To help you gather the information you need to complete the records in your account, we have created a request sheet, which you can send to your portfolio company CEO to complete. It requests only the high level details pertaining to the company and each round of investment. We've kept it short and sweet with the bare minimum information requested to make it quick and easy to complete and return. You can ask for more specific details, if you wish, or refer to your own personal investment documents.
You can even use this sample email letter to send along with the accompanying request spreadsheet.