Anti-money laundering lettings

Under the Money Laundering and Terrorist Financing (Amendment) Regulations 2019 and the Proceeds of Crime Act 2002, we have obligations to verify the identity of our landlords and tenants. Learn more about our obligations in our AML Lettings Guide.

This means that we must obtain and hold identification and proof of address for all clients as Letting agents have a responsibility to carry out customer due diligence and protect their landlords, tenants and business from financial rime, money laundering and fraud. Customer Due diligence is there to protect you and others from financial criminals, impostors, and illegal sub-letters.

What does this mean?

ALL Landlords and Tenants must provide the proof of identity and proof of their residential address., Where the tenant is a group, each individual adult occupant will be required to provide identity documents. Where applicable, a tenant will also have to prove their source of funds, especially any cash payments or funds transfers from overseas.

These documents may be exhibited in person at any one of our offices.

Below is a list of acceptable identity documents. We require sight of all original or certified documents. Subject to your individual circumstances,

Individual identity documents

Rettie requires one document from List A (Proof of Identity) and one document from List B      (Proof of Address).LIST A - IDENTITY DOCUMENT

  • Current signed passport
  • Valid UK driving licence
  • EEA member state identity card

LIST B - PROOF OF ADDRESS

UK/EU/EEA Drivers Licence (if UK Drivers Licence not used as ID)
Must be valid, not expired. Photo only. Full or provisional.

Bank, Building Society or Credit Union Statement Dated with 3 months. Must include account number and show recent activity. (Please note credit card statements not accepted)

UK, EU, EEA Mortgage statement
Dated within 12 months. Must show account number.

Utility Bill
Dated within 6 months E.g. Gas, electricity, water. Must show address for service and/or account number.

Telephone Bill
Dated within 6 months Landline Must show address.

Council Tax
Dated within the current financial year. Must show address.

Tenancy Agreement
Dated with 12 months. Must state full name and full property address. Issued by local council, housing association, solicitor or reputable letting agent.

Benefits Entitlement Letter
Dated within 12 months. Issued by DWP or Jobcentre plus. Must confirm benefit payable at time of issue. E.g. Pension, disability, single parent, housing etc.

HMRC Tax Notification
Dated with 6 months. Must state national insurance number and tax calculation.

Home or Motor Insurance Certificate
Dated within 12 months. Must state insured address or registered address for vehicle and policy number.

UK solicitors letter confirming house purchase/land registration
Dated with 3 months. Must state full name of new proprietor and full property address.

NHS Medical Card or letter from GP confirming registration
Dated within 3 months. Must state individual’s date of birth and NHS number.

Official confirmation of Electoral Register entry or official poll card
Dated within 12 months. Must state full name and full address.

Police Registration Certificate
Dated within 12 months. Must state the full residential address of the individual.

No general correspondence for any of the above.

Executor/Probate/Power of Attorney (POA)

If you are acting as a Representative of an Estate, we require the following:

  • Copy of a will
  • Confirmation Letter (Scotland) Grant of Probate (England)
  • Power of Attorney (Office of Public Guardian Scotland)
  • Individual identity evidence from List A & B for the Personal Representative, executor, administrator or POA

Limited company

If you are acting as a Representative of a UK Company, we require the following:

  • Certificate of Incorporation
  • Articles of Association
  • Memorandum of Association
  • Latest Annual Return or Confirmation Statement, with details of current company officers
  • If offshore, nominee director declaration and a general power of attorney
  • Individual identity evidence from List A and B for all individuals or entities with 25% or more of the shares or voting rights in the company

If you are acting as a Representative of an Offshore Company, we require the following:

  • Certificate of Incorporation
  • Articles of Association, Memorandum of Association, Latest Annual Return with details of current company officers, Share Certificate(s) showing the Ultimate Beneficial Owner OR
  • Certificate of Incumbency
  • If the shares are owned by another company, repeat steps above for the holding company
  • Nominee director declaration and/or general Power of Attorney (if applicable)
  • Individual identity evidence from List A and B for all individuals or entities with 25% or more of the shares or voting rights in the company

Trust

If you are acting as a Representative of a Trust we require the following:

  • Trust deed
  • List of trustees
  • List of beneficiaries
  • Individual Identity evidence from List A & B for all individuals with a vest interest in 25% or more of the capital and/or those who exercise control over the Trust

 

To find out more about letting agents and our AML requirements go to:

https://www.gov.uk/government/publications/money-laundering-and-terrorist-financing-amendment-regulations-2019/money-laundering-and-terrorist-financing-amendment-regulations-2019

https://www.arla.co.uk/about

https://www.nationalcrimeagency.gov.uk/component/tags/tag/money-laundering

https://www.gov.uk/certifying-a-document