A Document Marked Preliminary: Drafting From a Version That Isn't Final

Jane Doe sends the Firm her documents, and her brokerage statement has a line across the top that reads "Preliminary." Every page is there and the figures are printed. But the issuer has marked this version as not final.

That's the case this piece covers: preliminary client documents, where the issuer marks a document draft, preliminary or subject to change. In this method, the Preparer logs the document as marked that way, with the words the page shows, then runs the drafting pass. Entries drafted from it are marked by hand and stay open for the Reviewer's decision, and the Preparer asks the client whether a final version is coming. This piece states no rule about whether a preliminary document can be used.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is.

This piece gives a preliminary log layout, a client message, a marking table, a pre-review check, a Doe example and a line for the Firm's AI instructions.

A corrected copy, a client estimate, a version marked not final

A later copy that replaces an earlier one is covered in marking the current copy before an AI pass.

Figures the client gives with no document behind them are covered in marking entries that rest on a client estimate.

This case is different: the issuer marks the document as not final, and no final version has arrived yet.

What counts as preliminary, in this method

In this method, the Preparer logs a document as preliminary when any of these is true:

• The page shows a word such as draft, preliminary or not final.
• The page says its figures are subject to change or may be revised.
• A cover note from the issuer shows draft, preliminary or subject to change.

If the Preparer can't tell, the Preparer quotes the page's words on the log without adding a label.

The preliminary log

In this method, the Preparer reads every page and adds a line to a preliminary log on the file index for each preliminary document, then runs the drafting pass. The Firm can add this layout to its index.

The log quotes the words as printed. The Preparer doesn't guess which figures might change, and doesn't carry the label onto a page that doesn't show it.

In this method, the Preparer keeps the preliminary document as it came in, under its own copy ID. The Firm's own policy guides any further document steps.

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its instructions for the drafting pass on a folder that holds a preliminary document. A version to adapt:

"Preliminary document: [copy ID]. The issuer marks this document '[words, as printed]'. Cite each entry drawn from it by copy ID and page; the Preparer checks and marks entries by hand."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry against the page it cites and the preliminary log.

Marking entries drafted from a preliminary document

In this method, the Firm's instructions ask for each drafted entry from a preliminary document to cite its copy ID and page, and the Preparer checks each citation by hand. The Preparer then marks by hand, in the entry's note, every entry drafted from a preliminary document. The Firm can rename the marks.

Every mark stays on its entry, and every open entry stays open for the Reviewer's decision.

Asking whether a final version is coming

In this method, the Preparer asks the client about each preliminary document, as in the client question log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending your documents. The [document name] from [issuer] shows the words "[words, as printed]". Could you tell us whether [issuer] plans to send a final version, and send it through our usual upload when it comes? Thanks, [Preparer name] at [Firm]

If the Firm's own policy calls for other wording, the Firm's wording wins.

When the client answers

If a final version comes in, the Preparer indexes it under its own copy ID, notes it on the preliminary log, and runs the drafting pass again on that document. The Preparer checks the new entries against the final, notes the final's copy ID on each original entry, and marks the original "Final received, checked" or "Final received, figures differ". Each original entry stays open for the Reviewer's decision.

If the client says no final version is coming, the Preparer quotes the answer on the log and on each entry, and marks each entry "Still preliminary". Each entry stays open for the Reviewer's decision.

If the client doesn't answer, the Preparer notes that on each entry and marks it "Still preliminary". The entry stays open for the Reviewer's decision, and the Firm's own policy guides any further document steps.

The pre-review check

In this method, the Preparer reads the file against this check before it goes to the Reviewer. The Firm can add its own lines.

• Each preliminary document in the folder has a line on the preliminary log.
• Each log line quotes the words the page shows, says where they appear and names who logged it.
• The Firm's instructions hold a preliminary-document line for each preliminary document in the drafting folder.
• Each entry drafted from a preliminary document cites its copy ID and page, and the Preparer checked it by hand.
• Each of those entries carries a mark set by hand.
• Each preliminary document has a client question logged, with the answer or a note that none came.
• The Preparer indexed each final under its own copy ID, noted it on the log and checked its entries by hand.

Who logs and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and signs off. People at the Firm do every document-handling step.

A mark or a log line tells the Reviewer where to look. It isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the preliminary log and decides what happens with each entry, and the Reviewer signs off on the whole file, preliminary log included. No file is done without the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Jane Doe is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. Jane sends a Doe Bank statement and a Doe Brokerage statement.

Alex reads every page. The Doe Bank statement carries no such words. The Doe Brokerage statement shows "Preliminary, subject to change" in the header of every page.

Alex adds a line to the preliminary log: the Doe Brokerage statement, its copy ID, the words as printed, "header, every page", and Alex's name.

Alex adds the preliminary-document line to the Firm's instructions and runs the drafting pass on the folder. Alex checks brokerage entries against cited pages and logged IDs, marking each "Drafted from preliminary, open" by hand.

Alex sends Jane the message and logs it. Jane answers; Alex updates the log and entry notes; Jane uploads the final. The final shows no preliminary words.

Alex indexes the final under its own copy ID, notes it on the log and runs the drafting pass again on that document. Alex checks the new entries against their pages. Alex notes the final's copy ID on originals, keeps them open for Pat's decision, marks changed entries "Final received, figures differ", and quotes each version's page. Alex marks the other original entries "Final received, checked".

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the preliminary log, decides what happens with each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.