Can the form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and retention capability.

Is notarization required for all PEP forms?

No. Notarization depends on internal policy and state rules; only certain jurisdictions or institution policies require notarized attestations for identity or source-of-wealth statements.

What authentication strength is recommended?

Use multi-factor authentication (email plus SMS or stronger) for higher-risk subjects. Stronger methods reduce false positives and support auditability during examinations.

How long must I retain completed forms?

Retain forms per your records policy; retain AML documentation at least three years post-closure and six years when HIPAA applies, consistent with federal rules cited in retention guidance.

Who signs when the subject is deceased or unavailable?

Document the reason for absence, attach supporting records, and follow escalation procedures; legal counsel may advise on accepting notarized third-party attestations in limited cases.

Where to store completed PEP forms securely?

Store encrypted records in an access-controlled repository with audit logging. Ensure backups, retention scheduling, and role-based access to satisfy regulatory requests.

Finance PEP Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE PEP FORM

1. Client Identification

Client Name:

Date of Birth Nationality Residential Address

Contact Phone

Email

2. Entity / Account Information

Account / Entity Name:

Entity Type (select all that apply)

Individual Corporation Trust Partnership Other

3. Politically Exposed Person (PEP) Status

Are you or any beneficial owner associated with this account a Politically Exposed Person (PEP) or a close associate / immediate family member of a PEP?

Yes No

If Yes, indicate applicable PEP category(ies) (check all that apply):

Head of State or Government Senior Government Official (executive or legislative) Senior Judicial Official Senior Military Official Senior Executive of State-Owned Enterprise Senior Political Party Official Candidate for Public Office Immediate Family Member of a PEP Close Associate of a PEP

4. PEP Details (complete if applicable)

Office / Position Held

Country / Jurisdiction

Period in Office

Describe the nature of the public function, decision-making authority and any remunerations or benefits derived

5. Immediate Family Members and Close Associates

Provide full name, relationship, position (if any) and country for immediate family members and close associates who are PEPs or connected to PEPs.

List individuals (use additional sheet if necessary)

6. Beneficial Ownership and Control

List principal beneficial owners and percentage ownership. Indicate if any listed is a PEP.

Beneficial Owner 1

Beneficial Owner 2

Beneficial Owner 3

7. Source of Wealth and Funds

Primary Source of Wealth

Approximate Value of Funds

8. Documentation Attached

Provide copies of identity and supporting documents used to verify PEP status and source of funds.

Passport Government-issued ID Proof of Address Employment Contract / Appointment Letter Recent Financial Statements / Bank Statements Other

9. Declaration, Consent and Certification

By signing below I certify that the information provided in this Finance PEP Form is true, complete and made in good faith. I understand that this information will be used to conduct enhanced due diligence where required by applicable law and internal policy. I consent to the collection, use and processing of the information supplied herein for the purposes of customer due diligence, transaction monitoring and regulatory reporting.

I acknowledge that wilful misrepresentation, omission or failure to update material information may result in account restrictions, closure, reporting to competent authorities and possible civil or criminal penalties under applicable law.

I consent to enhanced due diligence and verification procedures I acknowledge processing of personal data for compliance and regulatory purposes I certify that the information provided is true and complete

10. Internal Use Only

Risk Rating Reviewer Name Reviewer Comments

Review Date

Action Taken

Signature

The undersigned hereby certifies that the information provided in this form is accurate and authorizes the institution to carry out any necessary verification and due diligence, including contacting relevant third parties and authorities where permitted by law.

Printed Name:

Signature:

Date:

What the Finance PEP Form Is and Why It Exists

The Finance PEP Form is a standardized compliance record used by financial institutions and regulated entities to identify and document Politically Exposed Persons (PEPs), their relevant relationships, and associated risk factors. It captures personal identification details, official positions, source-of-wealth information, and due-diligence notes required for enhanced monitoring under anti-money laundering (AML) and Know Your Customer (KYC) programs. Institutions use the form to support risk-based decisions, demonstrate ongoing monitoring, and retain evidence of customer screening and enhanced due diligence in the event of regulatory review.

Why Completing a Proper Finance PEP Form Matters

A complete Finance PEP Form documents compliance with AML/KYC obligations, supports enhanced due diligence, and provides an auditable record for regulators. It reduces onboarding delays and clarifies risk-based controls tied to politically exposed persons.

Who Completes and Reviews the Finance PEP Form

Front-line compliance staff and account managers typically start the form during onboarding or when screening flags a customer as a potential PEP.

Compliance Analysts who perform identity verification and collect supporting documentation for enhanced due diligence.
Relationship Managers who gather contextual information about client roles and business activities at account opening.
AML/Risk Officers who review submissions, set monitoring rules, and decide on escalation or acceptance.

Risk officers and AML analysts review completed forms to approve monitoring levels, escalate suspicious activity reports, and maintain audit documentation.

Step-by-Step: How to Complete the Finance PEP Form

Use this ordered checklist to collect required data, verify identity, and route the form for review.

01

Gather IDs: Collect government ID and secondary identification.
02

Screen Lists: Run sanctions, PEP, and adverse media checks.
03

Document Sources: Attach proof for source-of-wealth assertions.
04

Route for Review: Send to AML officer for approval and retention.

Typical Workflow for a Finance PEP Form

This sequence shows how the form moves from collection through verification to retention within a compliance program.

Intake: Initiate form at onboarding or triggered screening.
Verification: Confirm identity and validate documents against sources.
Enhanced Due Diligence: Gather additional records and senior-review commentary.
Retention: Store completed form with audit trail for regulatory review.

How to Configure an Online PEP Form Workflow

Configure fields and validation rules to collect structured PEP data and preserve audit events across the onboarding lifecycle.

Field	Configuration
Authentication Method	Email plus SMS code or stronger MFA
Conditional Fields	Show asset details when PEP checkbox is selected
Document Uploads	Require PDFs with OCR-friendly scans
Audit Trail	Capture IP, timestamp, and signer identity

Technical Options for Digital Completion and Signing

Choose a platform that supports secure uploads, audit trails, and configurable authentication to meet AML program standards.

Document Formats: PDF, DOCX supported
Integrations: Screening and CRM connectors
Authentication: Email, SMS, or KBA

Essential Elements of a Compliant Finance PEP Form

A well-designed form balances thorough data capture with clear controls to support consistent AML/PEP decision-making across teams.

Identifying Data

Collect full legal name, aliases, date of birth, place of birth, and government ID numbers to enable reliable automated and manual screening matches.

Position Details

Record current and recent public offices, employer name, and job title to assess the level of influence and determine whether enhanced monitoring is required.

Relationship Map

List immediate family members and close associates with roles and identifiers; this supports screening of related parties and helps detect connected risk vectors.

Source of Funds

Capture concise explanations of asset provenance and attach corroborating documents like paystubs, corporate filings, or transaction histories for evidentiary support.

Screening Outcomes

Include automated screening results, match scores, and adjudication notes to document why a subject is treated as a PEP or otherwise escalated.

Approval Trail

Provide named reviewer fields, decision timestamps, and rationale for risk rating changes to meet audit expectations and regulator inquiries.

Security and Compliance Features to Include

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Timestamps, IPs, action history

Regulatory Certs: SOC 2 Type II; ISO 27001

HIPAA Support: BAA available where needed

eSignature Law: ESIGN and UETA compliant

Accessibility: WCAG 2.0 Level AA

Risks and Potential Consequences of Inaccurate Forms

Regulatory Fines: Civil penalties and enforcement actions

SAR Exposure: Increased suspicious activity filing obligations

Customer Impact: Account restrictions or delayed services

Reputational Harm: Negative press or loss of trust

Operational Cost: Increased remediation and audit cost

Criminal Risk: Potential for willful violation liability

Common Mistakes When Preparing a Finance PEP Form

Incomplete identity details such as missing aliases or partial dates of birth lead to false negatives in screening and extra manual checks.
Failing to capture current position dates or employer information obscures whether the subject holds a public office and the required monitoring level.
Missing or weak documentation for source of wealth forces repeated requests and delays onboarding while increasing operational burden.
Not recording reviewer decisions, rationale, or version history creates gaps in audit trails that regulators frequently cite during examinations.

eSignature Pricing and Feature Snapshot Relevant to Finance PEP Forms

Compare core pricing and features for common eSignature providers. signNow is listed first; check vendor plans for enterprise features and HIPAA/BAA support.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Finance PEP Form

Answers to common questions about completing, validating, and storing Finance PEP Forms in a regulated environment.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and retention capability.
Is notarization required for all PEP forms?
No. Notarization depends on internal policy and state rules; only certain jurisdictions or institution policies require notarized attestations for identity or source-of-wealth statements.
What authentication strength is recommended?
Use multi-factor authentication (email plus SMS or stronger) for higher-risk subjects. Stronger methods reduce false positives and support auditability during examinations.
How long must I retain completed forms?
Retain forms per your records policy; retain AML documentation at least three years post-closure and six years when HIPAA applies, consistent with federal rules cited in retention guidance.
Who signs when the subject is deceased or unavailable?
Document the reason for absence, attach supporting records, and follow escalation procedures; legal counsel may advise on accepting notarized third-party attestations in limited cases.
Where to store completed PEP forms securely?
Store encrypted records in an access-controlled repository with audit logging. Ensure backups, retention scheduling, and role-based access to satisfy regulatory requests.

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