Quarterly Earnings Preparation Checklist

Quarterly earnings announcements are among the most critical communication moments for public companies. This comprehensive checklist will help IR professionals navigate the earnings preparation process from start to finish, ensuring a smooth and effective earnings season.

6-8 Weeks Before Earnings

• Schedule earnings release date and call time
• Reserve conference call lines and webcast services
• Update earnings call calendar invitations for analysts and investors
• Begin monitoring analyst estimates and consensus expectations
• Review prior quarter's Q&A and feedback for improvement opportunities
• Identify potential disclosure considerations with legal and accounting teams

4-5 Weeks Before Earnings

• Begin drafting earnings release template and updating financial tables
• Schedule internal meetings with finance, accounting, and executive team
• Develop preliminary messaging framework based on expected results
• Review analyst reports for key themes and questions
• Begin updating investor presentation slides
• Prepare preliminary Q&A document with anticipated questions

2-3 Weeks Before Earnings

• Receive preliminary financial results from accounting team
• Refine key messages based on actual results
• Draft earnings release narrative sections
• Update guidance considerations (if applicable)
• Expand Q&A document with detailed responses
• Begin drafting management's prepared remarks
• Schedule preparation sessions with executives

1-2 Weeks Before Earnings

• Finalize financial tables with accounting team
• Complete draft earnings release for internal review
• Finalize investor presentation slides
• Conduct legal and disclosure committee review
• Refine prepared remarks and conduct timing rehearsals
• Update Q&A document with final messaging
• Prepare executive team with Q&A practice sessions
• Confirm logistics with conference call and webcast providers

Week of Earnings

• Conduct final review of all materials with executive team
• Prepare final board updates (if required)
• Finalize and approve earnings release
• Prepare wire service submission
• Conduct final call rehearsal with executives
• Prepare website updates for earnings materials
• Confirm attendance of key analysts and investors
• Prepare social media announcements (if applicable)

Day Before Earnings

• Conduct final review of all materials
• Prepare final distribution lists
• Test conference call and webcast systems
• Confirm timing of all activities for earnings day
• Prepare executive team with final briefing
• Set up monitoring systems for market reaction

Earnings Day

• Submit earnings release to wire service at scheduled time
• Update corporate website with earnings materials
• Distribute materials to internal stakeholders
• Monitor initial market reaction and analyst comments
• Conduct pre-call briefing with executive team
• Execute earnings conference call and webcast
• Record key questions and themes from the call
• Distribute recording and transcript links post-call

Post-Earnings Follow-up (1-3 Days After)

• Compile analyst notes and media coverage
• Analyze stock performance and trading volumes
• Prepare summary of key themes and questions from the call
• Debrief with executive team on call performance and messaging effectiveness
• Address follow-up questions from analysts and investors
• Begin scheduling post-earnings investor meetings

Best Practices for Effective Earnings Communications

Messaging Clarity

Focus on 3-5 key messages that clearly articulate your company's performance, strategic progress, and outlook. Ensure consistency across all communications channels.

Preparation Thoroughness

Anticipate challenging questions and prepare thoughtful, transparent responses. Conduct multiple practice sessions with executives to ensure comfort with all potential topics.

Expectation Management

Actively manage expectations throughout the quarter through ongoing analyst engagement. Avoid surprises by providing appropriate updates when necessary.

Presentation Quality

Ensure all materials are professional, error-free, and consistent. Use clear, concise language and avoid jargon. Provide context for financial results to help investors understand performance drivers.