Calmony Verify Process: A Step-by-Step Guide

Due to new anti-money laundering regulations (see the UK government's Financial Sanctions guidance for letting agents) banks offering client accounts must verify who they hold funds for. From May 2025, all banks will be required to implement these checks, but Calmony users are already compliant. This guide explains how to complete the Calmony Verify process for your payees.

Please see our Guide to Completing Your Calmony Verification for detailed information you can share with your payees about the verification process.

Before Starting Verification

Adding Company Context to Names

When adding payees who represent companies (like company directors being verified as individual landlords), you can include company information in a way that won't affect verification:

• Add the company name in brackets after their personal name
• For example: "Jane Smith (ABC Properties Ltd)"
• Griffin automatically removes any text in brackets during verification
• The example above would be verified as "Jane Smith"
• This lets you maintain clear internal records while ensuring successful verification
• You can also use brackets for other reference information that helps your record keeping

Communicating with Your Payees

We recommend sending the following email to your payees before starting the verification process:

Dear [Landlord Name],

Due to new UK financial regulations coming into effect, all banks will soon be required to verify the identity of individuals for whom they hold funds. As will all lettings agents be required to check all landlords and tenants against the OFSI sanctions registers.

What this means for you:

• You'll receive an email requesting verification details
• You'll need to provide accurate personal information matching your ID
• You'll need to upload a recent proof of address document
• Completing an ID check
• The process typically takes 2-4 working days

To help you prepare, please:

1. Have a valid photo ID ready
2. Have a recent utility bill, council tax letter, or bank statement (dated within last 3 months)
3. Know your residential address details
4. For property owners: know your average monthly rental income and number of properties

We appreciate your cooperation with this important regulatory requirement. 

For detailed guidance on completing your verification, please see this article.

If you have any questions, please don't hesitate to contact us.

Best regards,

[Your name]

[Company name]

Getting Started

1. Add your payee to the system with their full legal name (as it appears on ID) and email address
2. Navigate to the payee's profile
3. Click 'Begin Calmony Verify'
4. The system will display any missing required details
5. Click 'Email Details Form' to send the form to your payee
   

For Limited Company Landlords

We strongly recommend nominating a single director to be verified as an individual landlord rather than verifying the entire company. This significantly simplifies the process and reduces verification time. Simply follow the individual landlord process below using the nominated director's details.

For Individual Landlords

• Ensure the name matches their ID exactly (e.g., "Christopher" not "Chris")
• The address must be their residential address, not a rental property address
• Bank details must be added directly in the system (not via the missing details form)
• Double-check all details before submitting to avoid delays

What Happens Next

1. Once the missing details form is completed, information goes to Griffin automatically
2. Griffin will respond within 2 working days with one of three outcomes:
   • Verified: Ready to receive payments
   • Referred: Additional information needed (usually proof of address)
   • Declined: Details need correction and resubmission

Bulk Upload Option

• Download our bulk upload template
• Required fields:
  • Account Name
  • Account Number
  • Account Sort Code
  • Payment Reference
  • Amount
• Optional fields include:
  • Person Type (e.g., landlord, tenant, contractor)
  • Mobile Phone
  • Email
  • Legacy BACS Reference
• Complete one row per payee
• Remember: Even with bulk upload, each payee will still need to complete verification

Important Notes

• You can track verification status in the 'Payee Verifications' report
• No funds can be received until at least one landlord is verified
• Proof of address documents appear in the payee's 'Saved Documents' section
• The process may take longer during high-volume periods