A prepared-by-client list fails when it is only a dump of document names. Reviewers need to see which assertion each item supports, who owns it inside the finance team, and which working-paper reference it will sit under once filed.
Start from the trial balance
List material balances first. For each line, write the expected support — bank confirmation, reconciliation, contract extract, board minute — before asking for “all related documents.” That order prevents finance teams from uploading entire shared drives.
Give every row an owner and a date
Anonymous rows linger. Name a person, not a department. Set a due date that respects bank letter lead times in Hong Kong; two weeks is often optimistic for foreign currency accounts.
Separate “received” from “accepted”
A PDF that arrives unsigned, for the wrong period, or without the entity name still counts as outstanding. Your tracker should show validation status, not just inbox receipt.
Tie rows to the evidence index
When the same confirmation supports cash and a related loan disclosure, record both references. Otherwise the second reviewer will raise a fresh request for a document that already exists.
Keep the list short enough to manage
If the register exceeds what you can chase twice a week, split by entity or by cycle (interim versus final). Volume without follow-up is theatre.