Every dealership needs photo ID and home address for each Director and owner, a quick selfie check, 3 months of business bank statements and proof of what your business does, plus a few company documents depending on your company type.
Your checklist
Every dealership needs:
☐ Photo ID and residential address for every Director and every Ultimate Beneficial Owner (UBO – anyone who owns or controls 25% or more)
☐ A liveness check (a quick selfie check) for the person completing the application
☐ Source of funds: your last 3 months of business bank statements, or your latest audited financial statements
☐ Proof of what your business does: recent invoices, contracts or agreements
Plus the documents for your company type:
Company type | Also upload |
Limited Company (Ltd) | Certificate of Incorporation; Memorandum and Articles of Association (or equivalent company constitution) |
Limited Liability Partnership (LLP) | Certificate of Incorporation; Partnership Agreement; ID and residential address for all Limited Partners |
Limited Partnership (LP) | Partnership Agreement; Proof of Business Address; ID and residential address for all General and Limited Partners |
General Partnership (Unlimited) | Partnership Agreement; Proof of Business Address; ID and residential address for all General Partners |
Sole Trader | Proof of Business Address; the Sole Trader's photo ID, residential address and liveness check |
Only if this applies to you:
☐ You're not a Director (or the Sole Trader): an Authorisation Letter signed by a Director, plus your own ID and liveness check
☐ Your ownership isn't clear from public records: a Declaration of Beneficial Ownership
☐ You're a partnership without a formal agreement: a Partnership Disclosure & Declaration Form (ask the Carwow Wallet team)
☐ A partner is a company, not a person: we'll contact you for details of your partnership structure
☐ You're a new business: you may also be asked for a business plan
Detailed guide
Upload rules for every document
PDF, PNG or JPEG, up to 10MB
No screenshots and no cropped edges – all four corners must be visible
No blur, glare, reflections, watermarks or anything covering the document – turn your camera flash off
Photo ID
A valid passport, driving licence or national ID
The name must match Companies House exactly, including middle names
Chinese citizens must upload a Chinese National ID, front and back
If a Director doesn't want to upload ID, contact us about verifying them electronically instead. See Why do all directors need to provide information?
Source of funds
Full PDF statements downloaded from your online banking – no screenshots or spreadsheets
They must cover 3 consecutive months and have been issued in the last 6 months
The account must be a UK business bank account in your dealership's name
More help: Why were my bank statements rejected?
Proof of what your business does
Recent invoices issued to your customers and received from your suppliers, or a vehicle sales contract signed by a Director
Website screenshots and brochures aren't accepted
The company name and address must match your Carwow Wallet profile
More help: What documents prove what my business does?
Proof of business address
A recent bill or bank statement showing your business's legal name and address
Dated within the last 3 months
Authorisation Letter
Needed if the person applying isn't a Director
On company letterhead, stating your full legal name and that you're authorised to act for the business, signed by an active Director
If your group has legal entities in more than one country or region, you can use one Global Authorisation Letter instead
Templates: Authorisation Letter Template. More help: I'm not a director. How do I get authorised to set up the Wallet?
Declaration of Beneficial Ownership
Needed if our payment partner can't clearly identify who owns your company
List the full name, date of birth, nationality and ownership % of everyone owning 25% or more
If no one owns 25% or more, show the shareholding structure instead
For any company in the ownership chain, include its country of registration and ownership %
On company letterhead, signed by a Director and dated within the last 6 months
Sole Traders and unregistered businesses
Provide recent invoices issued to customers and received from suppliers
If you don't have a business bank account, upload 3 consecutive months of personal statements showing your vehicle trading
Your trading name must match the name on your stock listings
More help: I'm a sole trader. What documents do I need?
Things to know
This list isn't exhaustive. If anything else is needed, the Carwow Wallet team will let you know. See What extra documents might I be asked for?
Want to see what good uploads look like? Check What should my documents look like?
Not VAT registered, or a Director can't provide ID? See What if my business isn't VAT registered or a director can't provide ID?
Need further assistance?
If you have questions or need help, the Carwow Wallet team is available via your preferred channel:
Webform: Submit a support request
Phone: 020 4586 4000 (Select Option 3)
Email: wallet@carwow.co.uk