Identity verification and protection

Where we ask for a certified copy of a document, we mean a copy of a document that has been confirmed as a 'true and accurate' copy of the original.  

Certification can be done by any of the Approved Certifiers in the Certified ID Guide (PDF, 157KB), opens in new window. Most customers will use registered accountants or lawyers.

If you're unable to get your documents certified, you can bring your original documents into a branch. The branch will take a copy and forward them to the NAB Identity Protect team for review.

Learn more about documentation in our Certified ID Guide (PDF, 157KB), opens in new window

You can also take your identification documents to your nearest branch if:

• you don’t have a driver’s licence
• you don’t have an Australian passport
• you’re a minor
• you don’t feel comfortable verifying your ID online.

If you have a banking relationship manager, they can work with you to help verify your identity.

Please note, if you have changes to your Full Legal Name or particular company details, your banking relationship manager will need to help you gather the appropriate documentation.

We’re committed to taking extra care with customers who are experiencing vulnerability. We may become aware of your circumstances only if you tell us about them.

If you’re experiencing an unplanned life event or vulnerability that impacts your ability to complete your re-verification, or you need an interpreter, contact our NAB Assist Customer Support Hub on 1300 308 175. 

Learn how we can support you if you’re experiencing vulnerability

You can provide trust deeds and other business documents to the NAB Identity Protect team by:

• Emailing certified copies of your documents with your customer reference number to contact.identityprotect@nab.com.au.
• Visiting a branch, either with your original documents or certified copies of your documents.

When providing documents, it’s important to include your full name and the reference number provided in the letter or email we sent you.

Emailing certified trust deeds and other business documents

To provide your certified documents by email, we must receive your certified identification document from the certifier via one of two options, each of which includes a clear author trail. (Our regulatory obligations don’t allow us to accept a digital copy of the certified documents without this trail):

1. Have the certifier email us directly from their professional email address with the certified, digital copy of your original document, your name and customer reference number. Or
2. Have the certifier email you, and you can forward the certifier’s email to us with your customer reference number.

Include your name and customer reference number before sending them to contact.identityprotect@nab.com.au.

Who can certify copies of your documents?

It’s important that your copies meet all the certification requirements. These include being certified only by an authorised certifier. You’ll find more information on who can certify copies of your documents in the Certified ID Guide (PDF, 157KB), opens in new window.

Providing your documents in branch

To provide your identification in branch, you can either:

• show your original documents for us to take a copy
• give us certified copies, making sure they meet all the requirements in the Certified ID Guide (PDF, 157KB), opens in new window.

 To find your nearest branch, visit nab.com.au/locations.

Who can provide verification documents?

To meet our regulatory obligations, only the following roles are able to provide updated information for each of the following organisations:

• For companies: a Director, Company Secretary, Beneficial Owner or a Senior Managing Official.
• For trusts: a Trustee, a Beneficial Owner or a Senior Managing Official
• For partnerships: A Partner, Beneficial Owner or a Senior Managing Official
• For associations and registered cooperatives: An office bearer (Chairman/President, Secretary, Treasurer, or equivalent), Beneficial Owner or a Senior Managing Official
• For a sole trader: the individual Sole Trader
• For government bodies: A Beneficial Owner (if foreign government body), Senior Managing Official, or office bearer or executive board member, including (but not limited to) CEO, Chairman or President, Secretary, Treasurer, or equivalent.

An authorised delegate or agent for an organisation can also provide updated information.

To meet our regulatory obligations, we may contact other individuals or companies who are associated with your accounts to verify their identity.

What is a Beneficial Owner (BO)?

Whether directly or indirectly, a Beneficial Owner is any person who controls 25% or more of an organisation.

If there is no Beneficial Owner, then a Senior Managing Official will need to be nominated.

What is a Senior Managing Official (SMO)?

A Senior Managing official (SMO) is an individual who makes (or assists in making) decisions that affect the business in a substantial way.

An SMO is usually the CEO or managing director, who controls the organisation through their role and makes financial and operating policy decisions.

This person will be identified in lieu of a Beneficial Owner and will need to provide their name, address, date of birth and required personal identification documents to be checked.

How to nominate a Senior Managing Official?

If a Beneficial Owner cannot be identified as owning 25% or more shares or voting rights in an organisation, then an SMO Nomination Letter may need to be provided to NAB Identity Protect to understand the ownership and control structure.

The SMO Nomination Letter needs to be completed by a registered accountant or lawyer, confirming there are no individuals who, directly or indirectly, hold 25% or more of the shares or voting rights in the organisation. This letter must also confirm the SMO’s full legal name, date of birth and residential address.  

The SMO letter doesn’t need to be certified but it must include details of the attesting accountant or lawyer and their firm. Details required include their role, accreditation (e.g. CPA or CA), registration number, address and contact details.

You can find a copy of the SMO Nomination Letter template (PDF, 785KB), opens in new window here, including detailed instruction for its return.

Non-beneficially held (NBH) shares

If an individual holds shares as trustee, executor, nominee or on account of another individual, these shares are shown as non-beneficially held, because the holder is holding the shares for the benefit of someone else.

An individual, partnership or company who holds shares in their name, on behalf of another individual or entity is called a Nominee Shareholder (NS). The individual or entity that has effective ownership and control of those shares is the Beneficial Owner (BO). 

You may need to provide information about non-beneficially held shares (NBH) to help us identify their Beneficial Owner(s) which may include:

• A Share Certificate or Nominee Agreement which details on whose behalf the shares are being held, their address and date of birth.
• A Trust Deed, including any amending deeds or variations if shares are held on behalf of a trust, that shows the shareholder as a trustee.
• An attestation from a registered accountant or lawyer with details of the ownership structure and ultimate Beneficial Owner(s). See Attestation of Beneficial Ownership (PDF, 822KB), opens in new window, including detailed instruction for its return.  

Checking your trust deed is complete

When providing your trust deed, check it’s complete with the following:

• It’s been properly executed, i.e. fully signed and dated.
• You’ve provided any amendments or variations since the original deed was created, or a letter from a registered accountant/solicitor attesting to any subsequent changes.
• Where the deed lists trustees, if it lists only their names, then:
  • for individuals, please also provide their full legal name, residential address and date of birth
  • for non-individuals (e.g. a corporate entity, association, partnership), please provide their full legal name, registered address and Government Issued Identification Number (ACN, ARBN or ABN).
• Where the deed lists beneficiaries, if it lists only their names, then:
  • for individuals, please also provide their full legal name, residential address and date of birth
  • for non-individuals (e.g. a corporate entity, association, partnership), please provide their full legal name, registered address and Government Issued Identification Number (ACN, ARBN or ABN).
• If your trust has an ABN (Australian Business Number) please also provide this.

What if you can’t find or access a valid copy of the trust deed?

If you can’t find or access a valid copy of the trust deed, you may provide an attestation from a registered accountant or lawyer who has already seen an original or certified copy of the trust deed, providing all the current details of the trust.

This letter doesn’t need to be certified but it must include details of the attesting accountant or lawyer and their firm. Details required include their role, accreditation (e.g. CPA or CA), registration number, address and contact details. Further instructions can be found at the end of this guide.

You can find a copy of the Attestation of Trust Details (PDF, 601KB), opens in new window here, including detailed instruction for its return. 

In some instances, you can provide a letter from a registered accountant or lawyer confirming your organisations ownership/control structure.

• Senior Managing Official Nomination Letter (PDF, 785KB), opens in new window

Where there are no individual(s) directly or indirectly holding 25% or more of the shares or voting rights in the organisation, use this template to provide details of the Senior Managing Official of the organisation.

• Attestation of Beneficial Ownership (PDF, 822KB), opens in new window

For complex organisational structures (i.e. where non-beneficially held shares (NBH) or foreign companies exist within the organisation ownership structure), use this template to provide detailed information connecting the organisation to the Ultimate Beneficial Owner or Senior Managing Official.

• Attestation of Trust Details (PDF, 601KB), opens in new window

To confirm current trust details and/or changes made to a trust structure, use this template.

You may need to confirm either your business or your own personal tax related information as part of the NAB Identity Protect process. You can complete this by either:

• contacting NAB Identity Protect on 1300 561 966
• completing the Tax Residency Self Certification Form found on our website or emailed directly to you and return this to the email address listed in your letter/email.

How to certify your documents

If you're overseas, you can get your documents certified by: 

• An employee of ATIC (Australian Trade and Investment Commission) or an employee of the Commonwealth (e.g., Australian consular officer or Australian diplomatic officer) who has the requisite authority under section 3(c) or (d) of the Consular Fees Act 1955. 
• A person authorised as a notary public in a foreign country.  
• A bank or building society officer or a finance company officer with 2 or more continuous years of service (includes acceptable internal banks).  
• A person who is authorised by law in that foreign country to administer oaths or affirmations, or to authenticate documents.

If you want to arrange to have documents certified by one of the approved certifiers, please refer to the Certified ID Guide (PDF, 157KB), opens in new window and follow the instructions on information which the certifier needs to include. 

How to send us your certified documents

Certified documents should be emailed directly to NAB Identity Protect to the email address contained in your letter or email.

We need an English version of your document. If it’s in another language, it will need to be translated by an authorised translator and certified by an approved certifier.  
 
Please see Certified ID Guide (PDF, 157KB), opens in new window to find the list of overseas approved certifiers. 

Overseas NAB branches are unable to certify identification documents. 

A signatory is a person who is either the account owner, or a person authorised by the account owner, to manager or control the account.

If you’re the account owner, you can make changes to the signatories by:

• visiting your local branch
• contacting your Banking Relationship Manager
  

If you’re overseas or unable to attend a branch, please call 13 22 65 (overseas +61 3 8641 9083) Monday to Friday, 8.00am to 8.00pm and Saturday to Sunday 9.00am to 6.00pm (AEST/AEDT) for further assistance.