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Title, entity legal name, formation jurisdiction, and effective date to establish the scope and applicability of the declaration.
A precise declaration supports legal compliance and reduces onboarding friction for regulated transactions.
Common users include company officers preparing KYC documentation and compliance teams collecting proof of ownership.
The form also serves banks, escrow agents, legal counsel, and regulators that must verify beneficial ownership.
Title, entity legal name, formation jurisdiction, and effective date to establish the scope and applicability of the declaration.
Full legal name, date of birth, and current residential address for each beneficial owner, matching government ID details to avoid discrepancies.
Ownership percentage or control description for each person and whether ownership is direct or indirect, with supporting chain-of-control notes.
Passport or driver license number, issuing jurisdiction, and expiration date or an equivalent identifier used for identity verification.
Authorized officer or owner certifies the accuracy of the statement, with printed name, title, date, and signature block.
Space for notarization or witness acknowledgement if required by the recipient or jurisdiction, including signer authentication details.
| 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 |
Choose delivery and authentication that meet the recipient's legal and compliance requirements.
Provide the declaration when a bank or intermediary requests KYC documentation.
Submit within the timeframe specified by the requester; some require immediate production.
Update and resubmit promptly when a beneficial ownership change occurs.
Respond to periodic KYC refresh cycles as required by the institution.
If required by law, file within the regulator’s prescribed deadline; check applicable statute for specifics.
Martin Properties moved signature workflows online to complete owner declarations remotely
A small investment firm standardized owner declarations for portfolio companies
Collect IDs, formation documents, and ownership schedules before filling the form
Deliver the signed declaration to the requesting party or upload to the designated portal
Recipient performs identity checks and may request supplemental evidence
Store signed copies with audit trails and retain per regulatory timelines
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| HIPAA Compliant | Yes | Yes | Yes | No | No |