property?"
• "Is there a part of the market you feel we're under- or over-exposed to?"

Theme 3: Retirement readiness

• "What will you actually do with your time in retirement? Have you tried living on your retirement budget?"
• "How would your plan hold up if you live to 100?"
• "If you or your spouse needed long-term care, how would it be paid for?"
• "How would healthcare costs before Medicare eligibility be covered if you retired early?"

Theme 4: Tax and policy changes

• "If tax rates were higher in the future, would you rather pay some tax now?" (Roth conversions, asset location)
• "Do you expect to be in a higher or lower bracket in retirement than today?"
• "Are you planning to move to a different state? Have you considered the tax impact?"

Theme 5: Health and longevity

• "If you were unable to make decisions tomorrow, who would step in, and do they know where everything is?"
• "Is there any family health history we should factor into insurance or planning?"
• "Have you discussed your wishes for care with your family?"

Theme 6: Family, legacy and wealth transfer

• "Do your heirs know what to expect, and are they prepared to manage it?"
• "Would you like to involve your adult children in a meeting?"
• "What do you want your money to accomplish after you're gone?"
• "If something happened to you, would your spouse feel confident handling the finances alone?"

Theme 7: Technology and security

• "Do you use two-factor authentication on your financial accounts?"
• "Does someone you trust have access to a list of your accounts, passwords and digital assets?"
• "Have you or a family member been targeted by a scam or fraud attempt recently?"
• "Would you like to add a trusted contact to your accounts?"

Theme 8: Values and priorities

• "If you had to cut your spending by 20%, what would you protect first?"
• "Are there causes or experiences you want to fund while you're alive to enjoy them?"
• "What would you regret not doing in the next 10 years?"

After the meeting

Preparing for a meeting is essential, but so is what you do with the information afterward. Here are steps you can take to get the most out of your latest quarterly or year-end review.

• Send a recap within 48 hours: What was discussed, decisions made, action items with owners and dates.
• Log the review, forward-looking themes covered and client responses in the CRM.
• Record any changes to risk tolerance, objectives or time horizon and update the suitability profile.
• Schedule follow-ups with the CPA, attorney or insurance specialist if needed.
• Note which question bank themes were covered so next quarter rotates to new ones.
• Set a reminder for any time-sensitive item (enrollment windows, RMD dates, tax deadlines).

Need More Information or Additional Support? For more information or help with these checklists, please call Kurv at 1-833-955-KURV (5878), visit our website kurvinvest.com, or schedule a chat with our Client Solutions Team if you would like to discuss solutions for your clients. Schedule a chat.