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Letter to Directors to Prove Identity

Confirmation of Identity Letter


Proposed reforms of Companies House mean that new identity verification requirements are being introduced for, amongst others, all new and existing directors. Directors who do not verify their identity will commit a criminal offence and/or incur a civil penalty. Companies that have an unverified director will also commit an offence. Verification will be via photographic ID.

Considering this proposed change, companies may wish to get into the habit of verifying the identity of each of their directors, existing and new, as part of their own internal processes and to facilitate the identity verification requirements of Companies House.

This template letter may be sent to a director requesting they prove their identity. All information received should be collected, held and processed in compliance with UK General Data Protection Regulation (UK GDPR). Note that the company will need to identify a lawful basis for processing personal data and ensure that this can be justified. Complying with a legal obligation will fulfill this. More information is available on the ICO’s website here.

The Identity Verification Form should be included with this letter and returned by the director with the relevant ID.

The document is in open format. Fields should be completed and wording in square brackets is optional and can be deleted or retained according to requirements.

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