Confirmation of Ultimate Beneficial Owner Information Online

Confirmation of Ultimate Beneficial Owner (UBO) information online has become a mandatory procedure for many companies and financial institutions. This is a crucial step in ensuring business transparency and regulatory compliance.

In this article, we will examine which documents are required, how to correctly fill out the online form, and what nuances to consider to avoid rejection by the state registrar. This guide will help you prepare quickly and successfully complete the identification procedure.

Legal Basis: Law No. 361 and Business Obligations

According to Law No. 361, legal entities are required to submit up-to-date information about the ultimate beneficial owner and the company’s ownership structure to the state registrar.

Important: Previously, this procedure required physical presence or paper documentation exclusively. However, the process has now been significantly simplified — it can be conducted online.

How to Submit UBO Information via the “Online House of Justice”

The state is digitizing administrative services, so the necessary function has been integrated into the official web portal.

Access to the service is provided through the “Online House of Justice,” located at: https://online.minjust.gov.ua/.

Through this web portal, users can upload electronic scanned copies of notarized documents. These are attached to applications for state registration, specifically to confirm data regarding the ultimate beneficial owner of a legal entity.

Cases Where Online Submission is Possible

It is worth noting that the portal’s functionality is currently implemented for specific registration actions. You can upload documents online when simultaneously filing applications for:

• State registration of the creation of a Limited Liability Company (LLC);
• Transition of a legal entity to operate on the basis of its own constituent document;
• Transition to operate on the basis of a model charter.

It is in these cases that the system allows for the attachment of electronic copies of notarized documents verifying the beneficiary’s identity.

Technical Requirements: Electronic Copies and QES

For documents to be accepted by the registrar, they must meet the technical requirements of the Registration Procedure for electronic submission.

The document preparation algorithm is as follows:

1. Take the original notarized copy of the document verifying the UBO’s identity (e.g., a passport).
2. Create an electronic copy by high-quality scanning.
3. Apply the applicant’s Qualified Electronic Signature (QES) to the scanned file.

Only after applying the QES is the document considered valid for upload to the Ministry of Justice portal.