Compliance documentation

Explore global KYB with our comprehensive guide to legal compliance

Know Your Business (KYB) is an essential process that financial institutions must undertake to comply with legal and regulatory requirements. It involves collecting and authenticating business details such as the legal name, address, registration number, and ownership information. This data is cross-referenced with reliable sources, ensuring compliance with regulatory standards and mitigating potential risks.

Basic documents list

The specific information Solidgate needs to collect varies by country and typically includes information listed below, though not limited to it.

Corporate documents in English

Certificate of incorporation or Company registration extract
Certificates or registrar extracts showing the current registered address, current director(s), and current shareholder(s)
Memorandum and Articles of Association
Proof of business address, such as an office utility bill or office rent agreement (dated within the last 3 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Ultimate Beneficial Owner (UBO) is a natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Financial documents

Bank letter or statement with the company’s information, including IBAN (EU) or Sort code and Account number (UK), along with the currency and date for the settlement account
TAX/VAT number

Additional documents

The documents that may be required upon request.

Certificates or registrar extracts indicating the current shareholders of the entity if another legal entity holds more than 25% of the company.
Corporate structure chart, certified by a director, UBO, or independent third party if the company has a complex or multi-level ownership structure.
Copy of the license issued by an official authority if the business requires a license to operate.
Bank statements for the last 3 months, audited financial statements, or internal financial report if the company has been running for over a year.
Domain Registration Proof if the information regarding the owner of a domain is concealed from the public.
Test login credentials, including full or premium access to the product, and product examples may be requested.

Tips

Provide documents in full color. Black-and-white scans are not accepted.
Ensure that documents are clear, valid, and not cropped, showing all four corners.
Provide complete documents. Proof of identity must show facial features and all MRZ lines in full. Make sure to include both sides of a driver’s license or identity card.
All documents must be in English. If documents are not in English, include official translations certified as true copies of the original. Translations must be confirmed by a lawyer, notary, solicitor, or qualified chartered accountant. The certifying representative must include their name, address, profession, and official stamp (or equivalent) on the translated copy.

Basic documents across jurisdictions

Expand all

Corporate documents

In English:

Certificate of incorporation
Certificate of directors
Certificate of the registered office
Certificate of shareholders (dated within the last 3 months)
Memorandum and Articles of Association
Proof of business address, such as office utility bill, office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport, ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 3 months)

Financial documents

Bank letter or statement with the company information, including IBAN (EU) or Sort code and Account number (UK), along with the currency and date for the settlement account
TAX/VAT number

Expand all

Corporate documents

Certificate of incorporation (apostilled)
Company profile or incumbency (apostilled, dated within the last 6 months)
Memorandum and Articles of Association (apostilled)
Proof of business address, such as an office utility bill or office rent agreement (dated within the last 6 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 3 months)

Financial documents

Bank letter or statement with the company information, including IBAN (EU) or Sort code and Account number (UK), along with the currency and date for the settlement account
TAX letter (tax number)

Expand all

Corporate documents

Certificate of incorporation or, depending on the state, Articles of incorporation/Certificate of formation (should be stamped)
Signed bylaws, or Operating agreement, or an alternative
Share certificate or Shareholder register
EIN Proof: SS4 Form or Letter from IRS
Proof of business address, such as a utility bill or office rent agreement

Director/CEO/Principal

Proof of identity, such as a passport, an ID card, or driver’s license
SSN card (if SSN Card states “VALID FOR WORK ONLY WITH DHS AUTHORIZATION” + employment authorization card)
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 2 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 2 months)
Tax number (SSN if available)

Financial documents

A bank reference letter duly signed by a bank representative or a voided check
Settlement Bank Account statements for the last 3 months

Website requirements

Prices should be in USD
If the billing descriptor or Doing Business As (DBA) name differs from the merchant name, meaning it is not branded, it should be added to the payment page. If the descriptor is branded, adding it to the payment page is unnecessary. For example, you can indicate “The charge will appear on your bill as (billing descriptor)”.

Expand all

Corporate documents

In English:

Trade or Service license
Memorandum of Association
Extract of Registry showing current shareholders, or Shareholder certificate, or Certificate of incumbency
Proof of business address, such as office rent agreement or invoice for rent (dated within the last 3 months)

Manager

Emirates ID card or passport
UAE visa
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport or an ID card
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 2 months)

Financial documents

Bank statement from either EU or UAE financial institutions, containing complete bank details, including UAE company information, IBAN, currency, and date
Tax Registration Number (TRN) document (if applicable)

Expand all

Corporate documents

Certificate of incorporation
Memorandum and Articles of Association
Proof of business address, such as office utility bill, office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or tax bill (dated within the last 3 months)

Financial documents

Bank letter or statement with the company’s information, including company details, Sort code and Account number (UK), along with the currency and date
UTR/VAT number

Expand all

Corporate documents

In English:

Extract from the register of entities (Lietuvos Respublikos juridinių asmenų registro išplėstinis išrašas) or Registration certificate (Registravimo pažymėjimas)
Memorandum and Articles of Association
Proof of business address, such as office utility bill, office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as utility bill (Komunalinių mokesčių sąskaita), statement from a financial institution (Išrašas iš finansų institucijos), letter issued from a government institution (Vyriausybės institucijos laiškas) (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, bank statement, or tax bill (dated within the last 2 months)

Financial documents

Bank statement with full bank details, such as company information, IBAN, currency, and date
TAX/VAT number (PVM mokėtojo registracija)

Expand all

Corporate documents

Certificate of incorporation
Constitution
Company printout (dated within the last 3 months)
Register of Members and Share Ledger (dated within the last 3 months)
Proof of business address, such as office utility bill, office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Financial documents

Bank statement with full bank details, such as company information, IBAN, currency, and date
TAX/VAT number

Expand all

Corporate documents

Commercial register extract (Äriregistri registrikaart)
Memorandum and Articles of Association
Proof of business address, such as office utility bill, office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport (Pass), an ID card (ID-kaart), or driver’s license (Juhiluba)
Proof of address, such as a utility bill (Kommunaalarve), residence registration (Elukoha registreerimine), bank statement (Kontoväljavõte) (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, like a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Financial documents

Bank statement with full bank details, such as company information, IBAN, currency, and date
VAT registration (Käibemaksukohustuslasena registreerimine ) or Tax certificate (Maksuandmete tõend)

Expand all

Corporate documents

Commercial register extract (Извлечение от Търговския регистър и регистъра на ЮЛНЦ)
Incorporation Act (Учредителен Акт)
Proof of business address, such as utility bill (Сметка за комунални услуги), office rent agreement, or invoice for rent (dated within the last 3 months)

Director

Proof of identity, such as a passport, an ID card, or driver’s license
Proof of address, such as a utility bill (Сметка за комунални услуги), bank statement (Банково извлечение), mortgage statement (ипотечно извлечение) (dated within the last 3 months)

Ultimate Beneficial Owner

Proof of identity, like a passport, an ID card, or driver’s license
Proof of address, such as a utility bill, a bank statement, or a tax bill (dated within the last 3 months)

Financial documents

Bank statement with full bank details, such as company information, IBAN, currency, and date
VAT registration ((Регистрация по ДДС))

Looking for help? Contact us

Stay informed with Changelog