AML/CTF Process Document and Forms Template – Real Estate Agencies (Australia)

This Process Document and Forms template contains the complete set of working forms referenced throughout the Click Legal AML/CTF Policy (Real Estate). It holds 27 numbered forms across four parts, each cross-referenced to the Policy clause it supports, and is designed to be read together with that Policy and your business risk assessment.

Use this template if you:

• Are a real estate agency providing a brokering service under the tranche 2 reforms
• Have an AML/CTF policy in place and need the forms that sit underneath it
• Need a consistent written record of every due diligence, escalation and reporting decision
• Want form fields you can rebuild inside your existing CRM or case management system
• Run a single employee business and need the conflict of interest variants

It is suited to:

• Real estate agencies of any size, including single employee businesses
• AML/CTF compliance officers who assess escalations and suspicious matter reports
• Customer-facing staff who complete onboarding, verification and review forms
• Directors and senior managers who approve appointments, enhanced due diligence and action plans
• Agencies preparing for an independent evaluation of their AML/CTF policy

What this template covers:

• Personnel forms: roles, assigned responsibilities, due diligence and a statutory declaration checklist (Forms 1 to 6)
• Onboarding and initial CDD, including beneficial ownership mapping, PEP checks and DFAT sanctions checks (Forms 7 to 8)
• Requests to verify counterparty information, enhanced CDD, and source of funds and source of wealth records (Forms 9 to 14)
• Trigger event and periodic reviews set by customer risk rating, at annual, two-yearly and three-yearly intervals (Forms 15 to 16)
• Escalation form and escalation register, counterparty non-cooperation, and unusual activity reporting and review (Forms 17 to 21)
• Policy maintenance triggers and country risk rating updates using the Basel AML Index, FATF listings and DFAT sanctions (Forms 22 to 23)
• Periodic effectiveness testing, independent evaluation responses and the annual report to the governing body (Forms 24 to 26)
• AUSTRAC enrolment checklist, including updating enrolment details within 14 days of a change (Form 27)

You receive an editable Word document with [CLIENT NAME] and [Insert date] fields on the cover page, and every form built as a Word table you can complete on screen, print, or reproduce field for field in your own system. Tailor the forms to your agency's workflows before adoption, and have a suitably qualified AML/CTF adviser review the completed forms for your circumstances.