For single and multi family offices

Requesting documents from families securely

Updated: 22 October 2026 · Leutrim Miftaraj, FLIORE · Editorial standards · Other languages: Deutsch

Short answer

Instead of chasing missing documents by email, the family office creates a document request in FLIORE. The family uploads the document in the protected portal; FLIORE checks file type, size and signature, files it in the mandate and closes the related task. This creates complete evidence of who requested and delivered what, and when – without extra effort.

The problem with email

Sending identity documents, tax records and proof of origin of funds by email is insecure and hard to follow. Attachments end up in personal inboxes, deadlines are agreed verbally, and in the end nobody knows which version applies.

Compliance and supervisors also lack evidence: when was the request made, when was the document delivered, and who checked it?

How a request works

The team selects the mandate, document type, deadline and a short explanation.
FLIORE automatically creates a task for the responsible person.
The family sees the request in the portal and uploads the document.
FLIORE checks file type, size and signature and files the document in the mandate.
The task closes, the team is notified and the audit trail records every step.

Security and data protection

In the portal, families see only their own mandates; the database enforces this separation. The database and documents are stored in Switzerland (Zurich region); application hosting runs on EU infrastructure. Requests can be withdrawn while they are open; fulfilled requests remain as evidence.

Because requests, tasks and documents are linked, the family office can show at any time which documents are still outstanding for each family and since when.

What the family experiences

For the family, a request is a short message in the portal: which document is needed, by when and why. They upload it from their computer or phone without sending attachments by email or searching for the right contact person.

Once the document has been checked and filed, the request disappears from their list. Open requests remain visible until they are fulfilled or withdrawn, so nothing is forgotten on either side and the relationship stays organised. The family office decides for each request whether a reminder is needed.

Frequently asked questions

How do I request a document from a family?

Create a document request in the mandate with document type and deadline. The family receives it in the portal.

Which files are accepted?

Common document and image formats. FLIORE checks file type, size and signature before the document is filed.

What happens after the upload?

The document is filed in the mandate, the task is closed and the team is notified.

Can a family see requests of other families?

No. In the portal each family sees only its own mandates; the database enforces this.

Can I withdraw a request?

Yes, while it is open. The related task is then closed as well.

Sources

This page provides orientation and does not replace legal or tax advice. The cited legal sources in their applicable version are authoritative.

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