Client Onboarding and Identification Form
v2.4
Purpose. Client services staff complete this form with every new client to collect the details the firm needs, verify identity, record beneficial owners and assign an anti-money laundering risk rating before any service begins.
1.When to use this form
Complete this form for every new client before the engagement letter is issued, and again when a client's structure changes, for example a new director, trustee or beneficial owner. Do not provide any service until the form is complete and the identity verification has been recorded.
2.Identity verification
For an individual, sight and record a current photo identity document and a second document such as a rates notice or bank statement. For a company, obtain a current register extract and identify each director and each beneficial owner of 25 per cent or more. For a trust, obtain the deed and identify the trustee and beneficiaries.
3.Risk rating
Assign low, medium or high risk using the risk factors in the Anti-Money Laundering and Counter-Terrorism Financing Policy. High risk clients and politically exposed persons must be referred to the Compliance Manager for approval before onboarding.
4.Privacy
Give the client the firm's privacy collection notice and record that it was provided. Identity documents must be stored on the client file in the Client Register and never emailed.
5.Completion
Enter the client in the Client Register with the relationship owner, the services engaged and the risk rating, and hand the file to the relevant department to issue the engagement letter.