Ultimate Beneficial Ownership (UBO) Explained – What is it and How to Create a Process That Works

The concept of the Ultimate Beneficial Owner (UBO) has moved from a niche concern to a central element of contracts, compliance and due diligence. Whether you’re advising clients on onboarding new customers, hiring a new law firm, negotiating international contracts, or setting up a new corporate entity, understanding UBO requirements is no longer optional – it’s essential.

Failing to understand and address UBO requirements not only leads to significant financial penalties, reputational damage and even legal action. I have also seen that it can slow down many commercial, financial and legal processes. This article ‘Ultimate Beneficial Ownership (UBO) Explained – What is it and How to Create a Process That Works’ provides practical strategies for navigating UBO disclosure – both when requesting information from others and when providing it yourself.

What We Will Cover

This guide addresses five critical aspects of UBO management that business professionals need to understand:

1. UBO fundamentals – What is a UBO and why does it matter in modern business relationships
2. Industry and contract-specific requirements – Which industries need to think about UBO requests and what kind of contracts are involved?
3. Dual-sided strategies – Effective approaches for both requesting and providing UBO information
4. Implementation framework – A five-point system for establishing efficient UBO processes
5. Competitive advantages – How excellence in UBO management creates business opportunities

Understanding UBOs – What Is It Exactly and Why is it Important?

An Ultimate Beneficial Owner is the natural person who ultimately owns or controls a legal entity, even if their name doesn’t appear directly on ownership documents. Typically, this includes individuals who own more than 25% of shares or voting rights, though this threshold may be as low as 10% in some contexts. It also encompasses those who exercise control through other means, such as appointment rights or veto powers. When ownership is widely distributed with no individual meeting these criteria, a senior managing official may be designated as a “pseudo-UBO” for compliance purposes.

The prevalence of UBO requirements in business relationships stems from what can be described as a compliance chain. Initially confined to financial institutions under anti-money laundering regulations, these requirements now cascade through various industries. For example, a payment processor might require UBO information from an e-commerce company, which in turn requests this information from its suppliers, who then include UBO disclosure requirements in their contracts with manufacturers. This chain reaction explains why UBO clauses increasingly appear in contracts across sectors that previously had minimal regulatory oversight.

Legal Framework: Global, EU, and Dutch Requirements

Before we go into the key industries & contracts involved, let us shortly mention the legal framework where these burdensome UBO’s originate from. Many countries and global organizations have implemented a framework to know which measures should be implemented to combat money laundering and terrorist financing. As countries have diverse legal, administrative and operational frameworks and different financial systems, measures to counter these threats differ greatly per country and region.

Global UBO Standards

Globally, most countries have developed UBO standards in response to international initiatives against money laundering and financial crime. While approaches vary by jurisdiction, several organizations, initiatives and common principles have emerged:

• FATF Recommendations (see link): Recommendations (24 and 25) that require countries to ensure transparency regarding beneficial ownership of legal entities
• Varying Implementation: Globally, most countries have established beneficial ownership registries with different thresholds and accessibility levels.
• Accelerated Transparency: The Panama Papers and Paradise Papers revelations exposed how anonymous structures facilitate financial crimes
• Information Sharing: The OECD’s Common Reporting Standard (see link) enables automatic exchange of financial account information between tax authorities
• Compliance Complexity: Multinational companies face a patchwork of requirements necessitating country-specific approaches

European Union Regulatory Framework

The EU has established one of the world’s most comprehensive UBO disclosure regimes, especially under the Anti-Money Laundering Directives (AMLD):

• AMLD: The 4th AMLD required central UBO registries, the 5th mandated public access, and the 6th strengthened enforcement.
• Ownership Definition: A beneficial owner is any natural person who owns or controls at least 25% of shares/voting rights or exercises control via other means.
• Public Accessibility: The 5th AMLD mandated public access to beneficial ownership information for companies and commercial trusts. Due to an EU court ruling, several EU member states, including Luxembourg and the Netherlands, moved to restrict public access to their beneficial ownership registers until legislative adjustments are made.
• Criminal Penalties: The 6th AMLD enhanced criminal penalties for money laundering offenses and expanded corporate criminal liability.
• National Variations: Despite the common framework, implementation varies between member states, creating compliance challenges for cross-border businesses.

The Netherlands: Specific UBO Requirements

The Netherlands implemented the EU’s UBO requirements with specific national provisions:

• UBO Registration Act: Effective September 27, 2020, Dutch entities are required to register UBOs in the Dutch Commercial Register (Kamer van Koophandel)
• Public Information or restricted? It was the intention that the information would be public, but due to privacy (and security) concerns, as written in the previous paragraph, restrictions were set up as to the public availability, also see this link from the Dutch government on this subject: link.
• Verification Duty: Entities must take “reasonable measures” to identify and verify UBOs, maintaining internal records.
• Penalties: Administrative sanctions include fines up to €21,750, with criminal sanctions for intentional violations.
• Updating Requirement: Companies must update UBO information within seven days of becoming aware of any changes.

Key Industries and Contracts Where UBO Matters

The importance of UBO disclosure varies significantly across industries and contract types. While requirements can appear in almost any business relationship, six industries face particularly frequent and stringent UBO disclosure requirements:

List of Industries

1. Financial Services: Banks, payment processors, investment firms, and insurance companies face the most comprehensive regulatory mandates
2. Real Estate: Commercial property transactions, development projects, and property management services
3. Technology: Software providers, cloud services, and cybersecurity companies, especially those handling sensitive data
4. Healthcare & Pharmaceuticals: Medical device manufacturers, pharmaceutical distributors, and healthcare service providers
5. Government Contractors: Companies in defense, infrastructure, public utilities, and other sectors serving government entities
6. Professional Services: Law firms, accounting practices, consulting firms, and other advisors with fiduciary responsibilities

Financial services companies naturally face the most stringent requirements, with banks, payment processors, investment firms, and insurance companies all subject to explicit regulatory mandates. However, several other sectors now routinely encounter UBO requirements in their operations.

Real estate transactions frequently involve UBO disclosure, particularly for commercial property acquisitions and development projects. A commercial real estate firm recently had to delay closing on a major property acquisition because their ownership structure involved multiple layers of holding companies, and the lender required complete UBO transparency before approving financing. Companies in this sector should prepare UBO documentation well before entering into purchase agreements or seeking financing.

Technology companies, particularly those handling sensitive data or providing critical infrastructure services, increasingly face UBO scrutiny. Government contracts almost universally require UBO disclosure, and many enterprise clients now include these requirements in their vendor security assessments. A cybersecurity provider lost a promising government contract because they couldn’t adequately document the beneficial ownership of one of their offshore investment partners within the required timeframe.

In healthcare and pharmaceuticals, UBO requirements appear in various contexts, from hospital system vendor agreements to pharmaceutical distribution contracts. Regulatory concerns about conflicts of interest and the integrity of the healthcare supply chain have intensified focus on ownership transparency. A medical device manufacturer was surprised when a hospital system required UBO disclosure before finalizing a procurement agreement, a requirement that stemmed from the hospital’s compliance policies rather than direct regulatory mandates.

Types of Contracts involved

The types of contracts where UBO disclosure commonly appears include:

1. Financial agreements (loans, investment documents, banking relationships)
2. Government and public sector contracts at all levels
3. Long-term supply or service agreements, particularly in regulated industries
4. Joint venture and partnership agreements
5. Property purchase and lease agreements for commercial real estate
6. Merger and acquisition documentation
7. Distribution agreements, especially cross-border arrangements
8. Software and technology licensing for enterprise solutions

A manufacturing company was caught off-guard when their standard distribution agreement with a European partner suddenly included UBO requirements, delaying their expansion plans by several months. Had they anticipated this increasingly common contractual element, they could have prepared the necessary documentation in advance rather than scrambling to compile it under time pressure.

Managing UBO Requests: The Dual Challenge

Requesting UBO Information Effectively

Many businesses find themselves needing to request UBO information from counterparties. Even a software company we recently advised includes UBO disclosure requirements in their enterprise contracts because their payment processor requires them to identify the UBOs of clients generating significant annual revenue. While the clause appears in their standard contracts, they actively enforce it only for larger clients, creating a tiered approach that balances compliance with practical business considerations.

When requesting UBO information, clarity is crucial. Rather than simply demanding “beneficial ownership information,” specify the ownership threshold that triggers disclosure, the documentation required for verification, how ownership changes should be reported, and the consequences of providing false information. A manufacturing client improved their compliance process by creating a detailed UBO information request form that clearly outlined these requirements, reducing back-and-forth communications and accelerating their onboarding process by nearly 40%.

Providing UBO Information Efficiently

Most businesses will also find themselves needing to provide UBO information to partners, financial institutions, or customers. A technology services provider we work with recently secured a major contract partly because they could provide comprehensive UBO information within 24 hours, while competitors took days or weeks. The client, under pressure to implement a new system quickly, viewed this efficiency as a demonstration of operational excellence and organizational reliability.

The key to responding quickly to UBO requests lies in preparation. Companies that maintain current UBO documentation and have streamlined processes for responding to requests gain a distinct advantage. A distribution company that previously scrambled to gather UBO information when requested implemented a quarterly review process that ensures their documentation remains current, reducing their response time from weeks to hours and eliminating the frantic search for information that previously disrupted operations.

Building an Effective UBO Management Framework

Implementing a structured approach to UBO management can transform a potential compliance headache into a streamlined process. Consider these five essential elements that successful companies have implemented:

1. Centralized ownership intelligence: Maintain a single source of truth for all ownership information, including complex group structures. A multinational technology company created significant efficiencies by consolidating ownership data previously scattered across legal entities into a single database accessible to authorized employees.
2. Proactive disclosure templates: Develop standardized formats for different disclosure requirements. A software company we advised created three different UBO disclosure templates—basic (10% threshold), standard (25% threshold), and comprehensive (includes indirect control)—allowing them to quickly respond to requests with varying requirements.
3. Clear escalation pathways: Establish procedures for handling complex or unusual UBO requests. We helped a retail chain that implemented a tiered approach. Routine requests are handled by their dedicated back office & paralegal team handling UBO requests, while requests involving sensitive jurisdictions or unusual thresholds are escalated to the legal manager and/or senior management.
4. Compliance calendar: Create a schedule of required reviews and updates based on both internal policies and external requirements. A financial services firm avoided penalties by implementing quarterly ownership reviews synchronized with regulatory reporting deadlines.
5. Documentation hierarchy: Establish a clear hierarchy of documentation, from primary sources (share registers, articles of incorporation) to derivative summaries. A Bio-Tech client streamlined their process by maintaining both detailed supporting documentation and executive summaries tailored to different audiences.

Comprehensive Documentation Management

The foundation of effective UBO management is comprehensive, standardized documentation. An international consulting firm created what they call a “UBO passport” – a standardized digital package containing all essential UBO information in formats that satisfy various requesting entities. This package includes a visual representation of their ownership structure, standardized declaration forms for all UBOs, verified identification documents, and supporting evidence of ownership claims.

The firm reviews and updates this package quarterly, ensuring they’re always prepared to respond to UBO requests. When a potential client recently requested UBO information as part of their vendor onboarding process, the firm provided their complete package within hours, impressing the client with their professionalism and accelerating the contract negotiation process.

Establishing Clear Communication Protocols

UBO requests often create urgency because they involve sensitive personal information and complex corporate structures. A real estate development group created an internal UBO communication protocol that specifies exactly who should be contacted when UBO information is required, what information can be shared with whom, and how sensitive documents should be transmitted.

Their protocol includes a designated email address for all UBO-related communications, templates for requesting additional information from shareholders, and secure file-sharing procedures for transmitting sensitive documents. When a banking partner recently requested updated UBO information with a tight deadline, this clear protocol enabled them to gather and provide the necessary information without the confusion and delays that had previously hampered similar requests.

Assigning Dedicated Responsibility

UBO compliance requires dedicated responsibility and clear accountability. A manufacturing client previously experienced significant delays in contract negotiations because their UBO information was scattered across different departments with no clear ownership. By designating their corporate counsel as the “UBO officer” with authority to maintain and provide this information, they reduced their response time from weeks to days.

In smaller organizations, this responsibility might fall to the CFO or general counsel, while larger entities might have a dedicated compliance function. Regardless of company size, having at least one backup person familiar with UBO processes ensures continuity during absences. A technology company implemented this approach after losing a potential partnership when the only person familiar with their UBO documentation was unavailable during a critical negotiation period.

Implementing Regular Review Processes

UBO information isn’t static – ownership structures change, controlling interests evolve, and regulatory requirements update. A financial services firm implemented a monthly UBO review process after experiencing a significant compliance issue when a major shareholder’s reorganization wasn’t properly reflected in their UBO documentation. This proactive approach has prevented similar issues and demonstrated their commitment to regulatory compliance to partners and regulators alike.

When you set up an Effective review processes, include scheduled periodic reviews (even when no changes are known). These reviews ensure that, whenever there’s a shift in ownership or control, the necessary reporting is up to date. A healthcare technology company avoided potential regulatory penalties by identifying a previously undisclosed beneficial owner during one of their quarterly reviews, allowing them to update their regulatory filings before an upcoming audit.

Leveraging Appropriate Technology

For companies with complex ownership structures or frequent UBO requests, technology can significantly enhance efficiency. An international retail group implemented a dedicated UBO management module in their compliance system that allows them to track UBO information, set automated review reminders, and quickly generate reports in various formats requested by different partners and regulators.

Technology solutions might include centralized document management systems with appropriate access controls, automated verification tools that check UBO information against public records, workflow tools to track requests and approvals, and calendar systems for review reminders. Even smaller companies can benefit from relatively simple technological approaches, such as encrypted storage systems for sensitive documents and standardized digital templates for UBO information.

From Compliance Burden to Strategic Advantage

Companies that excel at UBO management transform what many view as a regulatory burden into a strategic advantage. A private equity firm noted that they give preferential consideration to investment opportunities where the company can quickly provide accurate UBO information. To them, it indicates not only regulatory compliance but also good governance and organizational discipline – qualities that significantly impact investment decisions.

Speed in providing UBO information can be particularly valuable in time-sensitive transactions. A technology services provider recently won a significant contract partly because they could provide comprehensive UBO information immediately, while their competitors required days to gather the same information. The client, facing tight implementation deadlines, viewed this efficiency as a positive indicator of the provider’s overall operational excellence.

Beyond speed, transparency in UBO matters builds trust with partners, clients, and regulators. A pharmaceutical distribution company that had previously been hesitant to disclose ownership information found that their new proactive approach to UBO transparency actually opened doors to partnerships with larger organizations that valued their clear governance structures and compliance mindset.

Conclusion

Structured Approach

UBO requirements have become a standard feature of the business landscape. Rather than treating these requirements as a burden or an afterthought, forward-thinking companies implement structured approaches that turn UBO compliance into a business advantage. By developing comprehensive documentation, establishing clear communication protocols, assigning dedicated responsibility, implementing regular review processes, and leveraging appropriate technology, organizations can transform UBO compliance from a source of delay into a demonstration of operational excellence.

Proactive Approach

Whether you’re requesting UBO information from others or providing it in response to contractual requirements, a proactive approach will save time, reduce risk, build trust, and potentially give you an edge in competitive situations. In today’s complex regulatory environment, effective UBO management isn’t just about compliance – it’s about strategic business advantage.

About AMST Legal

At AMST Legal, we provide advice how to improve your (legal) processes. Compliance work – like UBO requests – is part of that. Contact us at lowa@amstlegal.com or book a meeting here for help with your legal (compliance) framework.