Financial peace rarely comes by accident. Whether you’re preparing for your first meeting with a financial planner, reviewing your family finances, or taking charge of your own future, starting with the right paperwork and information can transform how well your financial plan works for you. Many people feel that financial planning is a mysterious or daunting process, but with some forethought and preparation, it becomes much more manageable.
The sheer volume of documentation and account numbers, insurance statements, and personal records can be overwhelming unless you have a checklist and a simple system to organise them. Let’s break down what you’ll need, why you’ll need it, and share some tips for keeping it all within easy reach.
Setting the Foundation: What to Gather First
A strong financial plan is built on facts—income, expenses, assets, debts, goals, and realities. To get started, begin with the following essentials:
Personal Identification
- Valid photo ID (passport or driver’s licence)
- PPS number
- Marriage or civil partnership certificates (if applicable)
- Birth certificates for dependants
This might seem obvious, but it’s not uncommon to have gaps here, especially when dealing with family changes or planning for children.
Income Proof and Records
Having a clear record of what you earn helps make sure projections are grounded in reality. Gather:
- Recent payslips (at least three months)
- Annual P60 or P21 statements
- Revenue notices of assessment (for the self-employed)
- Social welfare statements (if applicable)
- Bonus and commission statements
- Rental income records
- Dividend or other investment income records
If you derive income from multiple sources, keep each stream separate in your files.
Expenses: Clarity is Key
There’s no way to plan sensibly without knowing what’s going out each month, quarter, or year.
- Utility bills
- Bank and credit card statements (at least three months, ideally twelve)
- Standing orders and direct debits
- Loan and mortgage payment schedules
- Childcare and education costs
- Insurance premiums (health, home, car, etc.)
Tip: Group expenses into regular (recurring) and irregular categories. This exposes patterns and makes it easy to spot places to trim.
Your Assets: What Are You Building On?
Assets are the backbone of your net worth. A true picture of your financial strength starts with an honest accounting:
| Asset Category | Examples | Documentation Needed |
|---|---|---|
| Property | Primary home, holiday home, land | Title deeds, recent valuation, mortgage statements |
| Bank Accounts | Current, savings, credit union | Recent statements, passbooks |
| Investments | Shares, funds, bonds, pensions | Portfolio statements, pension statements, share certificates |
| Vehicles | Cars, bikes, boats | Registration documents, valuations |
| Business Interests | Sole trader, partnership, company shares | Financial statements, share certs |
| Collectibles | Art, antiques, valuables | Insurance valuations, purchase receipts |
For shared assets, clarify the percentage or share in your possession.
Debts and Liabilities: The Other Side
An honest view of what you owe is just as important as knowing what you own.
- Mortgage statements
- Credit card balances
- Personal and car loan statements
- Overdraft limits and balances
- Revenue debts (if any)
- Store card and finance agreements
- Family lending/borrowing arrangements, even informal ones
Being forthright about debts leads to more practical planning and less stress down the line.
Insurance: Protect Against Surprises
Insurance plays a big part in financial security. Pull together:
- Life assurance policies
- Mortgage protection plans
- Income protection and critical illness cover
- Health insurance policies
- House, car, and contents policies
- Insurance covering business risks (if self-employed)
Each policy should be reviewed not only for coverage, but for renewal dates, beneficiaries, and payment status.
Pensions and Long-term Savings
Retirement planning is about more than the state pension. Collect up-to-date details of:
- Occupational/Company pension schemes (statements, rules)
- Personal pension plans (PRSA, RAC, annuities)
- AVCs (Additional Voluntary Contributions)
- State pension entitlement or forecast
- Other long-term savings vehicles
Many people lose track of old pensions when moving jobs. If you suspect you have missing benefits, start searching now—it can make a significant difference to your future.
Personal Documents to Inform Your Plan
Financial planning isn’t just about numbers. Some documents help clarify your position, your risks, and your wishes:
- Will and estate documents
- Enduring Power of Attorney details
- Tax returns for previous years
- Any existing financial or investment plans
- Trust deeds (if relevant)
Keeping your will and enduring power of attorney up to date, and ensuring someone knows where these are kept, is vital.
Bringing It All Together: Organising Your Information
It’s one thing to assemble the documents, but another to keep them in a way that’s easy to update and share. Here are a few practical steps:
Physical Storage Tips
- Use a ring binder or a set of folders, sorted by category (income, assets, insurance etc.)
- Store in a safe place, protected from fire or theft
- Clearly label folders, using dividers for each section
- Keep originals and certified copies where needed
Going Digital
Digital tools make keeping records much simpler—and often more secure.
Popular Digital Storage Options
- Cloud storage (Google Drive, Dropbox, iCloud)
- Password-protected PDFs for sensitive documents
- Secure apps, like Evernote or Microsoft OneNote, with access protection
- Dedicated financial planning software (Moneysoft, Quicken, etc.)
Tips for Digital File Management
- Consistent folder structure and naming conventions
- Scan and upload new documents as soon as you receive them
- Take backup copies in a separate location or external hard drive
- Don’t store passwords in files named ‘Passwords’—use dedicated password managers instead
Maintaining digital records also means they can be shared securely with your financial advisor, solicitor, or family if needed.
Keeping Your Checklist Current
A financial plan should reflect your life as it is today, not five years ago. Review your information at least annually—or after any major life event, such as:
- Buying or selling property
- Birth, adoption, or death within family
- Marriage, divorce, or separation
- New job, redundancy, or significant change in income
- Serious illness or disability
Mark one month per year to double check your documentation. Whether it’s ‘Financial February’ or ‘Money May’, the habit pays off.
Sample Annual Update Checklist
- Review income and expenses: update any changes
- Confirm all assets: add new records, remove irrelevant ones
- Check debt balances: ensure statements are up to date
- Revisit insurance needs: renewals, increases, or gaps
- Pension review: contributions and fund choices
- Update will, powers of attorney, and beneficiaries
Digital Tools: Making Life Easier
Digitisation has given financial planning a major boost in recent years. Simple, user-friendly tools lower the barriers and make it easier for anyone to stay on top of their money.
Here’s a sample table on how various digital tools can fit into your planning system:
| Purpose | Top Tools | Key Benefits |
|---|---|---|
| Expense tracking | YNAB, Mint, PocketGuard, Revolut | Automatic categorising, real-time reporting |
| Document storage | Google Drive, Dropbox, OneDrive | Instant access, easy sharing, backup |
| Password management | 1Password, LastPass, Bitwarden | Secure login storage, autofill |
| Will & estate planning | Everplans, Irish Wills Online | Guided document creation, safe sharing |
| Pension management | Pension provider apps, MyPension365 | Track value, update contributions |
When selecting tools, think about accessibility (can you use them on multiple devices?), security (are files encrypted?), and longevity (is the service well-established?).
More Than Just Numbers
Gathering documents may seem like a lot of effort, but it’s actually an investment in your own peace of mind. Once you know where you stand financially, you’ll find it easier to make decisions about holidays, investments, supporting your family, or planning for retirement. The simple act of getting organised turns the unpredictable into the manageable.
One of the most overlooked benefits of a well-organised financial life is its positive effect on relationships and overall wellbeing. It reduces uncertainty and stress, fosters productive conversations with partners, children, or advisers, and instils a sense of control in the face of life’s inevitable changes.
By keeping your financial information orderly, you’re not reacting to life’s curveballs, but planning for them on your own terms. That’s the real purpose behind all the sorting and checklists—confidence that your finances are working in harmony with your goals.