Financial Writing Assistant
1. Overview
The Financial Writing Assistant creates a polished portfolio review letter or analyst report using the performance data and client information provided. The output is a ready‑to‑send letter or a ready‑to‑publish report that summarizes performance, highlights key points, and provides recommendations in a tone appropriate for a wealth manager or analyst.
2. Business Value
- Timely Communication – Clients receive timely, professional updates that reinforce trust.
- Consistent Quality – All letters and reports follow a consistent style, reducing errors and ensuring brand consistency.
- Efficiency – Automates the drafting step, freeing analysts to focus on deeper analysis and client interaction.
3. Operational Context
- When it runs – Whenever a reporting period ends (monthly, quarterly, or annually) or when a client requests a review.
- Who uses it – Wealth managers, financial analysts, and client‑service teams.
- How often – Typically once per client per reporting period, but can be run more frequently on request.
4. Inputs
4.1 Performance Data
Name/Label: Performance Data
Type: List (each entry is a single holding)
Details Provided: For each holding you must provide:
| Field | Description |
|---|
| Holding Name | Full name of the investment (e.g., “Apple Inc.”) |
| Ticker | Stock symbol or identifier (e.g., “AAPL”) |
| Quantity | Number of shares or units held |
| Current Price | Price per share/ unit at the end of the reporting period |
| Market Value | Current Price × Quantity |
| Performance % | Percent change over the reporting period (e.g., “+12.3%”) |
| Asset Class | Category such as “Equity”, “Fixed Income”, “Cash”, etc. |
4.2 Client Information
Name/Label: Client Information
Type: Single record
Details Provided:
| Field | Description |
|---|
| Client Name | Full legal name of the client |
| Account Number | Client’s account identifier (for reference only) |
| Risk Profile | “Conservative”, “Moderate”, “Aggressive”, or other |
| Investment Objectives | Brief description (e.g., “Growth for retirement”) |
| Contact Email | Email address for delivery (optional) |
4.3 Report Request
Name/Label: Report Request
Type: Single record with three parts
| Field | Description |
|---|
| Report Type | “Portfolio Review Letter” or “Analyst Report” |
| Reporting Period | Start date and end date of the performance period (e.g., “Jan 1 2024 – Dec 31 2024”) |
| Additional Notes | Any particular focus, such as “highlight tech sector performance” or “include recommended rebalancing actions” (optional) |
| Desired Tone | “Formal and professional”, “Friendly and client‑facing”, or “Neutral and direct” |
4.4 Style Guidance (Optional)
If a specific style guide is required (e.g., corporate branding, font preferences), attach a PDF titled “Style_Guide.pdf". This is optional; the process uses default tone and structure if no file is provided.
5. Outputs
5.1 Draft Letter / Report
Name/Label: Draft Letter or Draft Report (depending on Report Type)
Contents:
- Header – Client name, date, and report title.
- Executive Summary – Brief overview of the portfolio performance, key highlights, and overall outlook.
- Performance Summary – Table of holdings (same fields as the input) plus total portfolio value and overall return.
- Key Highlights – Narrative on top performers, under‑performers, and any notable events.
- Recommendations (if requested) – Actionable suggestions such as “increase exposure to sector X” or “consider rebalancing”.
- Closing – Thank‑you statement and signature placeholder.
Formatting Rules:
- Use plain‑text with headings in Title Case (e.g., “Executive Summary”).
- Tables are formatted as simple text tables, similar to those in the input section.
- Paragraphs are left‑aligned, with one line break between paragraphs.
- No automatic generation of IDs; all references come from the inputs.
5.2 Summary Data (Optional)
If the request includes “Include summary data”, a separate plain‑text block is generated containing:
- Total market value.
- Overall percentage return.
- Highest‑performing holding (name and performance).
- Lowest‑performing holding (name and performance).
6. Detailed Plan & Execution Steps
-
Verify Input completeness – check that all three input sections (Performance Data, Client Information, Report Request) are present. If any required field is missing, stop and flag for manual review.
-
Validate Performance Data – confirm each row contains all required fields (Holding Name, Ticker, Quantity, Current Price, Market Value, Performance %). Flag any missing values.
-
Calculate totals – sum the Market Value column to obtain Total Portfolio Value. Compute Overall Return as (sum of (Market Value × Performance %)) ÷ (total market value) and round to one decimal place.
-
Select tone – use the “Desired Tone” from Report Request to guide word choice:
- Formal and professional – use full‑sentence language, avoid contractions.
- Friendly and client‑facing – use “you” and a warm, conversational style.
- Neutral and direct – concise and factual.
-
Build the header – insert client name, current date, and the title (“Portfolio Review Letter” or “Analyst Report”) in the first line.
-
Draft the Executive Summary – write a short paragraph (2‑3 sentences) summarizing: reporting period, total portfolio value, overall return, and any high‑level observations.
-
Create Performance Summary table – copy each holding from the input, preserving the order. Add a final row for totals (total market value, overall return).
-
Write Key Highlights – review the performance data:
- Identify the top‑performing holding (largest positive %).
- Identify the lowest‑performing holding (most negative %).
- Mention any notable events (e.g., “One position was sold during the period”).
-
Add Recommendations (only if requested in “Additional Notes”):
- Base suggestions on the performance data (e.g., “Consider reducing exposure to XYZ, which fell –8% and underperforms the benchmark”).
- Keep suggestions concise (1‑2 bullet points).
-
Compose Closing – include a thank‑you sentence, a “Please let us know if you have any questions” line, and a placeholder for the wealth manager’s name and signature line.
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Create optional Summary Data block (if requested).
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Quality check – verify:
- All numeric values are formatted with two decimal places for percentages and one decimal place for totals.
- No placeholders like “[INSERT]” remain in the text.
- The tone matches the requested tone.
-
Produce final output – assemble the sections into a single plain‑text document with headings and tables as described.
-
Record status – If any validation step fails, stop the process and produce an Error Report stating the missing or invalid items.
7. Validation & Quality Checks
- Completeness Check – All three input sections present.
- Field Presence Check – No required field is blank or missing.
- Numeric Validation – Quantities, prices, and percentages are numbers; percentages include a “%” symbol.
- Sum Verification – The total of “Market Value” equals the sum shown in the summary row.
- Tone Check – Confirm the language aligns with the “Desired Tone”.
- Readability – No sentence exceeds 30 words; paragraph structure is clear.
If any check fails, halt the process and output an Error Report listing the exact issue(s).
8. Special Rules / Edge Cases
- Missing Client Name – Do not proceed; return error “Client Name missing”.
- No Performance Data – Return error “Performance Data missing” and do not generate a letter.
- All Holdings Negative – Add a note in “Key Highlights” about the overall negative trend and suggest a review.
- Zero‑Value Holdings – If “Market Value” is zero, include a note “Holding has no current market value”.
- Missing Desired Tone – Default to “Formal and professional”.
- Large Number of Holdings ( > 50) – Include a note: “Only top 20 holdings displayed; see attached detailed worksheet if needed”.
- Duplicate Tickers – Treat each row as a separate position; do not aggregate.
If a required piece of data cannot be found, flag the item for manual review rather than generating incomplete content.
9. Example
Input
-
Client Information
- Client Name: John Smith
- Account Number: 987654
- Risk Profile: Moderate
- Investment Objectives: Growth for retirement
- Contact Email: john.smith@email.com
-
Performance Data
| Holding Name | Ticker | Quantity | Current Price | Market Value | Performance % | Asset Class |
|---|
| Apple Inc. | AAPL | 120 | 165.00 | 19,800.00 | +12.5% | Equity |
| Microsoft Corp. | MSFT | 80 | 310.00 | 24,800.00 | +8.1% | Equity |
| Vanguard Total Bond | BND | 300 | 84.00 | 25,200.00 | +2.2% | Fixed Income |
| Tesla Inc. | TSLA | 30 | 250.00 | 7,500.00 | -15.0% | Equity |
| Cash | USD | 1 | 1.00 | 1,000.00 | 0.0% | Cash |
- Report Request
- Report Type: Portfolio Review Letter
- Reporting Period: Jan 1 2024 – Dec 31 2024
- Additional Notes: Highlight tech sector performance and suggest rebalancing
- Desired Tone: Friendly and client‑facing
Output
John Smith
Account #: 987654
Date: 2025‑08‑11
Portfolio Review Letter – Jan 1 2024 – Dec 31 2024
Dear John,
**Executive Summary**
Your portfolio grew to $78,300.00 during the 2024 calendar year, delivering an overall return of +3.7%. The equity portion performed well, led by Apple (+12.5%) and Microsoft (+8.1%). A single holding, Tesla, showed a notable decline (-15.0%).
**Performance Summary**
| Holding | Ticker | Quantity | Current Price | Market Value | Performance % |
|--------|--------|----------|--------------|--------------|--------------|
| Apple | AAPL | 120 | $165.00 | $19,800.00 | +12.5% |
| Microsoft | MSFT | 80 | $310.00 | $24,800.00 | +8.1% |
| Vanguard Total Bond | BND | 300 | $84.00 | $25,200.00 | +2.2% |
| Tesla | TSLA | 30 | $250.00 | $7,500.00 | -15.0% |
| Cash | USD | 1 | $1,000.00 | $1,000.00 | 0.0% |
| **Total** | | | | **$78,300.00** | **+3.7%** |
**Key Highlights**
- **Top performer:** Apple (+12.5%) – strong growth in technology.
- **Under‑performer:** Tesla (-15.0%) – significant drop, above‑average loss for a single stock.
- **Bond allocation:** Stable at a modest 2.2% increase, providing a cushion against equity volatility.
**Recommendations**
- **Rebalance**: Reduce the Tesla position and consider reallocating $2,500 into diversified technology ETFs to maintain exposure while limiting downside risk.
- **Increase exposure**: Consider adding a high‑quality bond fund to improve stability given the moderate risk profile.
**Closing**
Thank you for trusting us with your investments. If you have any questions or would like to discuss these recommendations in more detail, please feel free to reach out.
Best regards,
[Your Wealth Manager’s Name]
[Title]
[Company]
---
**Summary Data (Optional)**
- Total Portfolio Value: $78,300.00
- Overall Return: +3.7%
- Highest‑Performing Holding: Apple ( +12.5% )
- Lowest‑Performing Holding: Tesla ( -15.0% )
Appendix A – FAQ
Q1: What if I don't have performance data for all holdings?
A: Include the holdings you have data for. In the “Key Highlights” note any missing data and state that the report reflects available information.
Q2: Can I request a more technical tone?
A: Yes. Choose “Formal and professional” in the Report Request. The draft will use industry‑standard terminology and avoid colloquial language.
Q3: How should I handle non‑USD currencies?
A: Convert all values to a single currency (e.g., USD) before entering them. Indicate the original currency in a note if needed.
Q4: What if the client’s risk profile changes?
A: Update the “Risk Profile” field in the Client Information section. The “Recommendations” section will automatically adapt to the new profile.
Q5: How can I add a custom disclaimer?
A: Add the desired disclaimer text in the “Additional Notes” of the Report Request. The system will place it just before the closing.
Q6: The portfolio includes a new asset class (e.g., cryptocurrency).
A: Add a new row in the Performance Data table and use an appropriate “Asset Class” label (e.g., “Crypto”). The system will include it in the summary table.
Q7: What if I want a PDF version of the letter?
A: The current process outputs plain‑text. Convert the output to PDF using your internal document tools after the draft is generated.
Q8: I need to include a visual chart.
A: The SOP does not generate visual charts. Export the Performance Summary table into your preferred charting tool after receiving the text output.
Q9: How do I request a different report length?
A: Use the “Additional Notes” to specify “short summary” (one‑sentence key points) or “full detail” (full analysis) and the system will adjust the depth accordingly.
Q10: What should I do if the “Error Report” is generated?
A: Review the listed missing or incorrect fields, correct the input data, and re‑run the process. The error report will pinpoint the exact issue.
Appendix B – Glossary
- Asset Class – Category of investment such as equity, fixed income, cash, or alternative.
- Market Value – Current price multiplied by quantity held, expressed in dollars.
- Performance % – The percent change in value over the reporting period. Positive numbers indicate gains, negative indicate losses.
- Risk Profile – The client’s tolerance for market fluctuations: “Conservative”, “Moderate”, or “Aggressive”.
- Rebalancing – Adjusting the portfolio to maintain the target asset allocation.
- Benchmark – A standard or index (e.g., S&P 500) used to compare performance.
- Portfolio Review Letter – A client‑focused communication summarizing portfolio performance.
- Analyst Report – A more technical document that includes detailed analysis, market commentary, and recommendations for investment decisions.
- Tone – The overall style of writing: formal, friendly, or neutral.
- Overall Return – Weighted average of the performance of all holdings, calculated as Σ (Market Value × Performance %) ÷ Total Market Value.
Appendix C – Style Guide and Reference Materials
C.1 General Formatting Rules
- Font & Size – Use a standard, readable font (e.g., Arial or Times New Roman) at 12‑point size.
- Margins – 1‑inch margins on all sides.
- Line Spacing – Single‑spaced lines, double‑spacing between paragraphs.
- Date Format – “Month Day, Year” (e.g., “August 11, 2025”).
- Number Formatting –
- Currency – Use “$” with commas for thousands and two decimal places (e.g., “$1,234.56”).
- Percentages – One decimal place, followed by a % sign (e.g., “+12.5%”).
- Headings – Use title case and bold for each major section (e.g., “Executive Summary”).
C.2 Tone and Language Guidelines
| Desired Tone | Characteristics | Example Phrase |
|---|
| Formal and professional | Use full sentences, avoid contractions, use industry terminology. | “We are pleased to present the performance summary for the period ending December 31, 2024.” |
| Friendly and client‑facing | Use “you”, warm language, modest contractions. | “You’ll be happy to see that your portfolio grew by 3.7% this year.” |
| Neutral and direct | Concise, factual, no fluff. | “The portfolio returned 3.7% for the period.” |
Additional Tone Tips
- Avoid jargon not defined in Appendix B.
- Maintain a respectful and supportive voice, especially in “Recommendations”.
- Use active voice: “We recommend” rather than “It is recommended”.
C.3 Section Structure Templates
C.3.1 Portfolio Review Letter
- Header – client name, account number, date.
- Greeting – “Dear [Client Name],”
- Executive Summary – 2‑3 sentences summarizing performance and key observations.
- Performance Summary – Table as described in Input Section; include totals row.
- Key Highlights – Bullet points for top performer, worst performer, and any noteworthy events.
- Recommendations – Up to three bullet‑point actions; use “Consider” or “Recommend” phrasing.
- Closing – Thank‑you, invitation for contact, signature placeholder.
C.3.2 Analyst Report
- Title – “[Asset] Analyst Report – [Period]”.
- Executive Summary – 1‑2 paragraphs with high‑level overview.
- Market Overview – Brief macro‑economic context (optional, from “Additional Notes”).
- Portfolio Performance – Detailed table and commentary.
- Sector/Asset Class Analysis – Paragraphs for each major asset class, with performance percentages and comparative commentary.
- Risk & Outlook – Assessment of risk, future outlook, and any macro‑economic considerations.
- Recommendations – Detailed actionable items, with rationale.
- Conclusion – Summary of findings and next steps.
- Appendix (optional) – Additional data tables or notes, if provided.
C.4 Style for Numbers & Units
- Dates – “January 1, 2024”.
- Quantities – No commas for small numbers (<1,000), use commas for thousands.
- Percentages – Include the sign (+/-) before the number.
- Currency – Use "$" followed by the amount, e.g., “$1,000.00”.
C.5 Sample Phrases
- Positive Performance – “The portfolio experienced strong growth, driven primarily by the technology sector.”
- Negative Performance – “The position in Tesla decreased by 15.0%, reflecting sector‑wide volatility.”
- Recommendation – “We recommend rebalancing the portfolio by reducing exposure to high‑volatility positions.”
C.6 Prohibited Content
- Do not include any personal opinions that are not backed by the data.
- Avoid speculative statements like “the market will definitely...”.
- Do not embed external URLs, references, or links.
- Do not generate system‑generated identifiers or file names.
C.7 Example Layout – Portfolio Review Letter
[Client Name]
Account #: [XXXX]
Date: [Month Day, Year]
Portfolio Review Letter – [Start Date] – [End Date]
Dear [Client Name],
**Executive Summary**
Your portfolio achieved an overall return of +3.7% for the period, reaching a total market value of $78,300. The technology sector performed strongly, with Apple and Microsoft delivering double‑digit gains.
**Performance Summary**
| Holding | Ticker | Quantity | Current Price | Market Value | Performance % |
|--------|--------|----------|--------------|--------------|--------------|
| Apple | AAPL | 120 | $165.00 | $19,800.00 | +12.5% |
| Microsoft | MSFT | 80 | $310.00 | $24,800.00 | +8.1% |
| Vanguard Total Bond | BND | 300 | $84.00 | $25,200.00 | +2.2% |
| Tesla | TSLA | 30 | $250.00 | $7,500.00 | -15.0% |
| Cash | USD | 1 | $1,000.00 | $1,000.00 | 0.0% |
| **Total** | | | | **$78,300.00** | **+3.7%** |
**Key Highlights**
- **Top performer:** Apple (+12.5%) – strong growth in technology.
- **Under‑performer:** Tesla (-15.0%) – significant decline; monitor closely.
**Recommendations**
- Reduce the Tesla holding by $2,000 and allocate to a diversified technology ETF.
- Increase allocation to high‑quality bonds to enhance stability.
**Closing**
Thank you for your continued confidence in our services. Please let us know if you’d like to discuss the recommendations or any other aspect of your portfolio.
Best regards,
[Wealth Manager Name]
[Title]
[Company]
C.8 Detailed Sample for Analyst Report
(Full text omitted for brevity—use the template in C.3.2.)
C.9 Review Checklist
| Item | Check | ✔ or ✘ |
|---|
| All required sections present? | | |
| All numeric values formatted correctly? | | |
| Tone matches “Desired Tone”? | | |
| No placeholders remain (e.g., [Insert])? | | |
| Total market value matches sum of rows? | | |
| Recommendations aligned with performance? | | |
| Grammar and spelling correct? | | |
If any check fails, correct the issue before finalizing the draft.
C.10 Version History (for internal use)
- Version 1.0 – Initial SOP and style guide.
- Version 1.1 – Added guidelines for missing data and error handling.
- Version 1.2 – Added extended FAQ and expanded style examples.
Additional Tips
- Save a copy of each generated draft in the client’s folder with the date in the file name for easy reference (e.g., “Portfolio_Review_John_Smith_2024Q4.txt”).
- Document any manual changes (e.g., edits to the recommendations) in a separate “Change Log” for audit purposes.
- Regularly update the style guide (Appendix C) as corporate branding or regulatory requirements evolve.
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