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Forms of Identification and Proof of Address

Before we can activate your Mail Forwarding, Virtual Office, or Registered Office Address subscription and start forwarding post to you, we are required by London Local Authorities Act 2007 and Money Laundering Regulations 2017 to carry out some identity and address checks. Proof of identity and proof of address will be required for all persons who exercise control over the business or receive named mail to the address (i.e. Directors, Partners, Shareholders, Signatories, Secretaries and People with Significant Control etc). We retain the right to request any additional documents including source of wealth/source of funding for key controllers/beneficiaries/company.

You will be required to update your documents a minimum of once per year upon the time of your renewal and we reserve the right to request updated documents at any time while you are using our services. Failure to update your documents upon request will result in your account being suspended and your mail not being forwarded.

Please note you have 30 days to submit the correct documentation otherwise, in line with our terms and conditions, your account will be cancelled without refund.

In order to commence your services, you must:

  • Submit a recent (not older than 3 months) proof of ID and residential address for all appointed directors and beneficial owners of your company.
  • Submit a recent (not older than 3 months) proof of forwarding address (if different than residential address).
  • All submitted documents must be of good quality – a full page with all four corners visible.
  • Non-UK residents must provide all documents certified by a Public Notary, Solicitor, or Chartered Accountant.
  • All documents must be sent via email to office@companyaddress.co.uk.
  • Failure to submit all required documents within 30 days from the date of the purchase will result in the cancellation of your services, without any refunds.

For a full list of accepted documents and our policies regarding certification requirements and document requirements, please see below:

1. Identification documents

1.1 Proof of ID

The primary form of identification must bear a photograph and signature:

  • Current UK passport or photo driving licence
  • All other current non-UK passports

The passport or driving licence must be valid, up to date and be signed by the holder.

All non-EEA/EU passports must be certified by a Public Notary, Solicitor, or Chartered Accountant.

1.2 Proof of Address (provided both name and address is shown)

  • Letter/bill from utility company less than 3 months old such as gas bill, electricity bill, water bill, cable company bill (not from satellite TV companies), landline telephone bill (not mobile).
  • UK or foreign bank statement (dated within the last three months. Please ensure that your first name, surname, address, account number and issue date are clear).
  • A mortgage statement serving as proof of place of residence must have been issued by your bank or credit institute within the last 12 months. It should include first name, surname, address, account number and issue date
  • A tax assessment must be from the tax, financial or government authority responsible for your current address in the country you reside in. It must have been issued within the last 12 months and contain your first name, surname, address, tax or account number and issue date

**Please note that driver’s licenses, mobile telephone bills, store card and any documents showing a “care of address” or non- residential (P.O. Box) address cannot be accepted.

*** All non-UK proof of address must be certified as listed in 2.1 below

1.3 Company Documents

Below is a list of Company documents which will be considered acceptable:

  • Certificate of Incorporation
  • Memorandum and Articles of Association (all pages)
  • Register of Shareholders
  • Register of Directors (Senior Managers and Persons of Influence)
  • Recent Utility bill, office rental agreement of document evidencing the Business operating address
  • The Bank’s name, sort code/BIC number and last four digits of the company’s current/business account from where you will be sending amounts to your Business Account (This must be the account that will be remitting funds to Company Address Services Ltd)
  • If your company is involved in providing an e-wallet or making payments on behalf of customers, we also need to see relevant licence details and your AML or CTF Policy
  • Copy of the latest bank statement for the company showing the following details, account number, name of company, business address and transactions page showing activity
  • The latest audited accounts if relevant, other wise up to date Management Accounts (Financial projections if business is not yet trading).
  • Complex company structures – a company structure chart must be provided
  • Board Resolution/mandate providing the authorisation and list of authorised signatories who act on behalf of the company

We can waive certification requirements in certain cases where we can obtain information using public sources – e.g. through Companies House. Any copy documentation provided must be certified. Please refer to certification of documents section below for further guidance on this issue.

**Please note that, if the beneficial ownership of the account holding entity is through a series of other entities, we will require documentary evidence of the legal existence of these entities, together with a legal entity structure chart.

2. Certification of Documentation.

2.1 Who can certify documents?

Below is a list of acceptable signatories that we will accept certified documents from:

  • A director, manager or bank counter staff of a bank or an authorised credit or financial institution
  • A company’s documents can be certified as a true copy by the Company’s Secretary or a Director.
  • An Embassy, consulate or high commission officer in the country of issue
  • A qualified lawyer or attorney, registered with the relevant national professional body in the jurisdiction of country of issue
  • A qualified accountant, registered with the relevant national professional body in the jurisdiction of country of issue
  • A notary public, a member of the judiciary, a senior civil servant or a serving police officer in the jurisdiction of country of issue.

**Please note that individuals within the above categories in most countries are acceptable but exceptions may apply.

2.2 Certification Requirements

The person certifying the documents must be clearly identifiable and, where available, relevant official stamps must be used. The person providing the certification should write directly on the copy of the document, providing the following information: -

  • sign and date the copy document (printing his/her name clearly in capitals)
  • clearly indicate his/her position or capacity
  • Professional registration reference (if applicable) e.g. Law Society membership number
  • Company name and stamp
  • Address
  • Email address
  • Business telephone number.
  • the certifier must state that it is a true copy of the original document.

Please note that independent certification is a Company Address Services Ltd requirement. We reserve the right to refuse the opening of the account if the documents do not satisfy our guidelines above.

2.3 Authorized Representatives

For authorized representatives verifying a corporate account, correspondence on letterhead paper naming the user as Trustee or Authorized Representative, is also required. The correspondence should be signed by the CEO or by the company director.

2.4 Document guidelines

Please observe the following guidance when submitting your documents:

  • All documents should be provided in English. Any documents in other languages must be submitted alongside a professionally certified translation.
  • Documents such as passports and licenses should not be expired.
  • Document details must not be handwritten.
  • Documents must not be altered or edited in any way.
  • The documents should be coloured image scans or coloured digital photos with high-quality resolutions. Photocopies and black and white scans or photos are not acceptable.
  • Do not crop, adjust image colours, or alter the file in any way.
  • The image dimensions must be at least 500 x 300 pixels.
  • Both the front and back of an ID card must be submitted.
  • The files must be in the following formats: JPEG/JPG, PNG, GIF or PDF. They should also be less than 100MB in size.
  • If you are submitting an e-bill or an e-bank statement, the PDF copy should not be password-protected

3. Additional Guidance

Please note the additional guidance provided below for your consideration:

3.1 Credit Reference Agencies

We may use credit reference agencies in order to verify your identity using information from the Electoral Register and other public sources. We may use details of your credit history (together with those of any financial associate with whom your financial records have been linked by the credit reference agencies) to assess your suitability for an investment and your ability to meet your financial commitments

3.2 Crime Prevention and Debt Recovery

To prevent crime, verify your identity and to recover debt, we may exchange information where appropriate, with fraud prevention agencies, law enforcement agencies, debt recovery agencies and other organisations including other lenders. If you give us false or inaccurate information and potential fraud is identified, details will be passed to fraud prevention agencies immediately and without notice.

3.3 Data Processing

Company Address Services Ltd is committed to protecting your privacy and the security of your personal data. Please read our privacy notice to find out more about how we do this.

3.4 Freedom of Information

Company Address Services Ltd acknowledges that the information supplied by the applicant (including its advisors and consultants) to enable due diligence to take place has been provided in confidence. Any disclosure of such information pursuant to Company Address Services Ltd’s obligations under the Freedom of Information Act 2000 (Act) may prejudice the applicant. On receipt of a request, received pursuant to the Act, for information referred to in the preceding paragraph, COMPANY ADDRESS SERVICES LTD confirms that it shall (in its absolute discretion):

(1) Consider the application of the exemptions from disclosure contained in the Act.
(2) Consult the applicant (where appropriate).