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.
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.
Typical users who complete UBO Declaration Statement include compliance officers, company officers, and banking teams during onboarding.
Accurate completion reduces compliance risk, lowers the chance of follow-up requests, and shortens onboarding timelines for the organization and its customers.
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.
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.
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.
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.
List directors, officers, managers, and persons with significant control. Describe roles and decision-making authority to distinguish beneficial control from passive ownership.
Attach clear copies of government ID, passports, and corporate formation documents. Where required, include notarized or RON-verified copies to meet recipient policies.
Include a statement signed by an authorized representative certifying accuracy, truthfulness, and a commitment to update within any recipient-specified timeframe.
Capture signer email, IP address, timestamp, and method of authentication. Retain an unaltered copy and an audit trail for compliance and possible audits.
| 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 |
The technical and compliance requirements for eSubmission, signing, and storage of UBO Declaration Statements vary by recipient and jurisdiction.
Provide complete UBO Declaration at initial onboarding
Update within the timeframe required by the recipient
Follow institution's KYC refresh schedule and timelines
Changes in sanctions lists, legal orders, or registration
May cause account restrictions or enhanced due diligence
Gather ownership data, IDs, and corporate records
Authenticate each beneficial owner per policy
Send signed statement to recipient and log delivery
Store signed file and audit trail per retention rules
| 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 |