First: write a one-page brief
Set out the purpose, intended valuation date, business or shares concerned, deadline and intended users. Include any relevant transaction or appointment documents. This prevents a detailed information request being built around the wrong question.
Financial records
Start with annual accounts, current management accounts and any forecast. Include debt, cash, shareholder loan and intercompany balance details. If you have adjustments to reported earnings, list each separately with an explanation and supporting evidence. Reconcile different versions of the numbers before sharing them.
Ownership and legal structure
Prepare the group chart, cap table, share classes, articles and shareholder agreement. For employee options or investment, include the relevant rights and proposed terms. If property or other assets are excluded from a transaction, state that explicitly.
Commercial context
Explain the revenue model, repeat business, major customers, supplier dependencies, owner responsibilities and investment needs. A short description of why recent performance changed is often more useful than a large unannotated spreadsheet. Distinguish contracted work from uncertain pipeline.
Share information in stages
You do not need to upload confidential accounts to make an enquiry. Start with contact details and the purpose. After scope and confidentiality arrangements are discussed, agree an appropriate document-sharing route. Flag missing records openly rather than delaying the initial conversation indefinitely.
Which documents do you need, and why?
| Document or information | Why it matters | If it is missing |
|---|---|---|
| Usually three years of annual accounts | Shows trading history and changes in performance | List the years available and explain any changes of entity or accounting period |
| Latest management accounts and prior-year comparison | Connects historical accounts to current trading | Explain the latest reliable reporting date and outstanding reconciliations |
| Forecast and underlying assumptions, where relevant | Supports analysis of future performance and cash needs | Explain why no forecast exists; agree whether one is needed |
| Cash, debt, leases and shareholder loan schedules | Helps distinguish operating value from the shareholders’ interest | List known balances and flag amounts requiring confirmation |
| Share register, cap table, articles and shareholder agreement | Identifies the actual interest and its rights | Identify the missing document and obtain the current version through the appropriate adviser |
| Earnings adjustment schedule and evidence | Separates proposed one-off items from recurring costs | Record each proposed adjustment separately rather than providing an unexplained adjusted profit |
| Major customer, supplier and owner-dependency summary | Shows concentration and continuity risks | Provide an initial summary and mark estimates clearly |
| Offer, term sheet or appointment instructions, if applicable | Defines the transaction, purpose and required process | Explain the current stage and intended users before requesting a quote |
This is a starting list, not a requirement to disclose everything at first contact. The information request depends on the engagement.
A valuation brief you can copy
Purpose: Why do I need the valuation?
Subject: Which company, assets or shareholding?
Valuation date: At what date is value needed?
Readers: Who will use or rely on the report?
Timing: What is the deadline and why?
Records: Which accounts and ownership documents are available?
Known gaps: What is missing or disputed?
Required output: What report or explanation does the recipient need?
Keep confidential financial documents out of the enquiry form. Begin with your purpose and contact details; agree a suitable sharing channel afterwards.
Next, understand which valuation method fits your evidence or what drives business valuation fees.
Use an evidence index to expose gaps early
Give each schedule a period, source, owner and version date. Reconcile financial totals to the relevant accounts and state where a figure is provisional. A well-labelled missing item is more useful than an old schedule presented as current.
For an owner adjustment, keep the ledger reference, amount, reason and continuing cost assumption together. For a forecast, retain the assumptions and explain which revenue is contracted or still uncertain. For cash and debt, use consistent dates and explain restrictions or items needing specialist review.
Discuss suitability and confidentiality before sharing detailed records. The initial enquiry needs the decision, broad business context and timing, not a public upload of accounts or personal information. See how the methods use the evidence and what to ask a valuation accountant.
Your starting checklist.
- One-page purpose and scope brief
- Accounts, management figures and forecasts
- Ownership documents and share rights
- Commercial risks and explanatory notes
Start with the purpose. Confidential documents can follow through an agreed channel.
Further questions
What if some valuation documents are missing?
Identify the gaps and the periods affected. The adviser can assess whether further records, reconstruction, a narrower scope or explicit limitations are needed before the intended output can be relied on.
You can enquire before the evidence pack is complete
Begin with the decision, business or shares concerned and your timing. State which accounts and ownership documents are available, and list the gaps. We can discuss whether the proposed work is suitable and what information is needed before agreeing scope and fees.
This checklist is preparation support, not an entry requirement for a first conversation. Do not upload confidential documents through the enquiry form. An appropriate sharing route can be agreed if the discussion proceeds.
Get a scoped valuation quote Choose the reporting purpose
Request a valuation quoteScope and fee agreed before work begins. No obligation to proceed.