We check for changes in plan administrators and for company acquisitions. We look for conversion files, which may contain account data transferred between companies that keep plan records.
We also review Securities and Exchange Commission (SEC) filings and other records, such as transfer records, when relevant. We use this research to identify who holds the records and prepare your request.
Why the name on the statement may not be enough
The name you recognize
Your client dealt with a brokerage firm. That firm may have introduced the account to another firm.
The firm that held the assets
A clearing firm may have carried the account and kept transaction records. Requests may need to reach both firms.
We check the firm’s history and clearing relationships. For employer plans that file Form 5500, we check those annual reports for service-provider leads.
Plans do not all call their records by the same names. We write the request for the account involved.
Your client signs and sends
A letter for your client
Your client signs this letter on plain paper. We identify the recipient for the case.
A request does not guarantee that records exist or will be produced.
ILLUSTRATIVE EXCERPT
[Participant name] [Contact details]
To: [Confirmed record holder]
Request for my retirement account records
Please provide the following records for [account] from [start date] through [end date].
Complete transaction history, including deposits, withdrawals and transfers.
For each transfer: date, amount, sending firm and receiving firm.
Opening and rollover records showing where the account’s funds came from.
If you do not hold these records, please identify the current record holder and provide contact details.
[Participant signature]
Your firm reviews and sends
A letter for your letterhead
Counsel reviews the letter, adds the firm’s letterhead and sends it with any required authorization.
A request does not guarantee that records exist or will be produced.
ILLUSTRATIVE EXCERPT
[YOUR FIRM LETTERHEAD]
To: [Confirmed plan records contact]
Request for retirement plan records
Dear Records Custodian:
For [participant] and [plan], please provide records for [date range], including:
Balances by employee and employer contribution source.
Running contribution totals, using the plan’s own record labels.
Transaction history, including distributions, rollovers and transfers.
For each transfer, provide its date and amount. Identify the receiving account.
If another firm holds earlier records, please identify that firm and its current records contact.
[Attorney signature]
Counsel adapts this list
Specific records to request
Counsel may use these record descriptions when preparing a subpoena. Counsel handles its legal requirements and service.
A request does not guarantee that records exist or will be produced.
ILLUSTRATIVE EXCERPT
RECORDS REQUEST WORKSHEET
Ask for data, not only statements.
Specify the account and date range. Use the plan’s own record names.
Transactions Each transaction’s date and amount, with its description.
Contribution sources Employee contributions, employer contributions and running totals.
Transfers and rollovers Origin, destination, date and amount.
Opening records Funding and rollover documentation.
Loans, when relevant Loan origination and repayment records. Include any distribution treatment.
Adapt the list to the account involved.
Then we review what comes back.
Send us the replies. We identify what is missing and explain the next request. Record availability is not guaranteed.
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