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FINTRAC client ID verification records (Ontario realtors)

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FINTRAC client ID verification records (Ontario realtors)

FINTRAC files fail audits when ID is somewhere in email instead of a retained, readable record on the deal file.

Direct answer

Ontario realtors verify identity using one of FINTRAC's prescribed methods — most commonly the government-issued photo identification method for individuals, with entity documents where applicable — collected on named checklist lines, with the verification method and details recorded per brokerage SOP, and approved copies retained with the transaction file. FINTRAC guidance calls for these records to be kept at least five years. QC: unexpired, legible, name matches offer parties. Reject cropped mobile photos.

FINTRAC's prescribed methods for verifying a person's identity are: government-issued photo ID, credit file, dual-process, affiliate or member, and reliance. Each method has its own required record details (for example, photo ID: document type, number, issuing jurisdiction, expiry; credit file: bureau name and date consulted). Which methods your office uses — and exactly what gets recorded — is your compliance officer's call, not this page's.

Collection checklist (not legal interpretation)

Line (example)CollectApprove whenReject when
Buyer — photo IDDL or passportFull document, expiry visible, not expired at verificationCrop, glare, expired
Co-buyer — photo IDSameName matches APS partyNickname mismatch unresolved
Corporation — entity docsConfirmation of existence per policyPer brokerage listWrong entity name
Verification recordBrokerage FINTRAC formMethod, date, details recorded; signedBlank method field

QC micro-steps

  1. Match ID name to Agreement of Purchase and Sale spelling.
  2. Check expiry — FINTRAC guidance says government-issued photo ID must not be expired when identity is verified.
  3. For newcomers: passport + permit line if brokerage requires — see foreign buyer intake.
  4. Unrepresented party in the deal? Since October 1, 2025, FINTRAC guidance requires verifying their identity and keeping an information record — separate line, per compliance SOP.
  5. Approve line — do not rely on agent phone camera roll.
  6. Export with brokerage compliance records.

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General information only. Not legal, tax, or FINTRAC advice. Hivi-X is document-collection software — not a RECO registrant. Not affiliated with or endorsed by RECO, FINTRAC, or OREA. Follow FINTRAC and your brokerage compliance officer.

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 FINTRAC legal advice?
No. This is an operational collection checklist. Follow current FINTRAC guidance and your brokerage compliance manual.
What verification methods does FINTRAC allow?
FINTRAC guidance prescribes five methods for persons: government-issued photo ID, credit file, dual-process, affiliate/member, and reliance. Your brokerage policy says which ones your office uses and what to record for each.
When must ID be collected?
Per FINTRAC guidance and brokerage policy — verification is tied to specific transactions and activities, and photo ID must not be expired when verified. Do not leave ID as an unsigned email attachment.
Do I retain ID after closing?
FINTRAC guidance calls for client identification records to be retained for at least five years — confirm specifics with your compliance officer. Hivi-X exports approved copies; it does not set retention periods.
Credit file or dual-process identification?
If your brokerage uses the credit file or dual-process method, FINTRAC guidance requires specific details to be recorded (source names, dates, reference numbers). Document per compliance SOP — separate checklist line.
What about unrepresented parties?
FINTRAC guidance was updated effective October 1, 2025 to require identity verification and an information record for unrepresented parties in real estate transactions. Follow your brokerage compliance officer's process.

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hivi-x helps Ontario realtors and teams request ID, income proof, references, consent, and forms in one secure Canadian-hosted workflow — with reusable checklists, client uploads, missing-item tracking, AI summaries, and PDF package export.

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FINTRAC Client ID Records Realtors Ontario | hivi-x