Certified documents play a critical role in corporate Know Your Customer (KYC) and Anti-Money Laundering (AML) checks.
Because of UK and international AML regulations, banks, law firms, accountants, property professionals, and other regulated entities must clearly understand who owns a company, who controls it, and who ultimately benefits from it.
As a result, these institutions cannot proceed with onboarding, transactions, or regulatory filings unless companies provide compliant and verifiable corporate documents.
This guide therefore explains:
- which company documents institutions usually require,
- who must be identified and verified,
- how certification works in practice, and
- how companies can avoid common delays during KYC and AML reviews.
What Are Certified Corporate Documents?
Certified corporate documents are copies of original company records that an authorised professional has reviewed and confirmed as genuine.
In practice, institutions rely on certified copies when companies cannot release original documents, operate across borders, or complete onboarding remotely. In addition, institutions often request certified copies when enhanced due diligence applies.
For this reason, certification confirms that the submitted copy is a true and accurate copy of the original document reviewed.
Legal Basis: Why Institutions Require Them
Under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017, regulated institutions must take several mandatory steps.
Specifically, they must:
- identify the legal entity,
- verify directors and authorised signatories,
- identify and verify Ultimate Beneficial Owners (UBOs),
- understand ownership and control structures, and
- apply enhanced checks when risk levels increase.
Because of these obligations, institutions must pause or reject onboarding if companies submit missing, outdated, or incorrectly certified documents.
Which Companies Must Provide Certified Documents?
Certified documents are commonly required for:
- UK and overseas companies opening UK bank accounts
- Property-holding companies
- SPVs and investment vehicles
- Trading companies engaging regulated counterparties
- Companies involved in cross-border transactions
Requirements vary depending on jurisdiction, industry, and risk profile.
Core Corporate Documents Commonly Required
1. Certificate of Incorporation
Confirms the company’s legal existence and registration details.
Accepted versions include:
- UK Companies House Certificate
- Overseas company incorporation certificate
- Registry-issued electronic certificates (if verifiable)
If originals cannot be produced, a certified copy is required.
2. Company Constitutional Documents
Institutions may request:
- Articles of Association
- Memorandum of Association
- Equivalent constitutional documents for overseas entities
These documents establish governance, powers, and internal authority.
3. Register of Directors
Used to verify who manages and represents the company.
Typically required to show:
- Full legal names
- Appointment dates
- Current status
4. Register of Shareholders / Members
Used to assess ownership and control.
This document helps institutions identify:
- Shareholding percentages
- Voting control
- Changes in ownership
5. Ultimate Beneficial Owner (UBO) Information
UBOs are individuals who own or control 25% or more of the company, directly or indirectly.
Institutions must verify:
- Each UBO’s identity
- Each UBO’s residential address
- The ownership chain linking the UBO to the company
UBOs are subject to individual KYC checks, including certified ID and address proof.
6. Authorisation and Board Resolutions
Often required to confirm who is authorised to act.
Examples include:
- Board resolutions approving account opening
- Signing authority confirmations
- Power of attorney documents
These documents are frequently required in certified form.
7. Certificate of Good Standing
This document confirms that the company remains legally existing in its jurisdiction of incorporation and has complied with ongoing statutory requirements, such as annual filings and fee payments.
Institutions commonly request a Certificate of Good Standing when:
- an overseas company conducts business in the UK or another jurisdiction,
- a company opens a bank account or undergoes cross-border compliance checks, or
- the transaction involves investment, financing, or restructuring.
If the original cannot be provided, institutions usually require a certified copy.
8. Certificate of Incumbency
This document lists the company’s current directors, shareholders and company secretary.
It typically includes:
- names and positions of current officeholders,
- information of current shareholders, and
- the date of issuance.
Certificates of Incumbency are commonly used to verify management and signing authority, particularly for bank onboarding, investment structures, and cross-border KYC and AML reviews.
Certification Requirements for Company Documents
Each certified corporate document must clearly include the following statement:
“Certified to be a true copy of the original seen by me.”
In addition, the certifier must include:
- their full name (in capital letters),
- signature and date,
- professional capacity,
- firm name and address, and
- professional body and registration number.
Most rejections happen because companies omit required wording, certify only the first page, or fail to include full certifier details.
Who Can Certify Corporate Documents?
Accepted certifiers typically include:
- Solicitors or lawyers
- Notaries public
- Commissioners for Oaths
Acceptance depends on:
- The institution’s internal policy
- The country of incorporation
- The destination jurisdiction
Using the wrong certifier often leads to delays or re-certification.
When Enhanced Due Diligence Applies
Institutions may require additional documentation if:
- The company operates across multiple jurisdictions
- Ownership structures are complex
- The transaction value is high
- Funds flow through higher-risk regions
- A UBO is a Politically Exposed Person (PEP)
Additional requests may include:
- Ownership structure charts
- Source of funds explanation
- Source of wealth documentation
- Background and business activity details
Common Reasons Corporate KYC Submissions Are Rejected
Most rejections occur because:
- Documents are outdated
- Certification wording is incomplete
- Certifier details are missing
- Ownership chains are unclear
- UBO documentation is inconsistent
These issues often result in weeks of avoidable delay.
How Ginkgo Advisory Supports Corporate KYC and AML
Ginkgo Advisory helps companies prepare KYC- and AML-ready certified corporate documents for UK and international use.
Our support includes:
- Reviewing required documents before submission
- Confirming whether certification is required
- Coordinating compliant certification with a UK practising solicitor
- Supporting overseas companies and complex ownership structures
- Reducing rejection risk caused by formatting or wording errors
As a result, corporate onboarding and transactions are far more likely to proceed smoothly on first submission.
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