Every document must be a clear, uncropped PDF, PNG or JPEG under 10MB – no screenshots and no glare. Below are the rules and an example of each document.
Quick Upload Rules
Formats: PDF, PNG, JPEG | Max Size: 10MB
No screenshots, no cropped edges, and no camera flash glare.
Personal Documents
Photo ID
Whose ID is needed: Any Director or UBO (Ultimate Beneficial Owner who owns/controls 25% or more of the company).
What to upload: A valid, government-issued Passport, Driving Licence, or National ID.
Rules for Chinese Citizens: If a Director, UBO, or Partner is a Chinese citizen, you must upload a Chinese National ID (身份证), including clear photos of both the front and back.
How to take the photo: Place the ID flat on a surface in a well-lit room. Do not crop it—all four corners of the document must be visible. Turn your camera flash OFF to avoid glare.
1) Passport example - All Countries
2) Driving Licence example - e.g. UK Driving Licence
3) National ID example - e.g. Hong Kong ID
Business Documents
1. Certificate of Incorporation
What to upload: The official document issued by Companies House proving your company is legally registered.
When you need it: Standard requirement for all Limited (Ltd) companies.
2. Partnership Agreement
What to upload: A legal document outlining roles and ownership between business partners. If your business operates as a Partnership but you do not have a formal agreement, ask the Carwow Wallet team for the blank Partnership Disclosure & Declaration Form to fill out and sign.
3. Proof of Business Address
What to upload: A utility bill or bank statement showing your dealership's legal name and trading address.
Crucial Rule: It must be recently issued (dated within the last 3 months).
Bill example:
Bank Statement example:
4. Authorisation Letter
When you need it: If the person setting up the Carwow Wallet account is not listed as an active Director on Companies House.
How to get it: Use the official Authorisation Letter Template, or the Global Authorisation Letter Template (link below) if your dealership group operates across multiple regions, so your Director can sign it.
5. Declaration of Beneficial Ownership (Ownership Structure)
When you need it: If our payment provider cannot clearly identify who owns your company through public records.
What it must include: A chart or map showing full names, dates of birth, nationalities, and exact ownership percentages of anyone owning 25% or more.
Format: It must be printed on your company letterhead, signed by an active Director, and dated within the last 6 months.
Things to know
Not sure which documents you need? See What documents do I need to open a Carwow Wallet?
Sole Trader or new business? See I'm a sole trader. What documents do I need?
Document rejected? See Why was my ID rejected? or Why were my bank statements rejected?
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