The adviser leaves; the question remains.
The office must establish which mandate and disclosure reached the client.
Keep the relationship history together.
Link the mandate, exact disclosure version, intended recipient and recorded response.
Family offices
Protect the continuity
of the client relationship.
Keep disclosures, mandates, acknowledgements and follow-up connected to the principals and advisers who need them.
A familiar problem
A colleague leaves. The office still needs to show which information reached the client.
Keep mandates, disclosures and client responses accessible when advisers change or questions arrive years later.
An illustrative working process
From first contact
to continuing responsibility.
01
Establish the relationship and authorityMandates, named representatives and identity-check references
Recorded context02
Share the approved document versionThe disclosure version and intended recipients
Recorded context03
Arrange the review with the clientMeeting date, agenda and relevant documents
Recorded context04
Record questions and acknowledgementsQuestions, answers and explicit client responses
Recorded context05
Manage periodic updates and review datesReview owner, due date and updated declarations
Recorded contextADVISER HANDOVER
An adviser leaves. The relationship keeps its memory.
The new relationship manager needs the current mandate, the last declaration and the unanswered request. The principal should not have to reconstruct the office’s own history.
Less repeated questioning. A clearer handover. The original context remains available.
Illustrative workflow. Scope and availability are agreed for the engagement.
THE WORKING RECORD / EXAMPLE
Mandate review · An open question
- Source
- Mandate v3 and source-of-funds declaration v2
- Still outstanding
- The explanation requested by the departing adviser
- Next owner
- A named colleague takes over the follow-up
What can go wrong
When the relationship outlives one adviser.
Illustrative office workflows. The principal and appointed advisers remain responsible for their decisions.
A revised document crosses borders.
The principal and advisers may be discussing different versions or translations.
Make the version explicit.
Keep source, translation, reviewer questions and any new acknowledgement connected.
A periodic review loses its owner.
A renewed declaration or client question is due after the original deal has closed.
Give the follow-up a place.
Assign the owner and due date, show open requests and retain the later response.
Continuity and control
Your family’s records.
Your requirements for their care.
Keep mandates, ownership documents and adviser correspondence accessible to the people who need them, with hosting and access requirements agreed around your office.
Sensitive records cross advisers and borders.
Scope the hosting country, administrator access, retention and backups together. Swiss, German or other regional requirements are assessed as part of the engagement.
Your office needs a specific operating model.
Discuss dedicated infrastructure, private cloud or deployment on your own servers. Agree who operates, updates and supports the environment. Custom deployment is separately scoped and priced.
Follow-up should not depend on memory.
Explore the planned ExedroAI experience: missing records, unanswered requests and suggested next steps, with tasks and draft messages for review.
See the AI preview ↗Deployment choices support control requirements; they do not eliminate security risk.
Discuss your office’s requirements ↗EXEDRO AI · PRODUCT PREVIEW
Understand the file before the next conversation.
See how Exedro can bring ownership records, missing evidence and questions for your reviewer into one view.
Map your client handover.
Bring the handover or review that takes too much chasing. We will map its people, documents and next actions, then clarify the right configuration.