Ontario KYC and financial planning intake checklist
Ontario KYC and financial planning intake checklist
Identity and contact
- Government-issued photo ID (valid, non-expired)
- Secondary ID or address verification (utility bill, property tax bill)
- Trusted Contact Person form (where applicable)
KYC — personal circumstances
- Employment / income verification (pay stub, T4, business financials)
- Net-worth summary (assets, liabilities, real estate, business interests)
- Investment knowledge questionnaire (documented responses)
- Investment objectives and time horizon (documented)
- Risk tolerance assessment (documented)
- Risk capacity assessment (documented separately from tolerance)
Financial planning file
- T1 General (2–3 years) and Notices of Assessment
- Investment account statements (non-custodied or held-away assets)
- Pension / LIRA / RRIF statements
- Group benefits summary
- Life, disability, critical illness policies
- Will, POA, and beneficiary designations (as disclosed)
- Corporate financial statements (business-owner clients)
Account opening and AML (pre-custodian)
- Void cheque or bank verification for EFT
- Entity/trust formation documents and beneficial ownership register (entity clients)
- Source-of-funds / source-of-wealth documentation (non-standard deposits, gifts, business sales)
- Authorized individual resolutions (corporate/trust accounts)
Planning-specific
- RESP beneficiary ID / SIN documentation
- RRSP/TFSA contribution room notes and prior plan statements
- Insurance carrier questionnaires (as applicable)
- Referral arrangement disclosure (if referred client)
Operational checklist for Ontario advisors. Requirements vary by registration category and firm policies.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Is this checklist regulator-mandated?
- No. It reflects common operational practice. Requirements vary by registration category (CIRO dealer, OSC PM, etc.) and firm policy.
- Can I download a PDF version?
- Yes. Get the free Ontario KYC and Financial Planning Intake Checklist PDF on the Hivi-X financial planning site.
- Does Hivi-X include a prebuilt Ontario template in the app?
- Not in v1. Build your own checklist or start from the free PDF. Seeded Ontario templates in-app are coming soon.
Organize KYC intake documents without the email chase
Hivi-X helps Ontario financial planners and portfolio managers collect KYC documents with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable PDF packages for Wealthbox, Redtail, or your client file.
More Financial Planning guides
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- Stop chasing tax returns through emailT1 generals and Notices of Assessment are core planning-file documents Ontario advisors still collect through email. A checklist portal keeps tax intake organized.
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- RESP and RRSP planning documentsPlanning-file documents for RESP and RRSP engagements beyond custodian account forms — beneficiary proof, contribution room, prior statements.
- Insurance needs analysis supporting documentsDocuments holistic CFP practices collect for life, disability, and critical illness needs analysis — policies, group coverage, income replacement evidence.
- AML source of funds documentation for advisorsWhen Ontario advisors collect source-of-funds and source-of-wealth documents — and how Hivi-X collects files without AML database verification.
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- Staff Notice 31-368 meaningful KYC updatesDocumenting meaningful interaction evidence for KYC updates under Joint CSA/CIRO Staff Notice 31-368 — not checkbox-only CRM fields.
- Small portfolio manager document workflowDocument workflow for Ontario OSC PM boutiques — 2–8 staff, email chase pain, and checklist standardization before exams.
- Solo advisor document workflowHow solo Ontario financial planners manage KYC and planning intake without an operations team — checklist templates and portal uploads.
- Custodian portal vs planning fileWhy custodian onboarding does not replace the holistic financial planning file Ontario advisors must maintain.
- Wealthbox vs document collection for advisorsWealthbox excels at CRM — Hivi-X fills checklist-driven intake for tax returns, estate docs, and KYC evidence.
- Government ID verification for KYC intakeCollecting and reviewing government-issued photo ID for Ontario KYC — checklist workflow without automated identity database verification.
- Trusted Contact Person documentationCollecting Trusted Contact Person forms and related KYC documentation for Ontario advisory client files.
- Entity and trust beneficial ownership documentsCollecting formation documents and beneficial ownership registers for corporate and trust clients — checklist intake without AML database screening.
- Referral arrangement documentationCollecting referral arrangement disclosures and supporting records for Ontario advisory client files — OSC exam focus area.
- Risk tolerance and capacity documentationDocumenting risk tolerance and risk capacity separately for KYC — questionnaires, evidence, and checklist organization.
- Voice notes for KYC update documentationRecording discovery and review call notes with self-hosted AI summaries tied to checklist lines — supporting meaningful KYC interaction evidence.
- AI summaries for financial planning client filesSelf-hosted AI summaries of voice notes on household files — no third-party AI, Canadian hosting, checklist context.
- Co-agent workflow for planning teamsHow associate planners and operations leads collaborate on household intake with scoped co-agent access in Hivi-X.
- Exportable PDF package for CRM uploadExport organized household intake packages from Hivi-X into Wealthbox, Redtail, or Salesforce client folders.
- Canadian-hosted document collection for advisorsPIPEDA-aligned posture for Ontario advisor client files — Canadian servers, AES-256-GCM at rest, TLS, self-hosted AI.
- Secure client portal for advisor document uploadsHow Ontario advisors collect KYC and planning documents through the encrypted my-id.ca client portal instead of email.
- Principal advisor client file oversightHow managing advisors review associate intake quality before planning and exams — standardized checklists and exportable packages.