Document Submission and Certification Requirements

As an Estate Agent, it is essential to know which documents are required to establish
client identity and comply with Anti-Money Laundering (AML) regulations. This guide will walk you through the necessary steps and the documents you need to obtain from your clients in these situations.

Proof of identity (photo ID)
For clients who opt out of Credas, you should request one of the following Photo ID documents:

• Passport
• Driving Licence

Proof of address documents
For proof of address documents, it’s any of the documents from the pools below

Documents for clients without photo ID
In cases where your client does not have an in-date or valid Photo ID, you should request one document from each of the below pool of documents, as outlined in the Joint Money Laundering Steering Group guidance.

Certification Requirements

We require Photo ID documents to be certified within the last 12 months and proof of address documents to be dated and certified within the last 3 months. The certification should include the specific wording as per the UK Government website:

For Photo ID:
‘I certify that this is a true likeness of (title and full name) and a true copy of the original document’

For Proof of Address:
‘I certify that this is a true copy of the original document’

Authorised Individuals for Document Certification
Documents may be certified by any of the following professionals:

• Estate Agents
• Bank Clerks
• Chartered Accountants
• Solicitors/ Lawyers
• Notaries

 Each document must be signed and dated by the certifier, and must include the following:

• The certifier’s full name
• The certifier’s occupation, business address, and telephone number (and if possible, a business stamp)
• Date of Certification

AML Requirements for other Circumstances

 Probate Documents
An executor or personal representative managing an estate is required to provide the following documents:

• A copy of the grant of probate (If a will was left)
• Or letters of administration (if no will was left)

Or

• A copy of the signed will, witnessed, with all pages included,
• AND a copy of the death certificate

Power of Attorney
If your client is acting as power of attorney, they are required to provide the following documents:

• A signed copy of the Lasting Power of Attorney for ‘Property and Financial Affairs,’ which has been registered with the OPG, includes all 15 pages, and witnessed,

Or

• A signed copy of the Enduring Power of Attorney which has been registered with the OPG, and witnessed

Assistant
If an individual is acting on behalf of the seller/purchaser and no power of attorney is in place, we will require:

• An ‘assistant letter,’ which has been handwritten, signed, and dated by the seller/purchaser, confirming the individual can act on their behalf for the sale/ purchase of said property. The letter must name the individual acting on their behalf and the property they are assisting with.

Change of Name Documents
Should we require Change of name documents to help in verifying the identity of your client, we will require:

• A copy of the Marriage certificate confirming the change from one name to another

Or

• A copy of the Deed Poll Certificate confirming the change from one name to another

Or

• A copy of the Decree absolute
• AND birth certificate confirming the change from one name to another