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Legal Beneficial Owners Declaration

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LEGAL BENEFICIAL OWNERS DECLARATION

This Legal Beneficial Owners Declaration (the "Declaration") is made on this day of , by and between Declarant: and Recipient: (each a "Party" and together the "Parties").

RECITALS

WHEREAS, Declarant is an entity organized under the laws of and carries on business under the registration number ; and

WHEREAS, applicable laws and regulatory standards require certain entities to identify and disclose individuals who are beneficial owners or who otherwise exercise control over the entity; and

WHEREAS, Recipient requires from Declarant a written declaration identifying all known beneficial owners and describing the nature and extent of each beneficial owner's interest or control for purposes of due diligence, compliance and recordkeeping.

NOW, THEREFORE, in consideration of the mutual covenants set forth herein and other good and valuable consideration, the Parties agree as follows:

1. DEFINITIONS

For purposes of this Declaration, the following terms have the meanings set forth below. "Beneficial Owner" means any individual who, directly or indirectly, (a) owns or controls, or (b) exercises substantial control over, the Declarant by virtue of ownership interest, voting power, contractual arrangements or other means, including persons who ultimately have a percentage ownership interest of 25% or more or who exercise significant influence or control by other means.

2. DECLARATION OF BENEFICIAL OWNERS

Declarant hereby provides the following information for each Beneficial Owner known to Declarant at the time of signing. Declarant represents that the information provided is complete and accurate to the best of Declarant's knowledge and belief.

Beneficial Owner 1

Beneficial Owner 2

Beneficial Owner 3 (if applicable)

3. CERTIFICATION AND REPRESENTATIONS

Declarant certifies, represents and warrants that: (a) the persons identified above are Beneficial Owners as defined herein or that Declarant has no Beneficial Owners to report; (b) all information provided in this Declaration and any attachments is true, complete and correct as of the date set forth above; and (c) Declarant will promptly notify Recipient in writing of any material change to the information provided herein.

Declarant understands that willful false statements or omissions made in this Declaration may subject Declarant and any individual signing on behalf of Declarant to civil or criminal penalties under applicable law, including penalties for fraud and perjury.

4. COLLECTION, USE AND RETENTION OF INFORMATION

Recipient may collect, retain and use the information provided in this Declaration and any supporting documentation to satisfy regulatory compliance obligations, to conduct due diligence and for purposes permitted by law. Recipient shall maintain reasonable administrative, technical and physical safeguards to protect the confidentiality of personal information consistent with its obligations under applicable law.

5. INDEMNITY

Declarant shall indemnify, defend and hold harmless Recipient and its affiliates, officers, directors and employees from and against any losses, liabilities, damages, costs or expenses (including reasonable attorneys' fees) arising from any breach of the representations or warranties made in this Declaration or from any material misstatement, omission or inaccuracy in the information provided.

6. NOTICES

Any notice required or permitted under this Declaration must be in writing and delivered to the addresses set forth below or to such other address as a Party may designate by notice in accordance with this section.

7. AMENDMENT; WAIVER; COUNTERPARTS

This Declaration may only be amended by a written instrument signed by both Parties. No failure or delay by either Party in exercising any right or remedy operates as a waiver of that right or remedy. This Declaration may be executed in counterparts, each of which will be an original and all of which together constitute one instrument.

8. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Declaration will be governed by and construed in accordance with the laws of the jurisdiction of without regard to its conflict of laws principles.

This Declaration constitutes the entire agreement between the Parties with respect to its subject matter and supersedes all prior agreements, understandings and communications, whether written or oral, regarding such subject matter. If any provision of this Declaration is held to be invalid or unenforceable, that provision will be enforced to the maximum extent permitted by law and the remaining provisions will remain in full force and effect.

9. CERTIFYING SIGNATORY AUTHORITY

The undersigned certifies that they are authorized to execute this Declaration on behalf of Declarant and that the information provided herein is true, correct and complete.

Declarant:

By:

Date:

Recipient:

By:

Date:

Enter text✕

What the Legal Beneficial Owners Declaration Is

A Legal Beneficial Owners Declaration is a formal statement identifying the individuals who directly or indirectly own or control a legal entity. It records each person's full name, date of birth, residential address, unique identifier (for example, a passport or driver license number), and the nature and extent of ownership or control. Organizations use this declaration for compliance with KYC, anti-money laundering, and corporate transparency requirements, and to satisfy banks, regulators, and counterparties that require verified ownership information.

Why a Clear Declaration Matters

A precise declaration supports legal compliance and reduces onboarding friction for regulated transactions.

Why a Clear Declaration Matters

Who Typically Completes This Declaration

Common users include company officers preparing KYC documentation and compliance teams collecting proof of ownership.

  • Corporate compliance teams and AML officers responsible for KYC and onboarding documentation.
  • Founders, company officers, and majority shareholders listing persons with 25%+ ownership or control.
  • Banks, escrow agents, and filing agents requesting verified ownership for account opening or transactions.

The form also serves banks, escrow agents, legal counsel, and regulators that must verify beneficial ownership.

Core Elements of a Professional Declaration

A complete declaration follows a consistent structure so recipients can review ownership quickly and verify identities.

Document Header

Title, entity legal name, formation jurisdiction, and effective date to establish the scope and applicability of the declaration.

Owner Identification

Full legal name, date of birth, and current residential address for each beneficial owner, matching government ID details to avoid discrepancies.

Ownership Details

Ownership percentage or control description for each person and whether ownership is direct or indirect, with supporting chain-of-control notes.

Unique Identifiers

Passport or driver license number, issuing jurisdiction, and expiration date or an equivalent identifier used for identity verification.

Declarant Certification

Authorized officer or owner certifies the accuracy of the statement, with printed name, title, date, and signature block.

Authentication Block

Space for notarization or witness acknowledgement if required by the recipient or jurisdiction, including signer authentication details.

Step-by-Step: How to Complete and Deliver the Declaration

Complete the form in order and verify each identity element against official documents before signing.

  • 01
    Collect Documents: Gather formation papers, government IDs, and ownership schedules.
  • 02
    Populate Fields: Enter entity and owner details using exact legal names and MM/DD/YYYY dates.
  • 03
    Verify Information: Confirm TINs and ID numbers match supporting documents to avoid backup withholding or rejection.
  • 04
    Sign and Submit: Sign in the authorized block; deliver by the channel requested by the recipient.

Where to File, Send, or Submit the Declaration

Submission routes vary by use case; confirm the recipient's required delivery method before sending the signed declaration.

  • To Banks: Provide directly to the requesting bank or their secure upload portal for account opening KYC.
  • To Regulators: Submit to the specific agency or portal if required by statute or regulation.
  • To Legal Counsel: Share a signed copy with the entity's attorney for retention and filing advice.
  • Internal Records: Retain a certified copy in the corporate records database with restricted access controls.

Digital Workflow Settings for Online Completion

Configure these settings when preparing a reusable template or e-submission workflow to ensure compliance and traceability.

Field Configuration
Signature Authentication Email link plus SMS OTP or KBA as required by acceptance policy
Notary Requirement Enable RON or in-person notary fields per recipient instructions
Conditional Fields Show indirect ownership fields only when 'Indirect' is selected
Retention Rule Auto-archive to secure storage with audit trail retention settings

How to Share and Authenticate Electronically

Choose delivery and authentication that meet the recipient's legal and compliance requirements.

  • Supported Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Document Formats: PDF, DOCX, HTML, Excel
  • Authentication Options: Email link, SMS OTP, knowledge-based verification

Typical Timing Expectations and When to Provide the Declaration

Timing depends on the recipient; provide the declaration at onboarding and update it promptly when ownership changes.

At Account Opening:

Provide the declaration when a bank or intermediary requests KYC documentation.

Upon Request:

Submit within the timeframe specified by the requester; some require immediate production.

On Ownership Change:

Update and resubmit promptly when a beneficial ownership change occurs.

Periodic Reviews:

Respond to periodic KYC refresh cycles as required by the institution.

Regulatory Filing:

If required by law, file within the regulator’s prescribed deadline; check applicable statute for specifics.

Common Preparation Pitfalls to Avoid

  • Incomplete identity details or mismatched names between form and government ID cause verification delays and rejections.
  • Using P.O. box addresses instead of residential addresses can fail identity-proofing checks for beneficial owners.
  • Failing to document indirect ownership chains leaves gaps in control descriptions and raises follow-up questions.
  • Missing signature dates or unsigned certification blocks invalidate the declaration for many recipients and regulators.

Risks and Possible Penalties from Incorrect Declarations

Regulatory Fines: Civil penalties or enforcement actions for false statements.
Tax Consequences: Backup withholding or reporting penalties for incorrect TINs.
Account Closure: Banks may freeze or close accounts for incomplete KYC.
Criminal Liability: Intentional misrepresentation can lead to criminal charges.
Contract Invalidity: Agreements relying on inaccurate ownership may be voidable.
Operational Delays: Delays in transactions, funding, or regulatory approvals.

Practical Examples of Use

Real-world scenarios show how declarations simplify onboarding and compliance across sectors.

Martin Properties — Founder

Martin Properties moved signature workflows online to complete owner declarations remotely

  • Reduced in-person signings and travel
  • "I can process and execute all of these documents online with 100% compliance and built-in security," which improved closing efficiency and recordkeeping.

Optica Ventures — COO

A small investment firm standardized owner declarations for portfolio companies

  • Centralized templates and identity checks
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," enabling consistent KYC during fundraising.

Key Processing Milestones for the Declaration

Track these milestones from preparation through long-term retention to ensure timely verification and audit readiness.

01

Preparation

Collect IDs, formation documents, and ownership schedules before filling the form

02

Submission

Deliver the signed declaration to the requesting party or upload to the designated portal

03

Verification

Recipient performs identity checks and may request supplemental evidence

04

Archival

Store signed copies with audit trails and retain per regulatory timelines

eSignature Vendor Comparison for Delivering Beneficial Owners Declarations

Compare basic plan pricing and capabilities relevant to completing, authenticating, and storing signed declarations; signNow appears first per comparison convention.

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 trial Varies Varies Varies Varies
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 Declaration

Answers to common questions about completing, signing, and updating beneficial owners declarations.


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