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UBO Declaration Statement

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UBO DECLARATION STATEMENT

This UBO Declaration Statement (the Statement) is made as of the date set forth below by and between Declarant Name: , a legal entity organized as Corporation Partnership Trust Other , Registration Number: , Registered Address: ; and Recipient Name: , Recipient Address: .

RECITALS

WHEREAS, Recipient requires information regarding the natural persons who ultimately own or exercise control over Declarant in order to satisfy applicable anti-money laundering, counter-terrorist financing, and sanctions compliance requirements; and

WHEREAS, Declarant has or will provide the information set forth in this Statement to enable Recipient to assess ownership and control and to verify the identity of Ultimate Beneficial Owners (UBOs); and

WHEREAS, the parties intend that the representations, warranties and covenants contained in this Statement shall govern the accuracy and use of the information provided.

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the sufficiency of which is acknowledged, the parties agree as follows:

1. DEFINITIONS

For the purposes of this Statement, "Ultimate Beneficial Owner" or "UBO" means any natural person who, directly or indirectly, (a) owns 25% or more of the ownership interest in Declarant; or (b) otherwise exercises control over Declarant through ownership, voting rights, contractual arrangements, or other means. "Control" includes the ability to direct management, policy, or significant decisions.

2. DECLARATION OF ULTIMATE BENEFICIAL OWNERS

Declarant hereby declares, represents and warrants that the following natural persons are the UBOs of Declarant as of the Date of Declaration below. For each UBO, Declarant provides the information reasonably requested by Recipient to verify identity and ownership/control.

Declarant affirms that no natural person meets the definition of Ultimate Beneficial Owner for Declarant under the definitions contained herein and applicable law.

3. REPRESENTATIONS AND WARRANTIES

Declarant represents and warrants that, to the best of its knowledge after reasonable inquiry, the information provided in this Statement is true, complete and correct in all material respects. Declarant shall promptly notify Recipient in writing of any change to the information provided, and in any event within thirty (30) days of becoming aware of such change.

4. CONSENT TO VERIFICATION AND USE

Declarant authorizes Recipient to verify any information provided, to obtain additional information or documentation reasonably necessary to confirm identities, and to disclose such information to regulatory authorities, auditors, third-party service providers, and other parties as required or permitted by law or regulation. Recipient will use such information for compliance, recordkeeping, and reporting obligations.

5. FALSE STATEMENTS; INDEMNITY

Declarant acknowledges that knowingly providing false information in this Statement may constitute a criminal offense or regulatory violation under applicable law. Declarant agrees to indemnify and hold harmless Recipient from and against all losses, liabilities, fines, penalties, costs and expenses (including reasonable attorneys' fees) arising from any material misrepresentation or omission in this Statement, or from Declarant's failure to provide timely updates.

6. NOTICES

All notices, requests, demands and other communications required or permitted under this Statement shall be in writing and delivered to the addresses set forth below or to such other addresses as either party may designate in writing.

7. GOVERNING LAW

This Statement shall be governed by and construed in accordance with the laws of the jurisdiction set forth below, without regard to conflict of law principles. Governing Law Jurisdiction:

8. ENTIRE AGREEMENT; SEVERABILITY; AMENDMENT

This Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral or written agreements. If any provision of this Statement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect. This Statement may be amended only by a written instrument signed by both parties.

9. COUNTERPARTS

This Statement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Signatures transmitted electronically or by facsimile shall be binding.

CERTIFICATION

By signing below, Declarant certifies under penalty of perjury that the information provided in this Statement is true, complete and accurate to the best of Declarant's knowledge and that Declarant is authorized to make this certification on behalf of the Declarant entity. Declarant further acknowledges its obligation to update Recipient promptly upon any material change.

Declarant — Print Name:

By:

Date:

Recipient — Print Name:

By:

Date:

Enter text✕

What the UBO Declaration Statement Is and When It’s Used

A UBO Declaration Statement is a standardized declaration that identifies an entity's ultimate beneficial owner(s) for know-your-customer (KYC) and anti-money-laundering (AML) purposes. The form captures full legal names, ownership percentages, control roles, and identification details that banks, service providers, and regulators commonly request. It is used at account opening, during corporate onboarding, and when ownership or control changes. The statement creates a verifiable record that can be signed, transmitted, and retained electronically in line with U.S. e-signature frameworks.

Why Accurate UBO Declarations Matter for Compliance

Provides a clear, auditable record of entity ownership needed for KYC, AML, and banking due diligence. It reduces follow-up requests and supports automated identity checks while enabling electronic retention under ESIGN and UETA.

Why Accurate UBO Declarations Matter for Compliance

Who Typically Completes a UBO Declaration

Typical users who complete UBO Declaration Statement include compliance officers, company officers, and banking teams during onboarding.

  • Banks and financial institutions for KYC and AML checks during account opening
  • Corporate service providers and registrars collecting verified ownership data for filings
  • Legal and accounting firms preparing due diligence and tax disclosures

Accurate completion reduces compliance risk, lowers the chance of follow-up requests, and shortens onboarding timelines for the organization and its customers.

Representative Signers and Reviewers

Compliance Officer

Typically completes or reviews the UBO Declaration Statement to confirm ownership thresholds, apply sanctions screening, and document source of funds. They ensure the record meets institutional KYC policies, coordinate identity verification, and retain the document according to regulatory retention schedules.

Company Officer

An authorized corporate representative (director, officer, or authorized agent) supplies ownership percentages, titles, and identification documents. Their signature or approved electronic acceptance establishes attribution and begins the entity's ownership record for compliance and reporting purposes under internal and external requirements.

Security and Compliance Controls to Expect

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit Trail: Timestamps, IP, action history
Authentication: Email, SMS, KBA, or SSO options
HIPAA BAA: Available with signed BAA
Certifications: SOC 2 Type II, ISO 27001
Data Residency: EU-U.S. Data Privacy Framework

Principal Risks of Incomplete or Incorrect Declarations

Incorrect Ownership: May trigger AML review
1099 Penalties: $60–$330 per form
Bank Action: Account holds or closure
Regulatory Fines: Civil penalties possible
Fraud Liability: Criminal exposure in fraud cases
Backup Withholding: 24% withholding rate

Common Preparation Mistakes to Avoid

  • Using informal or abbreviated legal names that do not match government ID causes verification delays and may require re-submission
  • Failing to list all beneficial owners above reporting thresholds leaves the filing incomplete and can trigger additional KYC inquiries
  • Uploading low-quality ID images or unsigned documents prevents acceptance and requires re-upload with notarization or clearer scans
  • Assuming electronic acceptance without consumer-facing ESIGN disclosures can violate required consent procedures for some regulated transactions

Step-by-Step: Completing and Submitting a UBO Declaration

Follow these steps to complete, verify, and submit a UBO Declaration Statement electronically for compliance and recordkeeping.

  • 01
    Prepare: Gather IDs, ownership percentages, and entity documents
  • 02
    Fill Fields: Enter legal names, dates, and ownership details accurately
  • 03
    Verify Identity: Authenticate signers using email, SMS, or stronger methods
  • 04
    Submit & Retain: Send to recipient and store signed record securely

Typical eSubmission Workflow for the Statement

Typical eSubmission workflow for a UBO Declaration Statement using an eSignature platform, preserving an audit trail and evidence of consent.

  • Upload: Import PDF or DOCX template into the platform
  • Place Fields: Add signature, date, and identity fields
  • Authenticate: Enable email, SMS, or advanced authentication
  • Complete Audit: Capture timestamp, IP, and certificate

Core Components of a Professional UBO Declaration

Essential elements that make a professional UBO Declaration Statement accurate, verifiable, and compliant with KYC expectations across financial and corporate workflows.

Owner Details

Record full legal name, date of birth, nationality, residential address, and government ID number. Use the exact name on identity documents to avoid verification failures and possible delays in processing.

Ownership

Specify percentage of ownership or control interest for each beneficiary. If indirect ownership applies, describe chain of ownership clearly so reviewers can determine threshold applicability for reporting purposes.

Control Roles

List directors, officers, managers, and persons with significant control. Describe roles and decision-making authority to distinguish beneficial control from passive ownership.

Supporting IDs

Attach clear copies of government ID, passports, and corporate formation documents. Where required, include notarized or RON-verified copies to meet recipient policies.

Declaration

Include a statement signed by an authorized representative certifying accuracy, truthfulness, and a commitment to update within any recipient-specified timeframe.

Audit Metadata

Capture signer email, IP address, timestamp, and method of authentication. Retain an unaltered copy and an audit trail for compliance and possible audits.

Configuring an Online Workflow for Reliable Collection

Configure the online workflow to collect UBO data reliably and to meet recipient authentication requirements.

Workflow field list and configuration mapping Field | Configuration
Identity verification method and options Email link, SMS one-time code, or KBA
Attachments required for submission and acceptance Government ID, corporate formation document, and proof of address
Signer authentication strength and configuration None, email-only, SMS, or advanced KBA
Retention and export settings for records PDF/A export, audit trail retention, and access controls

Technical and Integration Considerations

The technical and compliance requirements for eSubmission, signing, and storage of UBO Declaration Statements vary by recipient and jurisdiction.

  • File Formats: PDF, DOCX, or scanned image
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Auth Options: Email, SMS, KBA, SSO

Timing Expectations for Submission and Updates

Timing expectations for submitting and updating UBO Declaration Statements depend on recipient policies and regulatory triggers such as account opening or ownership changes.

When opening an account or relationship:

Provide complete UBO Declaration at initial onboarding

When ownership or control changes are recorded:

Update within the timeframe required by the recipient

Periodic review or scheduled re-verification cadence:

Follow institution's KYC refresh schedule and timelines

Regulatory triggers that require updates:

Changes in sanctions lists, legal orders, or registration

Consequences of failing to update records:

May cause account restrictions or enhanced due diligence

Key Milestones from Preparation to Retention

Key processing milestones from document preparation through long-term retention and evidence capture for a UBO Declaration Statement.

01

Prepare documentation

Gather ownership data, IDs, and corporate records

02

Identity verification

Authenticate each beneficial owner per policy

03

Record submission

Send signed statement to recipient and log delivery

04

Retention and audit

Store signed file and audit trail per retention rules

eSignature Vendor Snapshot for UBO Declaration Workflows

This vendor comparison summarizes starting prices and key capabilities relevant to eSigning and secure storage for UBO Declaration Statements.

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 Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year No cap No cap No cap

Frequently Asked Questions About UBO Declaration Statements

Answers to common questions about completing, signing, and retaining UBO Declaration Statements, and how eSignature laws affect enforceability.


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