Can the form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are met; exceptions for certain court or testamentary documents may apply.

Who must sign the attestation?

An authorized representative of the entity—usually an officer or director—must sign the attestation. The signer should be identified by title and authorized in corporate records to avoid disputes over authority.

Is notarization required?

Not typically required for routine UBO confirmations, but some institutions or states may request notarization or witnesses; verify the bank's requirements and state notary rules before executing.

What supporting documents are recommended?

Attach government-issued ID for each UBO, formation documents showing organizational structure, and ownership schedules. These materials expedite identity proofing and resolve discrepancies during due diligence.

How long should records be retained?

Retain completed UBO confirmations for at least three years after account closure for tax and audit purposes; if PHI is involved, observe a six-year HIPAA retention period per 45 CFR §164.530(j).

What if ownership changes after submission?

Submit an updated UBO Confirmation Form promptly—ideally within 30 days of a material ownership change—to maintain accurate CDD records and avoid regulatory or contractual issues.

Electronic Signature
Templates
Finance
UBO Confirmation Form

UBO Confirmation Form

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

UBO Confirmation Form

Purpose: This form collects Ultimate Beneficial Owner (UBO) information for the entity named below to satisfy anti–money laundering, counter‑terrorist financing and ownership verification obligations. The undersigned certifies that the information provided is true, complete and accurate and authorizes verification and retention of supporting documentation.

Entity Information

Entity Legal Name:

Registered Address Jurisdiction of Formation / Incorporation

Company / Registration Number

Customer / Account Reference Number

Entity Type

Indicate legal form (check all that apply): Corporation Trust Partnership Other

If Other, specify

Ultimate Beneficial Owner(s) Details

Provide details for each individual who, directly or indirectly, owns or controls 25% or more of the entity or otherwise exercises ultimate control. Provide separate entries for up to three UBOs below. Attach additional sheets if necessary.

UBO 1

Full Legal Name

Date of Birth

Nationality

Country of Residence

Residential Address

ID Document Type

ID Number

Issuing Country

ID Expiry Date

Ownership / Control (%)

PEP Status Yes No

Nature of Control / Role

UBO 2

Full Legal Name

Date of Birth

Nationality

Country of Residence

Residential Address

ID Document Type

ID Number

Issuing Country

ID Expiry Date

Ownership / Control (%)

PEP Status Yes No

Nature of Control / Role

UBO 3

Full Legal Name

Date of Birth

Nationality

Country of Residence

Residential Address

ID Document Type

ID Number

Issuing Country

ID Expiry Date

Ownership / Control (%)

PEP Status Yes No

Nature of Control / Role

Supporting Documentation

Please indicate which documents are attached for each UBO and for the entity. Originals or certified copies may be requested for verification.

Document Checklist (select all that apply)

Government‑issued ID copy Proof of residential address Ownership structure / corporate documents Trust deed / beneficial owner schedule

Certification and Authorization

By signing below, the authorized representative of the entity certifies, warrants and represents that:

All information provided on this form and in any attachments is true, complete and accurate to the best of the signatory's knowledge and belief.
The individuals identified are the ultimate beneficial owners or exercise ultimate control over the entity, and ownership percentages are stated in good faith.
The entity understands its ongoing obligation to promptly notify the recipient of any changes to ownership or control and to provide updated information and documentation upon request.
The authorized representative consents to verification of information and to the processing, retention and disclosure of information and supporting documents to third parties for the purposes of compliance, audit, fraud prevention and regulatory reporting as required.
The signatory acknowledges that knowingly false or misleading statements may subject the entity and the signatory to civil or criminal penalties and to termination of business relationships.

Authorized Representative Name Title / Position

Business Email

Business Phone

Authorized Representative:

By:

Date:

Certification: The undersigned certifies that they are authorized to provide this information on behalf of the entity and that the entity will promptly provide any additional information or documentation reasonably requested to verify the accuracy of the information supplied herein.

What the UBO Confirmation Form Is and When It’s Used

A UBO Confirmation Form documents the identity and ownership details of an entity's ultimate beneficial owners (UBOs). Financial institutions and regulated businesses commonly collect this form to meet anti-money laundering (AML) and Bank Secrecy Act (BSA) requirements, to verify control and ownership for account onboarding, and to support Customer Due Diligence (CDD). The form typically asks for legal names, dates of birth, ownership percentages, business entity information, and attestations from an authorized representative. It is an administrative compliance tool, not a public filing, and may be requested at account opening or during periodic reviews.

Why a Clear UBO Confirmation Form Matters

A structured UBO Confirmation Form helps reduce compliance risk, speeds account opening, and creates a consistent record for audits. Accurate UBO data supports AML/CFT controls and regulatory reporting obligations in the United States.

Who Typically Completes or Requests the UBO Confirmation Form

The UBO Confirmation Form is used by both internal compliance teams and external customers during onboarding or periodic reviews.

Compliance Officers — Prepare and request forms during onboarding, ensure completeness.
Business Owners / Authorized Representatives — Provide identity and ownership details, attest to accuracy.
Relationship Managers — Coordinate collection between client and compliance, verify signatures and dates.

Completing the form correctly reduces review cycles and supports downstream processes such as account activation and sanctions screening.

Primary Signatories and Their Roles

Authorized Signer

Typically a corporate officer, director, or an individual designated in company records. This person attests to the accuracy of UBO information, signs the form, and accepts liability for misstatements on behalf of the legal entity.

Ultimate Beneficial Owner

An individual owning or controlling the entity through ownership interest, voting rights, or other means. A UBO provides personal identification details and ownership percentage; the organization records this for CDD and AML files.

Security and Compliance Elements to Capture

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3

Audit Trail: Timestamps and IP logs

Access Controls: Role-based permissions

BAA Availability: HIPAA requires BAA if PHI exists

Retention Policy: Preserve reproductions for audits

Consequences of Incomplete or Incorrect UBO Data

Regulatory Fines: Civil penalties possible

Account Restrictions: Delays or account freezes

AML Program Weakness: Increased examination risk

Tax Impacts: Backup withholding triggers

Reputational Harm: Loss of business trust

Operational Cost: Remediation and legal fees

Common Preparation Errors to Avoid

Partial ownership math that does not total 100% leads to follow-up and delays from compliance reviewers.
Using trade names instead of legal entity names can create mismatches during identity verification and due diligence.
Missing or mismatched dates of birth and identification numbers will often trigger requests for certified copies or notarization.
Unsigned or undated attestations are common rejections; ensure the authorized representative signs and dates the form correctly.

Step-by-Step: Completing a UBO Confirmation Form

Follow this sequence to complete the form accurately and reduce processing delays.

01

Gather Documents: Collect IDs, formation documents, and ownership schedules.
02

Complete Entity Details: Enter legal name, EIN, and jurisdiction of formation.
03

List UBOs: Provide full names, DOB, ownership percentages, and SSN/TIN as required.
04

Sign and Submit: Authorized representative signs, dates, and returns the form.

Configuring a Digital Workflow for the UBO Confirmation Form

Set up fields and routing rules to automate collection, verification, and storage while preserving an audit trail.

Field	Configuration
Entity Name Field	Required; set validation to match formation document
UBO Table	Repeatable section for multiple owners
Signature Field	Required with date stamp and signer role
Conditional Routing	Route to compliance if ownership exceeds threshold

How Electronic Completion and Submission Typically Works

A standard eSubmission flow reduces manual handling and captures a tamper-evident audit trail for each step.

Upload Document: Sender uploads the form to the signing platform
Prepare Fields: Place text, checkbox, and signature fields
Add Signers: Enter signer emails and specify authentication
Send and Track: Distribute via email link and monitor completion

Technical Considerations for Digital Signing and Storage

Use a platform that supports strong authentication, audit trails, and secure storage for compliance records.

Authentication Options: Email, SMS code, or stronger KBA
Document Formats: PDF and DOCX supported
Integrations: CRM and cloud storage

Practical Tips for Accurate, Efficient UBO Confirmations

Adopt these practices to minimize review cycles and maintain defensible records.

Standardize the Template

Use a consistent form with mandatory fields and clear definitions of "beneficial owner" and "control." Standardization reduces ambiguity during reviewer validation and simplifies mapping to AML systems.

Validate Identity Upfront

Collect government IDs and use electronic verification when available. Verifying names, DOB, and SSN/TIN early prevents repeated follow-up and supports automated screening against sanctions and PEP lists.

Capture an Audit Trail

Record timestamps, IP addresses, and signer authentication method for each submitted form. Audit trails are critical evidence during examinations and help demonstrate compliance with ESIGN and UETA standards.

Schedule Periodic Reviews

Implement automated reminders for annual or event-driven reviews. Ownership changes and reorganizations require timely updates to maintain accurate CDD records and limit regulatory exposure.

Typical Timing Triggers and Response Expectations

Timelines depend on the use case; meeting requested deadlines reduces onboarding friction and regulatory escalation.

Account Onboarding Request:

Return within 3–7 business days to avoid account delays

Periodic Review:

Respond to annual or event-driven requests within 10–30 days

Ownership Change:

Update records within 30 days of material change

Bank Request Response:

Most institutions expect 3–10 business day turnaround

Record Retention Start:

Retention period begins on date of creation or final signature

Comparing eSignature Options for Collecting UBO Confirmations

This table summarizes common cost and capability points for eSignature vendors. signNow appears first and includes entry-level options suitable for template-based workflows.

	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	Verify vendor	Verify vendor	Verify vendor	Verify vendor
Bulk Send	Available (Business Premium)	Verify vendor	Verify vendor	Verify vendor	Verify vendor
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the UBO Confirmation Form

Answers to common questions about signing, format, retention, and verification to reduce delays and ensure a complete submission.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are met; exceptions for certain court or testamentary documents may apply.
Who must sign the attestation?
An authorized representative of the entity—usually an officer or director—must sign the attestation. The signer should be identified by title and authorized in corporate records to avoid disputes over authority.
Is notarization required?
Not typically required for routine UBO confirmations, but some institutions or states may request notarization or witnesses; verify the bank's requirements and state notary rules before executing.
What supporting documents are recommended?
Attach government-issued ID for each UBO, formation documents showing organizational structure, and ownership schedules. These materials expedite identity proofing and resolve discrepancies during due diligence.
How long should records be retained?
Retain completed UBO confirmations for at least three years after account closure for tax and audit purposes; if PHI is involved, observe a six-year HIPAA retention period per 45 CFR §164.530(j).
What if ownership changes after submission?
Submit an updated UBO Confirmation Form promptly—ideally within 30 days of a material ownership change—to maintain accurate CDD records and avoid regulatory or contractual issues.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now