Prepare for FDIC examinations without last-minute panic

Go through the examination request letter carefully - don't skim it. Note every document they've asked for and each deadline. Create a tracking spreadsheet (or use a shared doc) where you list each item, who's responsible for pulling it, and its status. Assign owners early so there's no confusion later. Pro tip: Start with items that take the longest to compile - loan files, board minutes, and policy documents can take weeks if you're not on top of them. If the letter references your prior exam report, pull that too and check whether you've addressed all the findings. Examiners will absolutely follow up on outstanding items from last time.

Set up a dedicated room for your examiners - they'll need desks, chairs, a phone line, printer access, and a reliable network connection. Make sure confidential documents can be locked up overnight since examiners often leave papers in the room between sessions. Stock the room with basic office supplies, notepads, and a whiteboard if you've got one. Test all the equipment at least two days before they arrive - there's nothing worse than scrambling to fix a printer on exam morning. If your examiners need VPN or guest Wi-Fi credentials, get those set up through IT now rather than day-of. A comfortable, well-prepared workspace signals that you take the process seriously.

Hold pre-exam meetings with your key staff - don't skip this step even if people have been through exams before. Review who'll be the primary contact for each examination area (lending, compliance, BSA, IT, etc.) and make sure everyone knows their role. Remind your team of the golden rules: be responsive, be accurate, answer only what's asked (don't volunteer extra information), and escalate difficult or unexpected questions to the compliance officer or exam coordinator. Staff should never guess at an answer - it's always better to say "I'll get back to you with the exact information" than to give something inaccurate. Stress that professionalism matters. Examiners notice when your team is organized and cooperative, and it genuinely affects how the exam goes.

Review your own files before the examiners do - this is where many banks save themselves from surprises. Pull a sample of loan files, BSA/AML documentation, and compliance logs. Check for missing signatures, expired insurance certificates, incomplete CRA data, and any documentation gaps. It's always better to find problems yourself than to have examiners discover them. If you spot issues, document what you found and what corrective actions are already underway. Examiners look favorably on self-identified findings with clear remediation plans - it shows you've got strong internal controls. Pay special attention to areas that got criticism in your last exam, because those will almost certainly be reviewed again.

Day before: Confirm all requested documents are organized and ready to hand over, the exam room is fully set up, and your key staff are available and briefed. Do a final walkthrough of everything. Day of: Welcome your examiners professionally - first impressions really do matter here. Provide requested materials promptly and establish clear communication protocols. Agree on regular check-in times (typically daily) so you can address questions quickly and keep things moving. Have your exam coordinator's contact info posted in the exam room. If something isn't ready yet, be upfront about it and give a realistic timeline rather than making excuses. Examiners appreciate honesty and responsiveness far more than perfection.