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How to Get Your Stock Plan Shareholder Contact Data Organized

How to Get Your Stock Plan Shareholder Contact Data Organized

Flowers are blooming, birds are singing, and around the world, springtime brings growth and new energy. Why not use this energy to do a little company “spring cleaning?” Throughout the year, company shareholders may change their address, change their phone numbers or change companies. Taking dedicated time now to ensure your shareholder contact records are in order can save your company time and future headaches down the road.

Why is having clean shareholder contact data important?

Whether your company is considering a liquidity event or looking to transition into an IPO, you’ll need to have that data readily available in order to launch. Specifically, you’ll need to ensure you have every shareholder’s:

  1. Company or personal email address
  2. Date of birth
  3. Social security #
  4. Primary mailing address
  5. Primary phone #
  6. Hire date (if a current or former employee)

How easy it is to get this information depends on your equity compensation program type. If your program is only open to employees, a spring cleaning of your shareholder contact data may mean working with your HR department or your employees directly to double check their contact information.

If your program is open to former employees as well, keeping regularly updated shareholder contact information can help to keep everything on track. The that last thing you want, after months of meticulous planning, gathering the right transaction documents and conversations with your shareholders and legal counsel, is to have your liquidity event or IPO launch get delayed because you can’t get in touch with an ex-employee. It happens more often than you might think (in fact, Shareworks has seen equity plan administrators forced to scour social media in order to track down employee contact information.)

Doing a regular spring cleaning of your shareholder contact records can help to avoid this potential headache. For companies that manage their cap table with Shareworks, we’ve done the heavy lifting for you. We will automatically send you a report highlighting any missing shareholder information prior to a liquidity event or IPO launch. You can also reach out to your relationship manager at any time, and they can run the report on your behalf.

Auditing your shareholder contact records is an important exercise that can help deliver peace of mind down the road. As always, we’re here to help in any way we can!

Contact us if you would like to learn how to streamline management of your cap table or experience the benefits of providing shareholder liquidity on the Shareworks platform.

About the Author

Angie Matturro is an Applications Marketing Lead at Shareworks by Morgan Stanley with years of dedicated experience taking complicated topics and breaking them down into easy to understand parts. She recently received her JD from Arizona State University, Sandra Day O’Connor School of Law, and is excited to help share the organization’s industry knowledge and expertise.

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