Professional Handoff (Suggested Ways to Share with Other Attorneys/CFPs)

Professional Handoff (What to Share with Other Attorneys/CFPs) — For Professionals

A practical guide to sending a clean, minimal-PII handoff using a client’s Family Harbor setup.

Purpose

Speed coordination without duplicating custody of client documents. Family Harbor keeps originals in the client’s Google Drive/Dropbox; you share links and summaries, not downloads, unless a downstream professional requests copies.

Before you share (2-minute preflight)

Client consent: confirm the client wants you to loop in the attorney/CFP and agrees to the specific items you’ll share.

Scope: state the ask (e.g., “beneficiary review” or “draft POA/health-care proxy”) so recipients know what to read first.

PII minimization: redact SSNs/account numbers on any legacy scans; prefer summary sheets over raw statements.

Access: verify your view/comment permission still works on the client’s Family Harbor folder; never require editor access.

One link only: plan to send one folder link labeled for the handoff (avoid multiple attachments and parallel storage).

What to include (Core Handoff Packet)

Create a dated subfolder in the client’s Family Harbor master folder:


/Handoffs/
  2025-09-ClientName_to_Attorney-Smith/
    00-Cover-Note.pdf
    01-Access-Map.pdf
    02-Intake-Snapshot.pdf
    03-Asset-Liability-Summary.pdf
    04-Insurance-Summary.pdf
    05-Existing-Instruments/
    06-Open-Decisions-and-Questions.md

Required (most cases)

Cover note (1 page): client name(s), purpose of handoff, your role, your contact, checklist of contents, explicit “client-owned storage” note.

Access map: who currently has view/comment access to which folders (now vs. later).

Intake snapshot: IDs confirmed, household basics, contact methods, advisor roster.

Asset & liability summary: institution + account type + last 4 or “—” (no full numbers), titling, TOD/POD present?

Insurance summary: carriers, policy types, owner/insured/beneficiaries (high level), status.

Existing instruments (PDFs): will, trust, POAs, health proxy/HIPAA release, prior amendments if available.

Open decisions & questions: bullets the recipient can act on.

Optional (when relevant)

Prior advisor notes (high-level only)

Family comms summary (what’s been discussed; sensitivities)

Calendar link for proposed review date

What not to include

Raw bank/401(k) statements or full account numbers (share only if the receiving professional requests them).

Photos of IDs with visible numbers unless explicitly requested (store in Family Harbor; do not email).

Client health details beyond what’s necessary to scope POA/advance directive work.

Your CRM exports. Reference the Family Harbor path instead.

How to share using Family Harbor (step-by-step)

Create a handoff folder under /Handoffs/ with date + counterparty name.

Move or copy the core documents above into that folder (or link to their canonical location using a short index note).

Set sharing on that folder to Viewer (or Commenter if collaboration is needed).

Generate a restricted link (email-gated, no public link).

Add an expiry (e.g., 60–90 days) and note the expiry in your cover note.

Log the handoff in the client’s Family Harbor checklist: “Handoff to Attorney Smith — link — expiry — next review date.”

Do not attach files in email; send the single folder link + cover note PDF stored inside the folder.

Sample cover email (copy/paste)

Subject: Handoff for [Client Name] — beneficiary/titling review (Family Harbor link)

Hello [Name],

Per [Client Name]’s request, here is a read-only link to their Family Harbor handoff folder (client-owned Google Drive). It includes a 1-page cover note, access map, high-level asset/beneficiary summaries, and PDFs of existing estate documents.

Link (view/comment): [insert Drive/Dropbox link]

Link expires: [date]. If you need editor access or additional documents, reply and we’ll enable it.

Scope of ask: [e.g., Confirm beneficiary/titling alignment; advise whether a revocable trust is appropriate; draft updated POA/health-care proxy.]

Client retains custody of all files; please avoid email attachments when possible and comment directly in the folder.

Thank you,

[Your name, role, firm, phone]

Version control and naming

Use YYYY-MM prefixes and clear slugs (Will_2018.pdf, Trust_2021-A1.pdf).

For edits, save recipient’s marked-up copy as filename_reviewed_by_Smith_2025-09.pdf.

Keep a plain-text CHANGELOG.md in the handoff folder with one-line entries.

Follow-up rhythm

T+2 business days: confirm the recipient could access the folder and has the scope/ask.

T+10 business days: nudge for proposed next steps or meeting date.

Expiry-1 week: confirm either extend access or close the handoff and archive the subfolder.

All nudges can be tracked as tasks in the client’s Family Harbor checklist (owner, due date, link).

Conflict, fees, and engagement notes

Ensure the client signs the recipient’s engagement letter before substantive advice flows.

Avoid any fee-splitting or referral compensation that would violate professional rules. Keep any permitted marketing or courtesy arrangements separate from matter billing.

Your records: store links and summaries in your system; avoid downloading client PII where not required by your policy.

Edge cases

Multiple professionals: create one dated handoff folder per recipient to avoid cross-comment confusion.

Client rescinds access: respect immediately; note in the Family Harbor checklist; offer to resend if/when they re-authorize.

No cloud access recipient: send the cover note by email and deliver a time-boxed, encrypted ZIP of the same packet (password shared via voice/SMS). Add the ZIP to the handoff folder for audit.

Quick checklist (printable)

Client consent captured

Scope clarified (one-sentence ask)

Handoff folder created and named with date/counterparty

Cover note, access map, summaries, existing instruments present

Viewer/commenter link with expiry set

Email sent with link only (no attachments)

Handoff logged in Family Harbor checklist with next review date

Reminder: Family Harbor is an organizational layer. Clients own their storage and control access; you remain the professional advisor. Use links, not attachments, and keep the handoff narrow to the decision at hand.