Use this when: the client is new to you, is unfamiliar with the verification process, is engaging through a company, trust, SMSF or partnership, or is likely to query why you are asking. Also appropriate where you would like the legislative basis for the request set out on the file.
Who sends it: you, from your own email address — from the person handling the matter.
Before you send: replace all [bracketed placeholders]; insert your organisation's invite link (see: Inviting Customers to VerifiMe); retain the entity documents table if a company, trust, SMSF or partnership is involved and delete it if the client is verifying as an individual only.
What it explains to your client: the full picture — which of your services fall within scope and what that obliges you to do; why you use VerifiMe and the due diligence you have undertaken on them; how their information is protected; a step-by-step walkthrough of the individual and entity stages; which documents to have to hand before starting; and that the process is not complete until Submit & Share has been pressed.
Subject: Identity verification for [Matter Name] — [Firm Name]
Dear [Name],
I hope you are well.
Before we commence [the proposed engagement], I need to ask you to complete an identity verification. I have set out below why this is required and what is involved, so that you know what to expect.
Why we are asking
Since 1 July 2026, where we provide services that fall within the scope of Australia's anti-money laundering and counter-terrorism financing (AML/CTF) legislation, we are required to:
verify your identity;
understand who we are acting for, including the beneficial ownership of any entities involved; and
assess the nature and purpose of the engagement.
[The proposed engagement] falls within the scope of those services. Depending on the nature of the matter, we may also need to ask about the source of the funds involved, or whether you or a close associate holds a senior public position.
These obligations apply equally to every firm in our sector. We have made verification part of our standard process so that matters are not held up while it is completed.
How verification works
We use a secure identity verification service called VerifiMe. Your identity documents are checked electronically against the issuing authority's records, which means there is no need to email copies of documents or to obtain certified photocopies.
As part of our own AML/CTF obligations we have carried out due diligence on VerifiMe as a service provider and are satisfied that they meet the standards required of us. Your information is handled in accordance with Australian privacy law and is used only to meet our obligations.
Once your verification is complete it is held in your own VerifiMe account. You can share it with us, and with any other firm that asks you to verify, without repeating the process.
For most clients the whole thing takes only a few minutes and can be completed on a phone or computer.
Completing your verification
Please use the link below:
[insert your organisation's invite link]
Step 1 — Individual verification
The process will verify you as an individual first. Please work through each step and complete this part in full.
Step 2 — Business, trust or other entity
At the final step, you will be asked:
"Does [Firm Name] need you to verify your business or trust?"
If you are engaging with us in a personal capacity only, select No and then press Submit & Share.
If you are engaging with us on behalf of a company, trust, SMSF, partnership or other organisation, select Yes and work through the additional entity questions.
A note on this: if you have been asked to complete this process because you are a director, trustee, beneficiary or other party connected with an entity that someone else has already registered, you may only need to complete the individual verification, and should not add the entity again. If you are unsure, do contact me before proceeding.
What to have to hand for entity verification
Entity type | Documents required |
Company | Company name, ACN/ABN, registered address |
Trust | Trust deed and any amendment or variation deeds |
SMSF | Trust deed and any amendment or variation deeds |
Partnership | Partnership agreement |
We would suggest completing both parts in one sitting where you can. You may return to a part-completed verification later, but having your documents ready in advance will save time.
Finally — when you have worked through every step, please press Submit & Share. This is the action that sends your verified information to us for assessment, and the verification is not complete until it has been pressed.
If you would prefer to confirm that this request is genuine before you begin, do call me on [phone number] — we would always rather you checked.
If you have any questions, or run into any difficulty with the process, please do let me know.
Many thanks,
[Your Name] [Firm Name] [Phone / Email]