Recent updates to our Legacy will-writing software have changed the ID process for conveyances to help eliminate delays and improve efficiency. The new process will allow client ID checks to be completed before conveyance work starts, avoiding unnecessary delays further down the line.
Money laundering and client ID checks
Money laundering refers to the processes used to make money obtained through criminal activity appear to have been acquired legitimately and there are many legal and financial institutions classed as ‘high risk’ when it comes to Anti-Money Laundering; therefore, checking each client’s ID is something CTT takes very seriously to ensure we are completing work for the intended person.
Our new ID process will allow us to identify discrepancies in ID checks before work commences. We can then perform the necessary risk assessments or gather any further identity evidence earlier in the process, ensuring a smoother process throughout.
The new inputting process for client ID information requires advisors to answer a couple of additional questions; this will allow you to identify any discrepancies with ID at the beginning of the process and prevent any unnecessary delays to your client’s estate planning.
When inputting a conveyancing order into the Legacy Software, you will now see these changes in the order process, prompting you to answer two new questions:
Does the name on the title match all primary ID that the client holds?
Does the name on the order match all primary ID that the client holds?
To answer the above, you will need to create a login for the Land Registry Portal. This will allow you to obtain copies of your client’s legal title prior to submitting the order. By downloading the Land Registry title, you will be able to answer the above questions.
This will ensure any issues with the ID your client has provided can be dealt with at the start of the order, before the conveyancing process begins, eliminating possible delays due to ID issues once the work is underway.
Alternatively, if this is not something you wish to complete yourself, CTT will continue to offer a service to download the Land Registry title on behalf of advisors. We will then check the client’s ID against the LR title and order. Please be aware, this service incurs an additional charge.
The questions in detail: Does the name on the title match all primary ID that the client holds?
Firstly, the system will ask: Does the name on the title match all primary ID that the client holds? If the name on the title does match the primary ID that the client holds, then you will be able to answer ‘Yes’ to this question and proceed to the next question.
If you answer ‘No’ to this question, you will then be given options as to why the ID doesn’t match the LR title, to help you identify any potential ID issues at this stage. The options include circumstances such as marriage, divorce, legal change of name, middle name missing etc. The client will be required to provide evidence for each circumstance, for instance, a marriage certificate, and the software will prompt you to upload this.
After uploading the evidence and submitting the order, the CTT Client Care Team will conduct a risk assessment to determine if the ID submitted is sufficient or if additional ID or a Zoom call is necessary.
Checking the Land Registry title at this stage is beneficial to the whole conveyancing process, not just ID checks. It also allows you to confirm how the property is held, whether this be solely, jointly, or as tenants in common, preventing any input errors which can lead to unnecessary delays later on.
For example, if a property is held solely but has been incorrectly recorded as being jointly held and this property is to be transferred into the clients’ respective trusts, an additional conveyance will be needed to do a sole-to-joint transfer, prior to the transfer to trust.
This inevitably causes delays as we must place the case on hold, contact advisors regarding the further conveyance, and wait for this to be ordered. However, if this discrepancy is known at the beginning of the process, delays are prevented.
When the Land Registry title is checked by the advisor first, discrepancies can be noted, and the client can be made aware of the additional work that will be needed in advance. It will also give you another way to confirm your client’s order and what is needed as per the title, again avoiding delays further down the line and streamlining CTT’s processes.
The questions in detail: Does the name on the order match all primary ID that the client holds?
The second question asks: Does the name on the order match all primary ID that the client holds? If you answer ‘Yes’ to this question, you will be able to proceed with the order.
If the answer here is ‘No’, you will be notified and directed back to the client details page, where you can amend the names on the order and then progress. Again, this will increase efficiency as any discrepancies are highlighted and corrected before the order reaches CTT.
We use Alpha Legal to collect ID and this is then exported to our Legacy software allowing ID to be collected securely.
If you would like to learn more, please sign up to our Will Writer to Estate Planner Course, which includes a complete overview of the conveyancing process on Day 3, presented by members of CTT’s Conveyancing Department.