Practice guide 67: evidence of identity

8. Completion of form ID1 and form ID2

8. Completion of form ID1 and form ID2

You may submit either the original or a certified copy of the latest version of the ID form(s). Copy forms, however submitted, must always include both sides of the photo signed and dated on the reverse. Using an old version of the form may result in a requisition being raised.

8.1 Evidence as to identity in form ID1 and form ID2

If you are neither able to confirm that a conveyancer acted for them nor that you are satisfied that sufficient steps have been taken to verify their identity, you must provide evidence as to identity for each unrepresented person as explained in Confirmation of identity and How to provide rule 17 identity evidence. The evidence should be in form ID1 (for a private individual) or form ID2 (for a body corporate).

Completed parts of form ID1 or form ID2 (and form ID5 where appropriate) lodged in support of an application must be dated and signed no more than 3 months before the time of lodgement. Our temporary guidance was to accept forms ID1 and ID2 that were dated up to 6 months before the application. We will continue to accept forms dated up to 6 months for applications made until 28 February 2023. After this date forms ID1 and ID2 must be dated within 3 months of the application.

Where a conveyancer verifies identity by way of a video call, they must complete form ID5 instead of section B or C of an ID1 or D2. The form ID5 must be kept with and lodged with the ID1 or ID2.

When completing section B the photograph to be attached to the form must be passport size, on photographic paper and in colour. The photograph must be signed and dated on the back by the conveyancer or professional who has verified the person’s identity. Applications submitted electronically will need to upload a scan of the front and back of the photograph in colour. We do not require the image to be of the same standard required by, for example, HM Passport Office. The person’s face must be clearly visible and it must not be more than 3 or 6 months old depending upon whether the application was lodged before or after the 28 February 2023, as above. ID forms may be rejected if this is not the case. If the verification was done by way of a video call and form ID5 is being completed, you must instead send us a screenshot, taken during the video call, see Verification by online video call.

Form ID1 can be used when identity is verified digitally meeting HM Land Registry’s digital identity standard. Where a conveyancer verifies identity digitally, section C must be completed, confirming that identity is verified under HM Land Registry’s digital identity standard- see practice guide 81: encouraging the use of digital technology in identity verification.

When completing section C, you should confirm what ID evidence was used to verify the ID and include the appropriate ID document number as part of the application.

Completed forms ID1, ID2 and ID5 are not open to public inspection and normally a person may not apply for an official copy of them (rules 133 and 135 of the Land Registration Rules 2003, subject to rule 140 – application in connection with court proceedings, insolvency and tax liability).

8.2 Verification of identity by a conveyancer

The identity of a person for whom form ID1 or ID2 is being lodged must be verified by an individual who is a conveyancer who must complete section B or C of the form. This can be any conveyancer. It does not have to be the conveyancer acting for any person relevant to the transaction. For example, if the transferor is unrepresented and needs to provide form ID1, it does not have to be the transferee’s conveyancer who verifies the transferor’s identity. The transferor can go to any convenient conveyancer for that purpose. Section B or C of an ID form should not be signed by an individual acting as an employee of a conveyancer unless that individual is a conveyancer in their own right.

Where a person’s identity is verified by way of an online video call, please see Verification by online video call.

HM Land Registry will contact conveyancers and other verifiers to check that a form completed in their name is genuine. It is therefore important for them to keep a record of anyone for whom they have verified identity and, if applicable, a duplicate of the photograph they have certified. If a verifier cannot confirm this, then a new ID form may be required. If the verification was done by way of a video call, the verifier must also take a screenshot of the person whose identity they verified during the call. The screenshot must accompany the form ID5 which should itself accompany the form ID1 or ID2. The conveyancer should also retain a copy with their records.

8.3 Verification of identity by a Chartered Legal Executive

We have agreed with CILEx and CILEx Regulation that all Chartered Legal Executives can verify identity even though some may not be conveyancers.

8.4 Verification of identity by a CLC-Regulated Licensed Probate Practitioner

We have agreed with the Council for Licensed Conveyancers (CLC), that CLC-regulated licensed probate practitioners can verify identity even though they may not be conveyancers or solicitors.

8.5 Verification of identity by a serving officer of the UK armed forces operating overseas

Where a member of the UK armed forces is serving overseas they can have their identity verified by an officer who is also serving with them overseas. In this situation the verifier must provide their passport number.

8.6 Verification of identity of persons resident overseas

Where a person is resident overseas and it is not possible for their identity to be verified by a UK conveyancer, section B of the form ID1 or form ID2 should be completed and signed by a lawyer or notary public qualified to practise in the person’s country of residence. The form must be accompanied by written evidence of the lawyer’s or notary’s authority to practise in their jurisdiction. If the evidence is not in English or Welsh, it must be accompanied by a certified translation into English or Welsh.

Form ID1 or ID2 will always be required.

8.7 Further support required

If you require further support because of your condition or circumstances, please contact us.

8.8 Corporate bodies

Corporate bodies can have their identity ‘stolen’ in the same way as private individuals, so our identity requirements apply to them in the same way. If you are verifying a corporation’s identity for the purpose of form ID2, you should always require the production of satisfactory evidence:

• that the corporate body the individual represents and the registered proprietor or person entitled to be registered as proprietor are one and the same
• that the corporate body still exists
• that the individual representing them is authorised to act

8.8.1 Corporate bodies

In confirming a corporate body’s identity, you should take care to ensure that the party to a transaction is in fact the same body named in the register. For example, does the party to the transaction have the same company registration number, or other registration number appropriate for that type of body, shown in the register for the registered owner? If the names differ can you account for the change of name?

In the case of a company, has there been any recent change in the address of the registered office, or of the company’s officers? If changes have occurred can these be accounted for?

Is there any information in the company search, such as the date of the company’s registration, which might suggest that the party to the transaction cannot be the registered proprietor? The date of registration as proprietor is the date appearing in brackets immediately before the body’s name in the proprietorship or charges register. A discrepancy without any legitimate reason may be a risk factor.

8.8.2 Check if the corporate body still exists

Is there any indication that the corporate body has been dissolved? In the case of companies, a company search should always be made to ensure that the company still exists.

8.8.3 The individual’s connection with the corporate body

In confirming or verifying identity you will also need to establish the individual’s role within the organisation or their connection to it. Are they a director or the company secretary or do they have some agency relationship with the body, for example as their attorney? And what evidence have they produced to confirm this?

If they are not a director or the company secretary, have they produced any documentary evidence confirming their authority to act?

Please note that we do not require identity evidence for receivers, liquidators or administrators, as other evidence of their authority to act for a company will have to be uploaded with applications where they are involved.

8.8.4 Foreign corporations

If there is any indication in the register that the proprietor is a foreign corporation, are you satisfied that the party to the transaction is the same organisation? A company search will show if a UK company has been set up with the same name.

When dealing with a foreign corporate body that is not represented by a conveyancer, you should expect to see, for example, a letter from a lawyer authorised to practise in the country of the body’s incorporation confirming that it still exists and that the representative is authorised to act for them.