Between client meetings, retirement distributions, charitable gifts, and outstanding paperwork, year-end can bring a lot of moving pieces.
Whether you’re working through the list with your existing team or looking for additional support, starting early can help make the final weeks of the year more manageable, helping you avoid common pitfalls and reduce the stress and headaches that often come with the year-end rush.
Use this checklist to identify what needs attention, assign next steps, and keep important requests moving.
1. Review Outstanding RMDs
Identify distributions that still need attention before the year-end rush.
☐ Review clients with outstanding required minimum distributions.
☐ Confirm amounts, payment instructions, withholding, and authorizations.
☐ Check available funds and allow time for trades to settle.
☐ Monitor requests and confirm correct completion.
Review first-year RMDs and inherited accounts individually, as requirements and deadlines can differ.
How VOS can help: We can prepare and process RMD requests based on your instructions, track signatures and approvals, and confirm transactions complete correctly. We also maintain an RMD tracker and document distribution and withholding details in your tax-planning software, where applicable.
2. Coordinate Charitable Gifts and QCDs
For many clients, year-end is a meaningful time to give. With processing times and checks still waiting to be cashed, it can also feel like there are a lot of loose ends to tie up.
☐ Identify planned gifts and qualified charitable distributions.
☐ Confirm recipients, amounts, instructions, and required paperwork.
☐ Allow time for processing, delivery, and follow-up.
☐ Track outstanding gifts through completion.
How VOS can help: We can prepare and process QCD requests based on your instructions and follow up with charities to confirm receipt and check cashing. If your client hasn’t received a donation receipt, we can request one on their behalf.
3. Follow Through on Planning Decisions
Once you’ve determined the appropriate year-end actions for your clients, make sure the next steps have a clear owner.
☐ Identify outstanding planning decisions and approved actions.
☐ Coordinate with clients and their tax professionals when appropriate.
☐ Gather forms, signatures, and instructions.
☐ Track submissions and resolve outstanding questions.
How VOS can help: We can coordinate the administrative details supporting your recommendations, including paperwork preparation, submission, and follow-up.
4. Review Contributions and Account Requests
Contribution deadlines vary by account and plan type. Not everything is due December 31.
☐ Confirm applicable contribution and account-establishment deadlines.
☐ Review pending account openings, transfers, and funding requests.
☐ Check for missing documents or authorizations.
☐ Follow up with other institutions where needed.
How VOS can help: We can prepare account applications and transfer paperwork, coordinate signatures and funding instructions, and follow up with custodians and other institutions to keep your requests moving.
5. Clear Outstanding Service Items
A request waiting on a signature or response can easily get buried beneath newer priorities.
☐ Review open requests and custodian alerts.
☐ Assign responsibility and a follow-up date to each item.
☐ Keep clients informed of next steps.
☐ Verify completion before closing the task.
How VOS can help: We can monitor pending requests, follow up on missing information, and keep you informed of items that need your attention.
6. Prepare for the New Year
Capture client updates and make a plan for anything carrying into January.
☐ Review changes in contact information, circumstances, or beneficiary needs.
☐ Record next steps in your CRM.
☐ Schedule follow-up for unfinished items.
☐ Confirm team coverage during holiday absences.
Schwab reminder: IRA ACH distributions scheduled for January 1–4, 2027, may be reported for 2026. Schwab’s guidance says to update the completion date to January 5 or later if the distribution should be reported for 2027.
How VOS can help: We can update client records, document next steps in your CRM, and organize follow-up tasks so outstanding items stay on your radar as you head into January.
A Checklist Helps. Support Moves It Forward.
You don’t have to handle every year-end detail yourself.
Whether you’re processing RMDs and QCDs or preparing paperwork and following up on outstanding requests, VOS provides knowledgeable client service and administrative support to give you more room to focus on your clients.
Already working with VOS? Connect with your client service specialist about your year-end priorities during your weekly meeting. Exploring additional support? We’d love to learn how we can help your practice.