Short Answer
Below are the required documents for EU businesses (KYB):
Certificate of Incorporation / Registration Extract – Confirms legal existence from national business registry.
Articles of Association / Memorandum of Association – Governing documents.
Beneficial Ownership Register Extract – Mandatory EU-wide disclosure.
Shareholder Register – Shows ownership structure & % holdings.
Director Register / Filing – Confirms appointments & responsibilities.
Proof of Business Address – Utility bill, lease agreement, or recent bank statement.
Financial Statements / Annual Return – Latest filings confirming operations.
Bank Account Proof (IBAN / statement) – Verifies active banking.
VAT Registration Certificate – Confirms EU tax registration.
Proof of Nature of Business – Invoice(s), Service Agreement(s), or Contracts.
Compliance Checks – Sanctions, PEP, adverse media screening.
Additional (Risk-based): EDD for high-risk sectors (crypto, gambling, shell entities).
Long Answer – Company
Certificate of Incorporation / Registration Extract
What it is: Official registry document confirming incorporation.
Where to obtain: National company register (e.g., Infogreffe France, Handelsregister Germany).
Articles of Association / Memorandum of Association
What it is: Governing document setting out company rules.
Where to obtain: Filed with national registry or company secretary.
Beneficial Ownership Register Extract
What it is: Central register listing Ultimate Beneficial Owners (UBOs).
Requirement: ≥25% ownership/control (≥10% in high-risk); otherwise senior managing official.
Where to obtain: Beneficial ownership register in each EU member state.
Shareholder Register
What it is: Ownership structure with % holdings.
Where to obtain: Statutory records maintained by company.
Director Register / Filing
What it is: List of directors, appointments, and roles.
Where to obtain: National company registry filings.
Proof of Business Address
What it is: Verifies registered/operating address.
Accepted Documents: Utility Bill, Lease Agreement, or Bank Statement ≤3 months.
Financial Statements / Annual Return
What it is: Audited accounts or annual filings confirming activity.
Where to obtain: From registry or auditors.
Bank Account Proof
What it is: Demonstrates active operational banking.
Accepted Documents: IBAN letter, recent bank statement.
VAT Registration Certificate
What it is: Confirms EU tax registration.
Where to obtain: National tax authority.
Proof of Nature of Business
What it is: Evidence of legitimate operations.
Accepted Documents: Invoice(s), Service Agreements, Contracts.
COMPANY ONBOARDING & KYB DOCUMENTATION CHECKLIST
Document | Purpose | Where to Get It | Tick |
Certificate of Incorporation / Registration Extract | Confirms legal registration and existence of the company | National business registry (e.g., Infogreffe France, Handelsregister Germany) | ☐ |
Articles of Association / Memorandum of Association | Governing rules and structure of the company | Company records / business registry filings | ☐ |
Beneficial Ownership Register Extract | Identifies Ultimate Beneficial Owners (≥25% or ≥10% for high-risk) | Central Beneficial Ownership Register (mandatory in EU) | ☐ |
Shareholder Register | Confirms ownership percentages | Company’s statutory records / Company Secretary | ☐ |
Director Register / Filing | Confirms director appointments and responsibilities | National registry filings | ☐ |
Proof of Business Address (utility bill, lease, bank statement ≤3 months) | Confirms registered/principal office location | Utility provider, landlord, or bank | ☐ |
Financial Statements / Annual Return | Demonstrates financial standing and operations | Company filings, auditors, or national registry | ☐ |
Bank Account Proof (IBAN letter or statement) | Validates operational banking account | Issuing bank | ☐ |
VAT Registration Certificate (if applicable) | Confirms EU tax registration | National tax authority | ☐ |
Proof of Nature of Business (invoice / service agreement / contract) | Confirms legitimate business activity and active operations | Company’s accounts/finance team or client/vendor | ☐ |
PEP / Sanctions / Adverse Media Screening | Identifies risk exposure for entity, directors, UBOs, and signatories | EU Consolidated List, UN sanctions, commercial screening providers | ☐ |