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KYC and KYB Checklist for Insurance Firms

11th December 2024

A Guide to KYB/KYC Checklist: What You Need to Know

KYC (know your customer) checks confirm that a person is who they say they are. KYB (know your business) checks do the same for a company: that it exists, who owns and controls it, whether it is authorised, and whether it appears on a sanctions list. In insurance, both are part of customer and counterparty due diligence.

Updated August 2026

What documents are required for KYC in the UK?

For individuals, firms usually collect photo ID, such as a passport or photocard driving licence, and proof of address dated within the last three months. For businesses, firms verify the company on Companies House, identify directors and beneficial owners through the PSC register, and check FCA authorisation where the business is regulated.

This checklist covers both. For how KYC and KYB fit together across the insurance market, see our guide to KYC and KYB in insurance.

A comprehensive KYC checklist is a vital guide to streamlining customer verification, identifying risks, and staying ahead of evolving regulations. In this blog, we’ll explore the key components of an effective KYC checklist and how it can help insurers strengthen their compliance strategy. We will also dive into the role RegTech plays in automating KYB and KYC procedures.

What is Know Your Customer (KYC) Compliance?

Businesses and financial institutions use a set of procedures and regulations termed Know Your Customer (KYC) compliance to verify and authenticate the identity of their customers and business partners. The goal is to stop criminal actions like fraud, money laundering, and sponsoring unlawful behaviour.

KYC entails meticulous due diligence, stringent customer identification, adverse media checks, sanctions checks and ongoing transaction monitoring. KYC compliance reduces the risk of financial crimes while also guaranteeing compliance with regulations by verifying the legitimacy of clients. It’s a basic framework for preserving security, integrity, and transparency across the insurance industry and a range of other sectors such as banking and finance, e-commerce and more.

KYC compliance usually goes hand in hand with a firm’s AML compliance strategy. Both are crucial for avoiding heavy penalties and fines and protecting firms from financial dangers.

During the onboarding process, insurers and financial institutions are entirely accountable for collecting the correct information about their customers and partners and verifying their identity. Importantly, KYC checks are not a one-time instance but a continuous effort to prevent money laundering and fraud.

KYC Compliance Regulations

Governments and other official regulators worldwide are responsible for monitoring firms’ compliance with KYC regulations. The Financial Action Task Force (FATF) first introduced KYC regulations about 24 years ago. Now, around 190 countries follow FATF guidance regarding KYC laws.

In the UK, the following governing bodies and officials play a key role in overseeing KYC and AML initiatives:

Financial Conduct Authority (FCA)
Prudential Regulation Authority (PRA)
National Crime Agency (NCA)
HM Revenue & Customs (HMRC)
Financial Intelligence Unit (UKFIU)

Insurance companies are compelled to familiarise themselves with all these watchdogs and closely follow any regulatory updates or laws they put forward to make sure they’re compliant at all times.

The Importance of KYC Checklists for the Insurance and Financial Sectors

The insurance industry must scrutinise all its customers and partners and ensure they’re legitimate individuals or businesses to avoid financial and reputational damage. In that sense, insurers can either be dealing with individual customers who aren’t necessarily part of an entity, or they can be serving entire companies as their customers or trading partners, which require additional verifications and document collection.

Moreover, A KYC or KYB checklist ensures compliance, speeds up service, enhances customer experience, and aids regulators in monitoring identity theft and financial fraud.

These checklists also help protect the general public and the overall economy. Money laundering alone is thought to cost the British economy at least £100 billion annually.

Finally, a proper KYC checklist also helps insurance and financial services minimise their financial spending by saving funds and conserving resources that might have been allocated to investigating and mitigating fraud or AML-related issues.

KYC Requirements and Documents for Businesses

Insurance firms must ensure that the businesses they’re servicing are legitimate and meet all the mandatory criteria. This process is called Know Your Business (KYB) which requires insurers to learn more about the businesses they’re trading with, the Ultimate Beneficial Owners (UBOs), and other business identification data. Below are the exact documents insurance firms must collect on their corporate clients and partners:

Registered company name
Business registration number
Company address and status
Business type
Bank name
Business licenses and partnership agreements
Articles of incorporation
Financial statements and audits
Directors’ names and information
Verification of a corporation’s UBOs.

Insurers can validate the existence of the corporation they’re trading with and servicing by confirming the company’s listing on an authorised market, searching the appropriate company registration, or acquiring a copy of the company’s Certificate of Incorporation.

KYB Risks Insurance Firms Must be Aware Of

Failing to implement KYB and KYC processes puts insurance and financial firms at risk of financial losses, regulatory penalties and reputational damage. Without KYB, companies may unknowingly enable fraud or illegal activities, facing sanctions and fines as a result. Negative publicity can quickly spread online, eroding customer trust and deterring investors and business partners.

Finally, companies without KYB protections may face legal repercussions if they inadvertently facilitate crimes like money laundering, which can result in costly lawsuits, legal fees, and further hefty financial losses.

Is your counterparty authorised? KYB checks specific to insurance

1. Customer Identification Program (CIP)

Implementing a Customer Identification Program (CIP) is a crucial step in a KYC process and needs to be done on both individual and corporate customers. This step involves verifying the identity of customers and trading partners through reliable documentation and information sources at the onboarding process to ensure that they’re fully compliant with any regulatory requirements.

By doing so, insurance firms lay the groundwork for understanding who their customers and partners are and what risks they may pose. Usually, Identity checks can involve non-documentary means (such as verifying an individual’s information with public databases and ratings agencies, among other due diligence measures), documents, or a combination of both.

2. Customer Due Diligence (CDD)

This phase is important for a robust KYC program and requires a deeper dive into customer profiles, assessing their risk levels based on various factors such as transaction history and geographic location. CDD enables firms to make informed decisions about their clients whilst ensuring compliance with regulatory requirements.

Customer Due Diligence is divided into three further steps:

a. Simplified Due Diligence (SDD)

SDD is applied in situations where the risk of money laundering or terrorist financing is considered low. This step involves basic verification of an individual’s identity and may include collecting minimal information such as names, addresses, and dates of birth. SDD allows businesses to streamline their processes while still adhering to regulatory requirements.

b. Standard Customer Due Diligence (CDD)

Standard CDD is the most commonly used approach and applies to most customers and business partners. It requires firms to gather comprehensive information about their clients, including identification documents, business registration details for corporate clients and trading partners, and an understanding of the nature of their business activities. This step aims to assess the risk level associated with each firm effectively.

c. Enhanced Due Diligence (EDD)

EDD comes into play when dealing with higher-risk customers or businesses that require deeper scrutiny due to factors such as geographical location or industry type. This step involves more extensive background checks, PEP and sanctions screening, adverse media screening , and a thorough assessment of potential risks associated with an individual or business profile. EDD ensures that businesses maintain robust safeguards against financial crime.

3. Ongoing Monitoring

Ongoing monitoring is a crucial aspect of KYC procedures, particularly as businesses navigate the complexities of regulatory compliance. This is why organisations are increasingly adopting advanced technologies to streamline their KYB processes and ensure robust ongoing monitoring.

For firms in the insurance sector, effective ongoing monitoring involves regularly reviewing customer information and transaction patterns to identify any discrepancies or suspicious activities. This includes updating records based on changes in customer circumstances or risk profiles. The integration of Know Your Business (KYB) processes further enhances this approach by ensuring corporate clients are also subjected to thorough scrutiny.

By leveraging technology, companies can automate these ongoing monitoring tasks, allowing for real-time alerts and insights into potential risks. This helps maintain compliance with regulatory requirements and fosters trust with business partners and commercial clients by demonstrating a commitment to safeguarding their interests.

Proving identity: GOV.UK Good Practice Guide 45

GPG 45 is government guidance on how to prove and verify an individual’s identity. It grades identity evidence on five areas: strength, validity, activity, identity fraud and verification. It is mainly used for digital identity checks.

GPG 45 is a useful benchmark for how strong your ID evidence is. It doesn’t set your KYC obligations; those come from the rules above.

The UK Know Your Customer Good Practice Guide provides a framework for organisations to comply with regulations and protect against identity and financial fraud. Understanding these key components below can enhance KYC processes but also help manage counterparty risk and deliver superior customer experience.

1. Strength: A strong KYC program effectively assesses and mitigates risks related to customer relationships through thorough risk assessments, enabling companies to identify high-risk individuals and implement controls.

2. Validity: Validity ensures the authenticity of information gathered during KYC. Organizations must verify that an individual or a business’s data is accurate and sourced from reliable documents, building trust and compliance.

3. Activity: Monitoring businesses’ activity is essential for detecting suspicious behaviour linked to fraud or money laundering. Regular transaction reviews help organisations respond swiftly to potential risks.

4. Identity Fraud: Identity fraud poses significant risks, requiring stringent verification measures in KYC or KYB processes. Advanced technologies like biometric verification and machine learning can better safeguard against identity theft.

5. Verification: Verification involves thorough identity checks using multiple sources, including cross-referencing personal information with government databases or third-party services before establishing business relationships.

How Can RegTech Help Insurers Automate Their KYB and KYC compliance processes

RegTech is a powerful tool that has become invaluable for the insurance and financial services sector, capable of streamlining and automating KYB and KYC processes using AI. The use of RegTech not only helps ensure regulatory compliance, but it also expedites these processes, enhancing efficiency and reducing human-errors.

Below are 6 ways RegTech can streamline KYB processes:

Automated Document Checks and Onboarding:

RegTech enables seamless onboarding by automating all kinds of routine tasks, including verifying customers and counterparty’s identities and collecting the required onboarding documents, reducing unnecessary paperwork. By using RegTech tools, detecting anomalies and potential financial fraud becomes one click away, instead of having to search manually for days or even weeks.

Enhanced Risk Scoring:

RegTech leverages machine learning to effectively assess customer risk profiles based on multiple factors, including geography, transaction history, and behavioural data. Insurance firms can implement customised risk assessments that help them determine the KYB requirements needed for each trading partner’s risk level.

Reduced Costs:

RegTech solutions provide financial firms with long-term savings and guarantee that they never face the risk of financial losses brought on by non-compliance by automating KYB and KYC processes and freeing most of the workforce’s time to focus on what matters the most: Bringing in new business.

Continuous Monitoring and Alerts:

This technology also provides continuous monitoring and oversight of individuals and businesses’ activity, flagging any suspicious behaviour immediately on the dashboard. By using AI and machine learning, RegTech gets better at detecting and reducing fraud, meeting AML and KYB regulations.

Advanced Analytics and Reporting:

RegTech’s powerful analytics help insurance firms derive quick insight from the data of the businesses they want to trade with. By analysing patterns and recent activity, this technology generates automatic reports that help in compliance audits and decision making.

Adverse Media Screening and UBO Checks:

RegTech simplifies the process of screening trading partners for adverse media, but also identifying and collecting information on the Ultimate Beneficial Owner with one only click to check for any illegal activities or risk of fraud. In that sense, as part of the KYB and KYC processes, financial services firms must identify business owners ahead of starting a partnership or servicing a new corporate client.

On an Ending Note

Powerful compliance software and a dedicated team are vital for managing all aspects of your KYC checklist effectively. With regulatory laws becoming more and more stringent, expertise ensures thorough customer verification, accurate risk assessments, and regulatory compliance, leaving no room for second-guessing and non-adherence. So how are you addressing the evolving challenges of the KYC and KYB landscape? And how can you maximise your KYC compliance processes?

Speak to one of our experts to learn how REG Technologies can help you.

Frequently Asked Questions

What is a KYC checklist?+

A KYC checklist is a documented sequence of verification steps a firm follows before and during a business relationship. It covers customer identification, due diligence proportionate to risk, and ongoing monitoring. Having it written down means checks are applied consistently and the evidence exists when a regulator or capacity provider asks for it.

What documents are needed for KYC and KYB checks?+

For corporate counterparties: registered company name, business registration number, company address and status, business type, bank name, licences and partnership agreements, articles of incorporation, financial statements, directors’ details and verification of Ultimate Beneficial Owners. For individuals: identity documents plus address and date of birth confirmation.

What are the three steps in a KYC process?+

Identification and verification, Customer Due Diligence and ongoing monitoring. Due diligence itself splits three ways by risk: simplified for low-risk relationships, standard for most, and enhanced where geography, industry or PEP status warrants deeper scrutiny. Ongoing monitoring is the step firms most often under-resource.

What is the difference between KYC and KYB?+

KYC verifies individuals. KYB verifies organisations, including their ownership structure and Ultimate Beneficial Owners. Insurance firms usually need both, because a corporate trading partner requires business verification plus identity checks on the people who ultimately control it. Treating them as one process is where gaps appear, since a company can pass registration checks while its beneficial owners remain unverified.

How often should KYC checks be repeated?+

KYC is not a one-off task at onboarding. Records should be refreshed when a counterparty’s circumstances or risk profile change, and monitored continuously in between. Firms relying on periodic manual reviews tend to discover changes late, which is where automated monitoring and alerting earns its cost.

This article was published by:

Article author

Nathan Banfield

Head of Customer Success

Nathan Banfield is the Head of Customer Success at REG Technologies. Nathan is passionate about bringing the best service to our customers and strives to help them run their business Faster, Smarter, Safer.

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info@reg.uk.com