There are multiple ways to verify a client's identity within Firmcheck.
Evidence of identity
Electronic checks
Advanced ID check
When completing an electronic check, make sure to verify a client’s full name, address, and date of birth, as these must reflect their legal details. For example, if a client’s legal name is "Joseph" but they go by "Joe," please update the name to "Joseph" for accuracy.
When running the check, we aim to get two positive and two negative datasets:
Positive Datasets: We want the client to be registered on at least two of these databases—Electoral Register, Landline, National Identity Register, or Credit Header.
Negative Datasets: Ideally, Mortality and PEP, Sanctions, and Adverse Media datasets should return no results, as a "no match" is a positive outcome here.
Common Failures:
While our pass rate is 94%, which is very high for the industry, a few types of failures can still occur:
No Positive Match: No matching data found.
Name Mismatch: Client name does not match records.
Insufficient Data Matches: Not enough data points align with records.
PEP Match: Client flagged as a Politically Exposed Person.
No Data Match
No matches are found in the positive datasets (Electoral Register, Landline, National Identity Register, or Credit Header). This often happens if:
The address is new and not yet listed in databases.
There’s a typo in the address entry.
If this occurs, the firm should collect an ID document and proof of address.
Name Mismatch
The address appears in positive datasets, but the name doesn’t link to it. This can happen when:
The person has no credit history or isn’t on the electoral roll.
An old address was provided.
A nickname or alias (e.g., "Bob" instead of "Robert") was used.
There’s a typo in the name search.
Here, an ID document and proof of address are required.
Insufficient Data Matches
If the client matches on only one dataset, the check fails, as two positive matches are needed to pass. If only one match is returned, an additional ID document is necessary.
Next Steps After a Failed Result
If a client's check fails, you can proceed by requesting additional verification documents. Consider asking for:
Another form of photo ID.
A different document as proof of address- a council tax bill, bank statement or a bill.
This additional documentation can help confirm their identity and address manually.
With a failed result, it is crucial you document and make a note on this, perhaps confirm you have spoken to the client regarding this and they have confirmed they may not be registered at home for the bills, electoral register etc, and just note how you progressed forward after this result and communication.