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This Q appears to be from someone new to the process (nothing wrong with that). The links above are good starting points. Since you posted this in a DB forum, don't overlook anything required by the PBGC: https://www.pbgc.gov/prac/reporting-and-disclosure. There are also some other forums here that might be useful: https://benefitslink.com/boards/index.php (using the Search feature might help answer a future question). For reference, whenever the law or regulatory publications use the word "reporting", it means "reporting to (one or more) government agencies". The word "disclosure" means "disclosure to plan participants".

Do what you think it reasonable and in the best interest of your client.

Yes, provided the discretionary matching contribution provisions in the plan document support doing that.

Here is a link to the IRS comprehensive list of reporting and disclosure requirements: https://www.irs.gov/pub/irs-pdf/p5411.pdf Look in the "To Whom" column for disclosures to participants. The publication also has a link to the DOL's reporting and disclosure guide" https://www.dol.gov/sites/dolgov/files/EBSA/about-ebsa/our-activities/resource-center/publications/reporting-annual-disclosure.pdf This is way more information than you need, but I keep a downloaded copies for quick reference. The timing of deliverables to the client or to the participants depends on client relationship, whether we service only a DB or DC plan or both for the client, and associated service agreements. Generally, we try to bundle communications where practical.