Administration
~5 minutesData Room Checklist
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Each investor has its own appraisal requirements; This list is just a general framework.
What is data room and why do investors require this set of documents?
Data room is a set of business records systematically arranged and shared with investors during the appraisal stage. After the presentation convinces investors, they will verify all stated information with original documents: legal papers, financial books, contracts and personnel records. This list collects seven groups of commonly requested documents, helping businesses prepare in advance instead of searching quickly when investors have asked questions.
Dùng công cụ này khi nào
- When the capital call enters the appraisal stage and investors begin sending the list of documents to provide.
- When a business wants to review periodically, for example every quarter, so that internal records are always ready.
- When preparing to submit applications to the Fund or support programmes, there is a requirement to prove legal and financial capacity.
How to use
Step 1 — Open seven document groups, from Corporate to Compliance. Step 2 — Mark business items that are complete, updated and ready to share. Step 3 — Monitor the readiness rate of each group to identify the group that is the bottleneck. Step 4 — Assign people in charge and deadlines for the empty category.
You should only mark when the document is complete and valid. Drafts, documents lacking signatures or data that are too old should be considered not ready. The rate per group is more meaningful than the total rate, because just one vacant group is enough to slow down the entire appraisal process even though the remaining groups are full.
Ví dụ: A business has complete financial reports and customer contracts but has not yet established an updated ownership structure after the most recent capital call. The total rate is still high, but the Corporate group is lacking background documents, and this is often an item asked in the first meeting.
Thuật ngữ trong công cụ
- Data roomVirtual data room
- The online storage space contains business records, with access rights assigned to investors during the appraisal stage. Documents should be named and arranged in a unified folder structure for convenient reference by the appraiser.
- AppraisalDue diligence
- The process by which investors verify the information the business has provided on legal, financial, tax, human resources, technology and commercial aspects. This process usually takes several weeks to several months, depending on the size and complexity of the transaction.
- Ownership structure tableCap table
- The table lists all shareholders, the number of shares and the corresponding ownership ratio, including the portion reserved for personnel and amounts that can be converted into shares in the future. This is often the earliest document collated by investors.
- Audited financial statementsAudited financial statements
- The financial statements are certified by an independent auditing unit for honesty and reasonableness. Early-stage businesses that are not subject to mandatory audits can provide review reports or reports prepared by an accounting service unit, with detailed books.
- Important contractsMaterial contracts
- Contracts that have a major impact on operations or revenue: contracts with major customers, key suppliers, leases, loans, and long-term commitments. The appraiser pays special attention to the termination, exclusivity and binding clauses when changing shareholders.
- Intellectual property and legal complianceIP & legal compliance
- A group of documents proves that the business actually owns its technology and brand, including trademark registration, patent registration, rights transfer agreements with personnel and partners, and proves that the business operates in accordance with regulations on industry licenses, tax obligations and data protection.
Đọc kết quả thế nào
Less than 50% of documents
The file is not ready for appraisal. You should prioritize completing the Corporate and Finance groups, as these are the two groups of documents required earliest in most transactions.
From 50% to 80%
Businesses can start communicating with investors and supplement the missing part in parallel. You should make a list of people in charge with specific deadlines for each blank document.
Over 80% of documents
The profile is in a relatively ready state. The next step is to arrange documents in a unified folder structure, check for updates and set access permissions before sharing.
Results from the tool are for reference only, based on items you mark yourself, while each investor has its own appraisal requirements. This is not investment advice or a commitment by the Fund as to its funding capacity.
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