Among hedge funds, the enlistment of asset services has become a widely accepted means of dealing with the demands of an increasingly competitive industry as well as tightened regulations. Picking the right outsourcing partner is important, but moreso the service agreement: It should be clear and precise, to ensure a smooth working relationship between the service provider and the client.
Below, we list down the basic items that should be in the terms of agreement with your asset servicing firm.
Communication. It should be clear to both parties who will represent the asset servicing firm and the service provider when the partnership actually begins. Terms should also cover the frequency of correspondence (Is there going to be daily, weekly, or monthly checks?); the venue for such correspondence (Does the client prefer e-mail, phone call, or face-to-face meetings?); and the range of time needed for the outsourcing partner to offer a response to queries.
Expected work outputs. Metrics should be set regarding the volume of work that the client expects. Will the service be measured in terms of man-hours rendered? Or are there particular, tangible items to be delivered? The clearer and more specific these terms are, the better; there will be no confusion when the service provider performs a task outside of what is stipulated in the contract.
Quality control. How will the asset servicing firm ensure the quality of outputs? Who are the persons in charge of quality assessment? How will these quality assessment processes be conducted? Will a third party be involved? What standards will be observed when it comes to the audit of the service provider’s outputs? What measures will be implemented should the hedge fund management firm be dissatisfied? Are technologies available to improve the way these tasks are accomplished?
Payment terms. Asset services are a hit in the industry because it supposedly allows fund management firms to save on operational costs. Making such savings can be facilitated by payment terms that are flexible and attuned to the goals of the fund managers. The volume of work, the tools to be procured or implemented, and the manpower to be deployed should all be based on the firm’s budget, but on top of this, terms for quarterly or semi-annual installment payments can be a huge relief, financially speaking.
With the right outsourcing partner, all these terms can be easily negotiated, to lean towards the needs of the fund management firm.
