Short Answer
Below are the required documents for U.S. businesses (KYB):
Certificate of Incorporation / Formation – Official state-issued document confirming company registration.
Articles of Incorporation / Organization – Governing document filed during incorporation.
Corporate Bylaws / Operating Agreement – Outlines governance structure and roles.
Corporate Structure – Shareholder register or membership list showing % holdings.
Director / Control Person Structure – List of directors/control persons, roles, and responsibilities.
Proof of Address – Lease, utility bill, or bank statement (≤3 months).
Proof of Nature of Business – Invoice(s) or Service Agreement(s) confirming legitimate operations.
Beneficial Ownership Information – Identity + Address proof of UBOs (≥25% ownership/control; ≥10% for high-risk).
Representative Information (if applicable) – Identity + Address proof for authorized signatories.
Additional Documents (Risk-based): Good Standing Certificate (≤90 days), EIN Assignment Letter, Tax Return/Financial Statements, Source of Funds/Wealth docs, Sector Licenses, Import/Export Permits.
Long Answer – Company
Certificate of Incorporation / Formation
What it is: Official document issued by the Secretary of State confirming legal incorporation, entity type, and registration number.
Where to obtain: State business registry / Secretary of State’s office.
Articles of Incorporation / Organization
What it is: Governing document outlining purpose, structure, registered agent information.
Where to obtain: Filed during incorporation with Secretary of State.
Corporate Bylaws / Operating Agreement
What it is: Internal rules governing company management, responsibilities of directors and members.
Where to obtain: Maintained by Company Secretary / Internal records.
Corporate Structure
What it is: Ownership structure listing shareholders/members and % holdings.
Where to obtain: Shareholder Register / Membership List / Operating Agreement.
Director / Control Person Structure
What it is: List of directors and/or control persons (e.g., CEO, Managing Member), their roles and responsibilities.
Where to obtain: Bylaws, Board Resolution, or Operating Agreement.
Proof of Address (POA)
What it is: Confirms company’s registered/principal office and operating address.
Accepted Documents: Lease Agreement, Utility Bill, Bank Statement (≤3 months).
Proof of Nature of Business
What it is: Demonstrates actual operations and legitimacy of business activity.
Accepted Documents: Invoice(s) issued by the company, Service Agreement(s) or Contract(s) with clients/vendors.
Beneficial Ownership Information
What it is: Identity and address proof of UBOs (≥25% ownership/control; ≥10% for high-risk). Must also capture control via voting rights or agreements.
Required Documents:
Identity: U.S. Passport, State ID, or foreign Passport + Visa/Green Card.
Address Proof: Bank Statement, Utility Bill, or Lease (≤3 months).
Representative Information (if applicable)
What it is: Details of authorized person acting on behalf of company.
Required Documents: Identity + Address proof, Board Resolution/Authorization confirming authority.
Additional Documents (Risk-based)
Examples:
Good Standing Certificate (≤90 days).
IRS EIN Assignment Letter.
State Business License/Permit.
Latest Tax Return or Financial Statements.
Source of Funds / Wealth Documentation (Bank Statements, Tax Returns).
Sector-specific Licenses (finance, healthcare, etc.).
Import/Export Permits (if applicable).
COMPANY ONBOARDING & KYB DOCUMENTATION CHECKLIST
Document | Purpose | Where to Get It | Tick |
Certificate of Incorporation / Formation | Confirms legal registration of the entity | Secretary of State business registry | ☐ |
Articles of Incorporation / Organization | Outlines governance and operational rules | Secretary of State | ☐ |
Corporate Bylaws / Operating Agreement | Details governance structure and roles | Company Secretary / Internal records | ☐ |
Shareholder Register / Membership List | Confirms ownership structure & % holdings | Company Secretary / Internal corporate records | ☐ |
Board Resolution or Control Person List | Confirms authority to act on behalf of entity | Company Secretary / Board records | ☐ |
Proof of Registered Address | Confirms registered/principal office location | Lease, utility bill, bank statement (≤3 months) | ☐ |
Proof of Nature of Business | Confirms active operations and legitimacy of business | Invoices / Service Agreements / Contracts (company’s accounts team or clients) | ☐ |
Identity Proof of each Director, UBO (≥25%), and Authorised Signatory | Verifies identity of key individuals | Passport, State ID, Driver’s License | ☐ |
Address Proof of each Director, UBO, and Authorised Signatory | Confirms residential address | Utility bill, bank/credit card statement, lease (≤3 months) | ☐ |
Good Standing Certificate (≤90 days) | Confirms active and compliant status | Secretary of State | ☐ |
IRS EIN Assignment Letter | Confirms tax registration | IRS | ☐ |
Latest tax return or financial statements | Demonstrates financial standing | Company finance department / CPA | ☐ |
Source of funds / Source of wealth documentation | Confirms legitimacy of funds | Bank statements, contracts, tax returns | ☐ |
Sector-specific licences (if applicable) | Confirms authority to operate in regulated sector | State regulator | ☐ |
Import/export permits (if applicable) | Required for cross-border trade | U.S. Customs | ☐ |