> ## Documentation Index
> Fetch the complete documentation index at: https://doc.engagexpay.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Entity-Wise Document Requirement

Depending on your entity type, you'll need to upload specific documents (or their local equivalents) to complete the profile. You can attach these using the [Attach Documents to Business Customer ](https://docs.engagexpay.com/api-reference/customers/attach-documents-to-business-customer)endpoint.

## Document Requirements

| Entity Type | Formation Documents | Ownership Documents | Supporting Documents |
| - | - | - | - |
| **Limited Liability Company (LLC)** | Registration Document, Constitutional Document, Evidence of Directors and Controllers *(non-US only)* | Proof of Signatory Authority | Proof of Address, Proof of Source of Funds, Shareholder Register, Cert of Incumbency, E Signature Certificate |
| **Corporation (Inc, Corp)** | Registration Document, Constitutional Document, Evidence of Directors and Controllers *(non-US only)* | Proof of Signatory Authority | Proof of Address, Proof of Source of Funds, Shareholder Register, Cert of Incumbency, E Signature Certificate |
| **Partnership** | Registration Document, Constitutional Document | Proof of Signatory Authority | Proof of Address, Proof of Source of Funds, Shareholder Register, Cert of Incumbency, E Signature Certificate |
| **Sole Proprietorship** | Proof of Nature of Business, Proof of Entity Name Change, Proof of Tax Identification | *None* | Proof of Address, Proof of Source of Funds |
| **Publicly Listed Company** | Registration Document, Constitutional Document, Evidence of Directors and Controllers *(non-US only)* | Proof of Signatory Authority | Proof of Address, Proof of Source of Funds, Shareholder Register, Cert of Incumbency, E Signature Certificate |
| **Non-profit Organization** | Registration Document, Constitutional Document | Proof of Signatory Authority | Proof of Address, Tax Exempt Entity Confirmation, Proof of Source of Wealth, Proof of Source of Funds, Cert of Incumbency, E Signature Certificate |
| **Public Agency or Authority** | Constitutional Document | Proof of Signatory Authority | Proof of Address, Proof of Source of Funds, Shareholder Register, E Signature Certificate |

## Document Definitions

| Document name | Document API code | What to send ✈️ | What reviewers check 🔍 | What to avoid 🚫 |
| :- | :- | :- | :- | :- |
| **Registration Document** | `REGISTRATION_DOCUMENT` | Certificate of incorporation, formation, or registration. Your country's equivalent works if it serves the same purpose (e.g. a trade license in some free zones). | • Exact legal name, character for character, matching the application and the public registry. • Incorporation date, jurisdiction, registry stamp or registration number. • Still current, not expired or superseded. | • Expired or superseded copies. • Name changed after formation, official name-change document missing. • Wrong local document type for your country. Ask us if unsure. |
| **Constitutional Document** | `CONSTITUTIONAL_DOCUMENT` | Articles of association or organization, bylaws, an operating agreement, or a partnership agreement, whichever governs your entity type. | • Entity name matches the registration document exactly. • Signatures where the document type carries them (digital is fine). • All pages and schedules included. | • Draft or unsigned versions. • Missing pages or schedules that list members and their interests. |
| **Evidence of Directors and Controllers** | `EVIDENCE_OF_DIRECTORS_AND_CONTROLLERS` | Register of directors, registry extract, or certificate of incumbency showing all current directors. | • Every current director listed. • Names spelled exactly as on the public register and in the application, including middle names and initials. • The record is current. | • Outdated records that don't reflect current directors. • A director in the application missing from the document, or vice versa. • Spelling differences vs the public registry. |
| **Proof of Tax Identification** | `PROOF_OF_TAX_IDENTIFICATION` | A tax filing or an official tax-authority letter showing the number. Sole proprietors: the individual tax return covering the business. | • The tax ID on the document matches the number entered in the application. • The document shows the exact legal name. • Issuing authority visible. | • The number on the document doesn't match the application. Fix the data, then resubmit. • A letter addressed to a different name or entity. |
| **Proof of Signatory Authority** | `PROOF_OF_SIGNATORY_AUTHORITY` | • An authorized-representative list, board resolution, or power of attorney naming who can act for the company, signed by a director. • DAOs: the list of managers or persons able to legally bind the organization. • Where person filling the DD questionnaire or operating the EngageXPay account is different from the Directors of UBOs, to provide a Board Resolution authorising the individual(s) the right to access and sign-offs on behalf of. | • The person operating this account is named, with role and scope of authority. • Entity name on the document. • Executed by a director or the governing body. | • The account admin isn't on the list. • Unsigned lists, or authority granted by someone with no standing to grant it. |
| **Shareholder Register** | `SHAREHOLDER_REGISTER` | • A share register, cap table, or shareholders' agreement: any official record listing the owners. • Owned by another company? The same document for that company too. | • Your company's name on the face of the document. • Every owner with an exact percentage, adding up to 100%. • Dated and signed by a director. Cap tables from recognized platforms (Carta, AngelList) need no extra signature. • Every middle layer of a holding structure has its own register. Note: Keep real per-layer percentages on documents. Reviewers trace the chain and compute effective ownership themselves. A 'corrected' number matching no registry creates a query, not a shortcut. | • The document proves who the directors are but not who owns what percentage. This is the most common ownership rejection. • A holding company in the chain with no register of its own. • Outdated registers that don't reflect current shareholders. |
| **Ownership Information** | `OWNERSHIP_INFORMATION` | • For DAOs and member structures: membership or token agreement, voting records, or governance framework showing who controls the organization. | • Members or token holders and their percentages, or the control mechanics if there are no percentages. • Consistency with the governance you've described. | • Documents showing the governance process but not who actually controls. • Self-declarations with nothing verifiable behind them. |
| **Ownership Chart** | `OWNERSHIP_CHART` | • A one-page chart of the full ownership structure covering every entity layer, down to actual people. Required whenever another entity sits in your ownership chain, and always for funds. • Document must indicate in % the ownership. Total must equals to 100% | • Each layer: entity legal name, country, and percentage held. • Direct and indirect percentages sum to 100%; the chain ends at natural persons. • The chart matches the share registers submitted. | • A chart that doesn't match the registers. • Missing layers, or percentages that don't add up. |
| **Cert of Incumbency** | `CERT_OF_INCUMBENCY` | • A recent certificate of incumbency issued by your registered agent. | • Current directors and officers, plus shareholders with percentages where the certificate carries them. • Entity name and a recent issue date. • Names match the register of directors exactly. | • Stale certificates. • Names differing from the public register. • Shareholders listed without percentages when the certificate is used as ownership evidence. |
| **Proof of Address** | `PROOF_OF_ADDRESS` | • A utility bill, bank statement, or lease showing your company name and full address. • Also acceptable: a government letter or a registry extract showing the address. Note: Fully remote? Proof of a director's home address plus a short signed letter confirming remote operations. Ask us for the template. | • Issued within the last 90 days; a lease can be older if still active. • Company legal name in full, complete address, issue date, and the issuer's name or logo, all visible. • The address is where you actually operate. No PO boxes, virtual offices, or mail-forwarding addresses. • The entire document visible, nothing cropped or blacked out. | • Registered-agent or virtual-office addresses. These are checked against known lists, and they fail. • A document in a person's name instead of the company's. • Redacted lines. Redaction reads as tampering. • Older than 90 days. |
| **Proof of Source of Funds** | `PROOF_OF_SOURCE_OF_FUNDS` | • The last three months of business bank statements, in the company name. • Your latest financial statements or management accounts. • A short note naming the actual accounts and institutions money comes from. Note: Crypto-native business? Wallet ownership proof, on-chain transaction history, and exchange account statements all work as evidence. | • Statements in the company's registered name with real operating activity. • Financial statements with notes and a breakdown of the major balance-sheet lines, plus who prepared them and on what basis. • The story matches your declared revenue and the application. | • Personal-account statements, never accepted for a company application. • Statements from a parent, sister, or other related company. • Statements older than three months. • Condensed one-page financial summaries. • Vague one-liners (“business revenue”) with nothing behind them. |
| **Proof of Source of Wealth** | `PROOF_OF_SOURCE_OF_WEALTH` | • A signed source-of-wealth declaration. Ask us for the template; free-form letters get sent back. • Evidence matching your wealth type: payslips or contracts for salary, portfolio statements for investments, estate documents for inheritance. • Non-profit organizations: annual reports. | • Signed by a named person with their role stated. • Evidence consistent with the declared wealth story. | • Free-form letters instead of the template. • Declarations with no supporting evidence behind them. |
| **Proof of Nature of Business** | `PROOF_OF_NATURE_OF_BUSINESS` | • Two or three recent invoices or signed contracts; bills of lading where relevant. • Brand-new company with no revenue? A business plan, pitch deck, or product demo instead. | • Invoices look real: payment details, branding, specific amounts. • The activity shown matches what the application says you do. | • Generic round-number invoices. These trigger proof-of-payment requests. • An invoice that can't be matched to a bank statement when asked. • Evidence contradicting the stated activity. |
| **Proof of Entity Name Change** | `PROOF_OF_ENTITY_NAME_CHANGE` | • The official name-change filing, or a trade-name / DBA registration linking your brand to the legal entity. • Domain registration or a brand-to-entity agreement also helps. | • Old and new (or trading) name, the official filing, and its date. • The connection between the website brand and the legal entity is clear. | • A brand on the website belonging to a different company, with nothing official connecting them. • Informal explanations with no filing behind them. |
| **Tax Exempt Entity Confirmation** | `TAX_EXEMPT_ENTITY_CONFIRMATION` | • Your tax-exemption determination letter or non-profit registration letter (the local equivalent is fine). | • Entity legal name, exemption or registration number, issuing authority. | • A letter issued to a related entity instead of the applicant. • Lapsed registrations. |
| **Marketing Materials** | `MARKETING_MATERIALS` | • Investment funds: prospectus, offering memorandum, or private placement memorandum. • Other companies: decks or brochures that substantiate the business, when asked. | • Entity or fund name on the materials. • Strategy and product consistent with the application. | • Materials describing a different product or entity than the one applying. |
| **AML Comfort Letter** | `AML_COMFORT_LETTER` | • For investment funds: an AML attestation letter issued by the fund administrator. | • Issuer identity (the administrator), entity name, program scope (verification, monitoring, sanctions). • Date and signature. | • Self-issued letters where an administrator's letter is required. • Letters with no detail on the actual program. |
| **E Signature Certificate** | `E_SIGNATURE_CERTIFICATE` | • The completion certificate from your signing platform (e.g. DocuSign) for electronically signed onboarding documents. • Your Certificate of incorporation is acceptable for this | • Signer identity, reference to the signed document, completion timestamp. | • A signed PDF submitted without its certificate when one is required. • A certificate that doesn't match the signed document. |
| **Flow of Funds** | `FLOW_OF_FUNDS` | • A short structured note covering four things: where funds come from (which institutions), why you're transacting, who you pay, and where funds go, plus expected monthly volume. • Moving money for third parties? Add a simple funds-flow diagram. | • Volume squares with your declared revenue. A gap between the two is the fastest way to a follow-up question. • Counterparties fit the business you've described. | • Round guesses with no relationship to the financials submitted. • Moving money for other businesses or people without telling us first. Accounts can't process undisclosed third-party funds. If your model pays out for others, talk to us before you build the flow. |
| **Evidence of Good Standing** | `EVIDENCE_OF_GOOD_STANDING` | • A recent certificate of good standing from your registry. Usually requested when the registry can't be verified automatically. | • Entity legal name, jurisdiction, active status, recent issue date. | • Stale certificates. • The entity shown as inactive or struck off. |
| **Proof of Nature of Business License** | `PROOF_OF_NATURE_OF_BUSINESS_LICENSE` | • Regulated activity (payments, FX, crypto services, lending, gambling, holding client funds): your license or registration. • Not regulated: a signed one-line statement confirming no money-services or virtual-asset registration applies to you. | • License in the exact legal name of the applying entity. • Regulator, number, scope, and validity. • The licensed activity matches the activity in the application. | • Regulated activity left undisclosed. This alone is grounds for rejection. • A license held by a group company instead of the applying entity. |
| **Proof of Nature of Business AML Policy** | `PROOF_OF_NATURE_OF_BUSINESS_AML_POLICY` | • Your AML policy. Required alongside the license whenever you conduct money-services or regulated activity. | • Entity name and a named responsible officer. • Customer verification procedures, transaction monitoring, sanctions screening. | • Generic templates with no company specifics. • A policy naming a different entity. |
| **Proof of Account Purpose** | `PROOF_OF_ACCOUNT_PURPOSE` | • A clear narrative of how you'll use the account: payments, settlement, treasury, or operational flows. • State upfront whether you'll create virtual accounts for your end customers. | • The purpose is consistent with your business model and your flow of funds. • Substantiation where the purpose is higher-risk, such as paying out to third parties. | • A stated purpose that conflicts with the described model. • Third-party payout intent left undisclosed. |


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