Request Letter to Directors for ID Verification Documents

The introduction of identity verification is one of the key changes to UK company law under the Economic Crime and Corporate Transparency Act 2023 (ECCTA).

Identity verification (IDV): who it applies to, how it works and the key dates

New identity verification (IDV) requirements have been 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.
• IDV will be via biometric photographic ID.
• Companies House has now opened the voluntary period for IDV (as of 8 April 2025).
• The mandatory IDV regime commences on 18 November 2025.
• New directors must IDV in advance of their appointment.
• Existing directors' IDV is tied to the timing of the company's next confirmation statement due after 18 November 2025.

The ECCTA gives Companies House new and enhanced powers to disrupt economic crime and the IDV regime is a key component of this.

Use this letter to request a director’s identity evidence under the Registrars' Rules 2025

Considering this significant 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 IDV requirements of Companies House.

This template letter should be sent to a director requesting that they prove their identity in accordance with the Registrars' (Identity Verification by the Registrar) Rules 2025.

This will also help highlight any discrepancies in filings at Companies House, for example a change of name or use of a maiden name, and flag whether an identity document needs renewing.

This will all help lessen the likelihood of a missed deadline or a potential fine under the IDV regime.

Data protection and related documents

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 fulfil 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.

We also have a letter explaining the identity verification regime and its timeline to directors. This can be accessed here.

Companies House guidance in relation to the IDV process is available here.

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