FAMILY RESPONSIBILITIES AND SERVICE PROPOSALS EDUCATIONAL WORKSHEET | Five-page blank meeting pack Use aliases. Do not write real names, account numbers, passwords, tax identifiers, contract text, or detailed personal tax information. Keep filled copies under your control. This worksheet organizes questions and user-entered information. It does not determine legal authority, verify a provider, score an arrangement, or recommend a structure. Print pages 1-3 once. Copy page 4 once for every task and arrangement that needs detail. Copy page 5 once for every real charge. A required task remains visible even when unassigned, excluded, referral-only, or unknown. PAGE 1 OF 5 — PURPOSE, WORK, AND STRESS PROMPTS Prepared: _______________________ Next review: _______________________ Main concern / decision: ______________________________________________________________________ What family members want to keep doing: ______________________________________________________________________ What someone else should own: ______________________________________________________________________ Decisions the family / trustee / authority holder must retain: ______________________________________________________________________ Management appetite and retained workload: ______________________________________________________________________ For every task choose required (R), optional (O), not needed (N), or unsure (?). Record an observable deliverable, cadence or trigger, and entity/branch alias. Split work into another record whenever roles or authority differ. DOMAIN NEED DELIVERABLE / CADENCE / SCOPE Investment oversight ____ _________________________________ Tax & estate coordination ____ _________________________________ Reporting & reconciliation ____ _________________________________ Bill payment ____ _________________________________ Governance ____ _________________________________ Privacy & access ____ _________________________________ Succession & backup ____ _________________________________ Accountability & follow-up ____ _________________________________ SUBTASK MEMORY PROMPTS Investment: policy and liquidity constraints; manager selection/review; allocation decisions; trade authority; capital-call calendar; coordination across accounts. Tax and estate: records collection; estimates and deadlines; scenario work; return preparation; signing/filing authority; estate-planning discussion; legal drafting; trust funding and titling; implementation verification. Reporting: source-data feeds; entity/ownership ledger; consolidated balance sheet; cash forecast; reconciliation; performance and valuation methods; stale/private-asset estimates. Bill payment: invoice collection; payee verification; approval; release; reconciliation; exception or suspected-fraud escalation. Governance: decision rights; meeting preparation; minutes and action log; conflict process; education; distribution-policy discussions. Written family policies do not override trust documents. Privacy: access permissions; data sharing/consent; vendor access; incident response contact; offboarding and deletion; recovery test. Succession: family incapacity/death instructions and counsel review; successor authority; employee backup; provider change/exit; next-generation access and onboarding. Accountability: deliverable owner; due date/trigger; review evidence; escalation; periodic scope and fee review; remediation owner. STRESS PROMPTS Ordinary recurring month — work exposed / recipient / handoff accepted? ______________________________________________________________________ Urgent tax + liquidity + legal event — coordinator / authority / surge capacity? ______________________________________________________________________ Usual coordinator absent — authority, access, deadline, or backup issue? ______________________________________________________________________ “I do not know what may be missing” — assessment question, not completed audit: ______________________________________________________________________ Family-level system owner / basis / backup / review cadence: ______________________________________________________________________ PAGE 2 OF 5 — COMPARE THE SAME BRIEF Current arrangement alias: __________________________________________ Candidate A / model: _________________________________________________ Candidate B / model: _________________________________________________ Candidate C / model: _________________________________________________ Possible labels include dedicated family office, multifamily office, existing advisers with an explicit coordination mandate, or a named hybrid. No model earns coverage by its label. No role carries over from the baseline unless the family explicitly confirms it remains. TASK 1 / DELIVERABLE / SCOPE / CADENCE: ______________________________ Current: _____________________________________________________________ Candidate A: _________________________________________________________ Candidate B: _________________________________________________________ Candidate C: _________________________________________________________ TASK 2 / DELIVERABLE / SCOPE / CADENCE: ______________________________ Current: _____________________________________________________________ Candidate A: _________________________________________________________ Candidate B: _________________________________________________________ Candidate C: _________________________________________________________ TASK 3 / DELIVERABLE / SCOPE / CADENCE: ______________________________ Current: _____________________________________________________________ Candidate A: _________________________________________________________ Candidate B: _________________________________________________________ Candidate C: _________________________________________________________ For every current/candidate line, page 4 records: • performer(s) and delivery mode; • authority holder(s), basis status, and harmless reference; • coordinator and named handoff; • accountable owner for follow-through/remediation; • completion reviewer and completion evidence; • backup, capacity evidence, and handoff acceptance; • cadence and entity scope; • included / separately priced / referral only / excluded / unclear; • evidence status, date, and recheck question; • exclusions, next owner/date, and gap disposition. Evidence choices: written engagement confirmed by user; written proposal; public description only; verbal assertion; unknown. None is independently authenticated by this worksheet. A referral is not performance. UNASSIGNED OR UNCONFIRMED WORK Task / consequence Follow-up owner Date Disposition ________________________ ___________________ ________ ______________ ________________________ ___________________ ________ ______________ ________________________ ___________________ ________ ______________ Questions every proposal should answer: 1. Who performs, authorizes, coordinates, owns remediation, and checks? 2. Which entities, branches, accounts, deliverables, and frequencies are in? 3. What remains with family, CPA, attorney, trustee, or another provider? 4. Which employees, affiliates, subcontractors, specialists, and backups work? 5. Who accesses data or releases payments, and how is access revoked? 6. What happens when work is late, wrong, disputed, or the coordinator is absent? PAGE 3 OF 5 — COSTS, TRANSITION, AND NEXT ACTION Common currency: __________ Period: __________ Scope ref: ______________ Keep foreign currencies separate unless the family supplies a dated exchange rate. Blank is unknown, never zero. “Not applicable” needs a reason. ARRANGEMENT DIRECT EMBEDDED KNOWN RECURRING FIRST-YEAR FAMILY HRS/MO Current ______ ________ _______________ __________ _____________ Candidate A ______ ________ _______________ __________ _____________ Candidate B ______ ________ _______________ __________ _____________ Candidate C ______ ________ _______________ __________ _____________ Unpriced / contingent / excluded / foreign-currency items: ______________________________________________________________________ Why any subtotal or comparison is incomplete: ______________________________________________________________________ Ongoing and first-year differences, only if comparable: ______________________________________________________________________ Retained baseline → added → removed after termination → overlap/exit → target: ______________________________________________________________________ MANUAL FORMULAS AND RECONCILIATION • Fixed annual = entered annual amount. Monthly × 12 is steady-state only. • Hourly = nonnegative hours × hourly rate, with assumptions visible. • AUM flat = relevant billable base × annual rate as a fraction (0.50%=0.005). • Marginal tiers = sum max(0,min(base,upper)-lower) × rate. • Whole-balance breakpoint = selected bracket rate × the entire base. • Floor = max(calculated fee, minimum); an additive retainer is another row. • Known recurring economic = unique direct + unique embedded charges. • First-year = recurring amounts actually expected + setup + exit + overlap, applying row dates, nonrefundable amounts, and minimum rules. • Count a real invoice once under one cost ID. Link included allocations to it. • Distinct invoices both count even when work overlaps. • Existing specialists remain until same-scope replacement, fee reduction, and agreement termination are evidenced. Never subtract hoped-for tax savings. TRANSITION Records owner / export / data portability: ___________________________ Must accounts move? Why and on whose authority? ______________________ Permissions to grant/revoke/delete: __________________________________ Nonportable assets/contracts/records: ________________________________ Overlap dates / owner protecting deadlines: __________________________ Reconcile before old service ends: ___________________________________ Backup / successor test, by whom and when: ___________________________ Exit charge / annual minimum / refund / unknown: _____________________ MEETING CLOSE System owner / backup: _______________________________________________ Named unresolved issues and consequences: ____________________________ Accepted limitations and reasons: ____________________________________ Excluded or retained work: ___________________________________________ Next conversation / owner / date: ____________________________________ Evidence to request by label: ________________________________________ PAGE 4 OF 5 — TASK / CANDIDATE CONTINUATION Copy once for every task and arrangement that needs detail. Task ID / domain: ___________________ Sheet ______ of ______ Arrangement / candidate alias: _______________________________________ Requirement: R / O / N / ? Deliverable: _________________________________________________________ Cadence / due date / event trigger: __________________________________ Entity / family branch / account scope alias: ________________________ Performer alias(es): __________________________________________________ Delivery mode: employee / provider staff / affiliate / subcontractor / retained specialist / family / unassigned Authority holder alias(es): __________________________________________ Authority basis: documented/reviewed by family / awaiting review / unknown / not applicable with reason Basis reference or reason: ___________________________________________ Coordinator / named handoff: _________________________________________ Accountable owner for follow-through/remediation: ____________________ Completion reviewer: _________________________________________________ Completion evidence: __________________________________________________ Backup alias: _________________________________________________________ Capacity / absence evidence: _________________________________________ Handoff accepted by / status / evidence date: ________________________ Coverage: included / separately priced / referral only / excluded / unclear Evidence: written engagement confirmed by user / written proposal / public description only / verbal assertion / unknown Evidence reference label / date / recheck: ___________________________ Cost ID(s) covering this task: ________________________________________ Express exclusions and work remaining elsewhere: ______________________________________________________________________ Unresolved question / next owner / date: ______________________________________________________________________ Disposition: unresolved / assigned for follow-up / accepted limitation with reason / not relevant with reason Reason and consequence: ______________________________________________ The accountable owner follows unresolved work through remediation. The reviewer checks completion evidence. Either may also hold another role, but neither gains legal authority or legal liability from this worksheet. PAGE 5 OF 5 — COST / REPLACEMENT CONTINUATION Copy once for every real charge. Cost ID: __________________________ Arrangement ID: __________________ Payee alias: __________________________________________________________ Charge description / linked task IDs: ________________________________ Layer: direct / embedded / transition / noncash-family-time Recurring / one-time / contingent / unknown: _________________________ Period: __________________ Currency: _________________________________ Amount status: exact / range / unknown / not applicable with reason Amount or low–high: __________________________________________________ Pricing type: fixed / hourly / AUM / tiered / asset expense / pass-through / manual contingent Hours / hourly rate: __________________________________________________ Fee base / base definition / measurement date: _______________________ Annual rate as fraction: _____________________________________________ Tier method: marginal / whole-balance breakpoint / unknown / not tiered Tiers, bounds, and rates: _____________________________________________ Minimum amount / floor or additive / ordering: _______________________ Inclusion: standalone / included in / allocated component / information only Parent cost ID: ______________ Credit-for cost ID: __________________ Credit cap / period / method / contractual order: ____________________ Evidence reference / status / effective dates: _______________________ Payable by / payer scope / tax treatment unknown: ____________________ Replaces baseline cost ID(s): ________________________________________ Replaced task IDs: ____________________________________________________ Scope match: same / partial / different / unknown Replacement evidence: ________________________________________________ Old service end: ______________ New service start: __________________ Overlap start/end: ____________________________________________________ Termination charge ID / explicit none / unknown: _____________________ First-year counted amount: ___________________________________________ Proration rule / minimum treatment: __________________________________ Retained baseline amount / confirmed reduction: ______________________ Assumptions / unknowns / continuation reference: ______________________________________________________________________ Actual duplicate bills both count. Duplicate descriptions of one bill do not. A replacement task does not cancel the old invoice until same-scope service, agreement end, and retained charges are evidenced. END OF BLANK PACK