We are really proud of our adherence to the UK Anti Money Laundering laws, which requires us to obtain certain information about you and your company. Every customer is subject to the same checks, and this ensures our commitment to you that the reputation of your Virtual Office address is maintained. We have a team dedicated to our compliance with the relevant legislation, who ensure the set up process is as quick & simple as possible. We aim to activate your account within 24 hours of receiving the completed form. Take a look at our guidance and when you have gathered the relevant information, click the form below to submit!
Please read below & upload here!
We require documentation for the Ultimate Beneficial Owners of the business. For PLC, C.I.C and Limited companies, this would be the Persons with Significant Control (PwSC) of the company. If there are no PwSC, we would require documentation for the shareholders. If there are no shareholders, we would require documentation for at least 3 officers (or all officers if there are less than 3).
For charities, we would require the documentation for at least 3 trustees (or all trustees if there are less than 3).
If you are supplying documentation on behalf of the named customer, we will need to be satisfied that you are a properly authorised representative. In some instances, we may require the following from you;
We require a copy of their Photo ID and residential Proof of Address. If they reside overseas, the documents will need to be certified or notarised.
If you wish to check the UK government guidelines on what’s accepted please do so here.
One of the following:
We CANNOT accept a Provisional Driving Licence
ID requirements:
Please note, submitted documentation found to be fraudulent or altered in any way will be reported to the relevant legal authority.
All 4 corners of the document are visible
Shows the full name of the individual and full address
Written in English or accompanied by an English translation (by an official Sworn translator)
We CANNOT accept Credit Card Statements, statements from online-only banks or Mobile Phone Bills as Proof of Address.
Occasionally, we may be unable to verify part or all of your information. There can be several reasons behind this so please do not be alarmed!
It could be as simple as you live with your parents or you’re in a house share, or perhaps just moved into a new home. Or it could be a discrepancy with your documentation. We may need to have a quick chat to satisfy our checks, where you can let us know anything that you think might be relevant!
If we are unable to pick you up at the address you have provided, don’t worry – but we may need to conduct further verification. This involves us sending a letter to you containing a unique code, which once received you will need to confirm to us along with supplying an additional proof of address document. This provides us with a link to your home address and allows us to activate your account!
Say cheese! If we are unable to verify identity information, we sometimes ask you for a selfie holding the ID you have supplied to us.
Take Your Photo HereONLY submit when requested!
The instances above are rare, but we like to be transparent about all eventualities!
EU residents: Certified
If you live outside the UK, your proof of ID and proof of address documents must be Certified.
What should a certified document look like?
Upon viewing the original and photocopied documents, the professional person or authority should certify the copy by:
Writing: “Certified to be a true copy of the original seen by me” on the document
Signing and dating the document
Printing their name under the signature
Adding their occupation, address and telephone number
Stamping the document with their personal or professional stamp
Who can certify documents?
Bank or Building Society Official
Official Councillor
Minister of Religion
Dentist
Chartered Accountant
Solicitor/ Lawyer or Notary
Teacher or Lecturer
Local Town Hall
Doctor
Police Officer
The person you ask should not be related to you, living at the same address or in a relationship with you. We may not be able to accept certification from owners/employees of the company applying for the virtual office with us.
The certification must be present on the actual document to be validated successfully and must be on both the proof of ID and proof of residential address.
Non-EU residents: Notarised
If you live outside both the UK and EU, your proof of ID and proof of address documents must be notarised by a notary public and be accompanied by the relevant official stamp and signature of the notary.
What should a notarised document look like?
Upon viewing the original and photocopied documents, the professional person or authority should notarise the copy by:
Writing: “Certified to be a true copy of the original seen by me” on the document
Signing and dating the document
Printing their name under the signature
Adding their occupation, address and telephone number
Stamping the document with their personal or professional stamp
What are notarised documents?
Notarised documents are like certified ones, however they will be signed and dated by a notary public.
(This may be called something different depending on the country you are in)
A notary is a person authorised to perform certain legal formalities, especially to draw up or certify contracts, deeds, and other documents for use in other jurisdictions. The person you ask should not be related to you, living at the same address or in a relationship with you. We may not be able to accept notarisation from owners/employees of the company applying for the virtual office with us.
Some examples of notary publics are:
Embassies
Solicitors registered as a notary public
The notarisation must be present on the actual document to be validated successfully. It must be on both the proof of ID and proof of residential address.
On your first invoice will be a one-off £30 + VAT set-up fee and here’s why.
As we have already mentioned, we are really proud of our adherence to the UK Anti-Money Laundering laws which require us to obtain certain information about you and your company. We use advanced systems to verify all clients and with our gold standard of checks, you can appreciate it costs VHQ a penny or two! Therefore, we do need to cover these costs with a set-up fee.
The £30 is worth the investment for you to know you are only sharing your address with other reputable businesses – we believe the set-up fee is ‘worth its weight in gold’.
Our work begins as soon as an order is received, we begin by analysing the company structure and background ahead of supporting documents being submitted.
Customers wishing to register a virtual office for a business situated outside of the UK will incur a non-refundable account set-up fee of £100.00 excl. This charge is applied due to the additional steps required when completing Customer Due Diligence and Anti-Money Laundering checks as set out in the relevant guidelines.
This non-refundable set-up fee will be charged for any and each additional company you wish to register, but only if there is a differing beneficial ownership. This fee is applied to cover the additional due diligence required for separate beneficial owners, and is charged at the standard £30.00 excl. per UK registered business and £100.00 excl. per overseas business.
ASIC current company extract
Articles of Association
Copy of Constitution on the Crossroads Bank for Enterprises Register
Beneficial owners must be identified via the NPLE Register, under Sole Owner of the Capital.
Shareholder Agreement/certified list
Certified list
Certified list of the company’s beneficial owners
The Veřejný rejstřík entry
Registration entry on the CVR
Entry on the PRH business register
Verified letter from notary confirming beneficial ownership OR Up-to-date Company articles of Association displaying share structure/beneficial ownership OR Shareholder meeting report
List of shareholders provided by the Unternehmens-Register
Certified list of beneficial owners, with full names, addresses and nationalities
Company registration report from the Registro delle Imprese
Articles of Association from the Registre de Commerce et des Societes
Company’s Memorandum and Articles of Association
Company Extract of Registration with the KvK
Registration entry on the NZBN Register
Registration entry on the Brønnøysundregistrene
Certified list or the shareholder agreement
Verified letter from notary confirming beneficial ownership
CRO Annual Return
NTRO report
S.R.O. Company Entry
Details of UBOs can be found on AJPES under ‘Partners & Equity Interests.’
Certificate of Incorporation
Deed of Incorporation on the Registro Mercantil OR Notarial Deed of Update
Memorandum of Association with the Bolagsverket
Cantonal Register Entry
Articles of Association
To avoid any delays to your service, it’s important that we continue to hold up to date information for you and your business.
If you are an existing customer please let us know of any changes, particularly if any of the following has occurred:
If one of the above applies to you, or if we have been in touch requesting updated documentation, you can upload this below!
Existing Client UploadThe above is for existing clients ONLY, if you are a new client and this is your first submission please click below!
New Client Form
