{"id":208613,"date":"2026-08-18T09:57:19","date_gmt":"2026-08-18T04:27:19","guid":{"rendered":"https:\/\/univest.in\/blogs-2\/?p=208613"},"modified":"2026-08-18T09:57:21","modified_gmt":"2026-08-18T04:27:21","slug":"investment-adviser-client-records","status":"publish","type":"post","link":"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/","title":{"rendered":"Investment Adviser Client Records: Written, Email, Call and Digital Evidence Explained"},"content":{"rendered":"<div class=\"meta-block\"><\/div>\n<p style=\"border-left: 4px solid #1F4E79; background: #EBF3FB; padding: 10px 16px; font-style: italic;\"><em>Investment adviser client records may be maintained in written, email, telephone recording, SMS or any other format that creates a retrievable record of the interaction. SEBI guidance specifies tha&#8230;<\/em><\/p>\n<div style=\"background: #F0F9FF; border-left: 4px solid #2E7D32; border-radius: 6px; padding: 14px 18px; margin: 18px 0;\">\n<p style=\"margin: 0; color: #1f4e79; font-size: 14px;\"><strong>Quick Answer<\/strong><\/p>\n<p style=\"margin: 8px 0 0;\">Investment adviser client records can be maintained in multiple formats depending on the communication channel through which advice was delivered and the client interaction occurred. SEBI&#8217;s guidance on record-keeping is format-inclusive \u2014 it specifies that records must be retrievable, verifiable and preserved for the required period, but permits multiple evidence formats including written documents, email threads, telephone call recordings, SMS records and digital platform logs.<\/p>\n<\/div>\n<p>Understanding the range of acceptable investment adviser client records formats helps registered IAs implement practical record-keeping systems that match their communication channels and helps investors understand what types of evidence support their advisory relationship documentation.<\/p>\n<p>This guide explains the investment adviser client records taxonomy, what SEBI&#8217;s guidance specifies about acceptable formats and how each format should be managed.<\/p>\n<p style=\"margin-top: 24px;\"><a href=\"https:\/\/univest.in\/user\/log-in?utm_source=blogs&amp;utm_medium=investment-adviser-client-records\"><strong>Click Here &#8211; Get Free Investment Predictions<\/strong><\/a><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Written_Documentary_Records\" title=\"Written Documentary Records\">Written Documentary Records<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Email_Records\" title=\"Email Records\">Email Records<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Telephone_Recordings_and_SMS\" title=\"Telephone Recordings and SMS\">Telephone Recordings and SMS<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Digital_Platform_Logs\" title=\"Digital Platform Logs\">Digital Platform Logs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Conclusion\" title=\"Conclusion\">Conclusion<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Frequently_Asked_Questions\" title=\"Frequently Asked Questions\">Frequently Asked Questions<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#What_formats_are_acceptable_for_investment_adviser_client_records\" title=\"What formats are acceptable for investment adviser client records?\">What formats are acceptable for investment adviser client records?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Are_telephone_call_recordings_mandatory_or_just_acceptable\" title=\"Are telephone call recordings mandatory or just acceptable?\">Are telephone call recordings mandatory or just acceptable?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#How_should_email_records_be_preserved\" title=\"How should email records be preserved?\">How should email records be preserved?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#Are_WhatsApp_Business_records_acceptable_as_client_records\" title=\"Are WhatsApp Business records acceptable as client records?\">Are WhatsApp Business records acceptable as client records?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#What_must_be_captured_in_a_digital_platform_advisory_interaction_log\" title=\"What must be captured in a digital platform advisory interaction log?\">What must be captured in a digital platform advisory interaction log?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/univest.in\/blogs-2\/investment-adviser-client-records\/#What_happens_to_digital_records_if_the_IA_changes_its_platform\" title=\"What happens to digital records if the IA changes its platform?\">What happens to digital records if the IA changes its platform?<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Written_Documentary_Records\"><\/span><strong>Written Documentary Records<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Written documents are the most traditional form of investment adviser client records. These include the signed client agreement, risk profiling questionnaire, written risk profile communicated to the client, written advice notes, written research reports accompanying recommendations and written complaint correspondence. Physical signed documents must be maintained securely and in accessible storage for the retention period. Scanned digital copies of signed physical documents are acceptable as digital records if the scan is clear, complete and stored securely.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Email_Records\"><\/span><strong>Email Records<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Email is an acceptable and widely used form of investment adviser client records. Advisory emails including research reports, recommendation alerts, risk profile communications and client query responses should be archived in a retrievable email system. The email archive must preserve the sender, recipient, timestamp and full message content including attachments. Individual adviser email accounts should be backed up at the entity level so that email records are not lost when staff members leave.<\/p>\n<table>\n<thead>\n<tr>\n<th>Record Format<\/th>\n<th>Management Requirement<\/th>\n<th>Retention Period<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Written\/signed documents<\/td>\n<td>Secure physical or scanned digital storage<\/td>\n<td>Minimum 5 years<\/td>\n<\/tr>\n<tr>\n<td>Email records<\/td>\n<td>Entity-level archive, sender\/recipient\/timestamp preserved<\/td>\n<td>Minimum 5 years<\/td>\n<\/tr>\n<tr>\n<td>Telephone recordings<\/td>\n<td>Secure digital storage, accessible for audit<\/td>\n<td>Minimum 5 years<\/td>\n<\/tr>\n<tr>\n<td>SMS records<\/td>\n<td>Official number records maintained at entity level<\/td>\n<td>Minimum 5 years<\/td>\n<\/tr>\n<tr>\n<td>Digital platform logs<\/td>\n<td>Platform-maintained logs with advisory interaction detail<\/td>\n<td>Minimum 5 years<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span class=\"ez-toc-section\" id=\"Telephone_Recordings_and_SMS\"><\/span><strong>Telephone Recordings and SMS<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>SEBI&#8217;s guidance explicitly recognises telephone recordings as an acceptable form of investment adviser client records. Advisory calls where investment advice is delivered should be recorded and preserved. The recording must be accessible for retrieval in the event of a dispute or audit. SMS records from official registered numbers are also acceptable \u2014 these are entity-level records when maintained through official advisory communication channels, not personal device SMS.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Digital_Platform_Logs\"><\/span><strong>Digital Platform Logs<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For IAs operating through digital platforms, the platform&#8217;s internal logs of advisory interactions \u2014 recommendation delivery timestamps, client access logs, alert delivery confirmations \u2014 constitute investment adviser client records under the digital evidence framework. Platform logs should be securely backed up and retrievable for the retention period. When an IA transitions to a new platform, logs from the previous system must be migrated or archived in a retrievable format.<\/p>\n<p>Univest is a SEBI-registered research platform (SEBI RA Reg. No. INH000013776) operating under NSDL depository infrastructure. Investors who want SEBI-registered research alongside their advisory journey can explore Univest&#8217;s research tools, stock screener and market analysis available on the official Univest app.<\/p>\n<p style=\"margin-top: 24px;\"><a href=\"https:\/\/univest.in\/screeners\"><strong>Access Advisory Records Through the Official Univest Platform \u2014 Documented and Retrievable<\/strong><\/a><\/p>\n<p style=\"margin-top: 24px;\"><em>Download the <a href=\"http:\/\/apps.apple.com\/in\/app\/univest-stocks-investment\/id6443753518\" rel=\"nofollow noopener\" target=\"_blank\">Univest iOS App<\/a> or <a href=\"http:\/\/play.google.com\/store\/apps\/details?id=com.univest.capp&amp;hl=en_IN\" rel=\"nofollow noopener\" target=\"_blank\">Univest Android App<\/a> to track advisory interactions through official documented channels on the SEBI-registered Univest platform.<\/em><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><strong>Conclusion<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Investment adviser client records may be maintained in written documents, email archives, telephone call recordings, SMS records from official numbers and digital platform interaction logs. All formats must be retrievable, verifiable and preserved for at least five years. Entity-level archiving for email and call records is essential to prevent loss when staff members change. Digital platform logs are explicitly acceptable and should be backed up and migrated when platforms change.<\/p>\n<div style=\"background: #CC0000; border-radius: 8px; padding: 16px 20px; margin: 24px 0;\">\n<p style=\"color: #ffffff; font-size: 13px; line-height: 1.7; margin: 0;\"><strong style=\"color: #ffffff;\">Disclaimer:<\/strong> Data and figures in this article are sourced from publicly available information. These may or may not be accurate. Please verify all data with official sources before making any investment decision. Investments in securities are subject to market risk. This content is for educational purposes only and is not investment advice by Univest (SEBI RA INH000013776).<\/p>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Frequently_Asked_Questions\"><\/span><strong>Frequently Asked Questions<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"What_formats_are_acceptable_for_investment_adviser_client_records\"><\/span>What formats are acceptable for investment adviser client records?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> SEBI guidance accepts multiple formats for investment adviser client records: written and signed documents (agreements, risk profiles), email records archived at the entity level, telephone call recordings, SMS from official registered numbers and digital platform interaction logs. All formats must be retrievable and preserved for at least five years.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Are_telephone_call_recordings_mandatory_or_just_acceptable\"><\/span>Are telephone call recordings mandatory or just acceptable?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> Telephone recordings are explicitly listed as an acceptable form of investment adviser client record for calls in which investment advice is delivered. Whether recordings are mandatory for all advisory calls depends on the IA&#8217;s communication practices and the applicable SEBI guidance at the time. IAs that conduct advisory calls should implement call recording as a standard practice to create complete records.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_should_email_records_be_preserved\"><\/span>How should email records be preserved?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> Email records should be archived at the entity level with the full message content including attachments, sender, recipient and timestamp preserved. Entity-level archiving ensures records are not lost when individual staff members leave. Personal email accounts that are not backed up at the entity level create fragmented, potentially inaccessible records.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Are_WhatsApp_Business_records_acceptable_as_client_records\"><\/span>Are WhatsApp Business records acceptable as client records?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> WhatsApp Business communications from an official IA-registered account create a digital record of the interaction. Whether this format meets SEBI&#8217;s record-keeping requirements depends on whether the records can be retrieved, verified and preserved for the applicable retention period at the entity level. Personal WhatsApp accounts do not create entity-level records and are not appropriate for advisory communications.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_must_be_captured_in_a_digital_platform_advisory_interaction_log\"><\/span>What must be captured in a digital platform advisory interaction log?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> Digital platform logs should capture at minimum: the specific recommendation or advice delivered with timestamp, the channel of delivery, the client access or acknowledgement record where applicable, and any subsequent updates or revisions to the recommendation. The log should enable reconstruction of the advisory interaction at a later date for audit or dispute purposes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_happens_to_digital_records_if_the_IA_changes_its_platform\"><\/span>What happens to digital records if the IA changes its platform?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Ans.<\/strong> Records from the previous platform must be migrated to a retrievable format or archived separately for the remainder of the applicable retention period. Discontinuing a platform does not extinguish the record-keeping obligation. Registered IAs should plan platform transitions with explicit data migration and archiving steps to preserve historical investment adviser client records.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Investment adviser client records: the types of evidence acceptable under SEBI guidance \u2014 written documents, email, call recordings, SMS and digital records \u2014 and how each is 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