Money-Laundering-Guidance

Legislation	Paragraph Location	Page location
Proceeds of Crime Act (2002)	1.1.11-1.1.33	Link to section
Terrorism Act (2000)	1.2.1-1.2.22	Link to section
Bribery Act (2010)	1.3.1-1.3.18	Link to section
Financial Sanctions	1.4.1-1.4.7	Link to section

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PART 1

LEGISLATION
PROCEEDS OF CRIME ACT (2002)
Definitions

An important first step in understanding POCA is understanding the breadth of the definitions used in the Act.

Criminal conduct

1.1.2 For both UK conduct and overseas conduct it is irrelevant when the conduct occurred.

(a) UK conduct

Criminal conduct is conduct which constitutes an offence in any part of the UK.

(b) Overseas conduct

1.1.3 Conduct which occurs overseas that would be a criminal offence if it occurred in the UK, however:

(a) It does not include conduct that would constitute an offence in the UK under the Gaming Act 1968, the Lotteries & Amusements Act 1976 or section 23 or section 35 of the Financial Services and Markets Act 2000, or
(b) (i) Conduct which occurred overseas where it is known or believed on reasonable grounds that the relevant conduct occurred in a particular country or territory outside the UK, and
Such conduct was in fact not unlawful under the criminal law then applying in that country or territory.

1.1.4 However, the exemption in (b) will not apply to overseas criminal conduct if it would attract a maximum sentence in excess of 12 months imprisonment were the conduct to have occurred in the UK.

Criminal property

1.1.5 Property which is, or represents, a person's benefit from criminal conduct where the alleged offender (money launderer) knows or suspects that it is such. Property is all property wherever situated and includes:

Money;
All forms of property, real or personal, heritable or moveable;
Things in action and other tangible or incorporeal property.

NOTE:
Estate agents need to remember that criminal property isn't limited to Currency, or to real or other property bought outright without the aid of mortgage. See Question 2 of Part 1.

The principal offences

1.1.6 All property professionals are at risk of committing these offences, although there are defences available:
(a) Section 327- Concealing, disguising, converting, transferring, and removing criminal property.
(b) Section 328- Entering into an arrangement which you know or suspects facilitates (by whatever means) the acquisition, retention, use or control of criminal property by or on behalf of another person.
(c) Section 329- Acquiring, using or taking possession of criminal property.

NOTE:
1.1.7 Property professionals may commit any of these offences by facilitating transactions, including by facilitating negotiations. A money laundering offence can be committed without actually handling the criminal property.

Penalty

1.1.8 Maximum 14 years custody and/or a fine.

Defences

1.1.9 It is a defence to all three principal offences if an authorised disclosure is made. A SAR is one type of authorised disclosure. If an authorised disclosure (SAR) is made before any money laundering takes place then appropriate consent is required before the 'prohibited act' takes place. See paragraph 1.1.15 for information about SARS made after prohibited acts.

1.1.10 Who should apply for appropriate consent and who can grant it differs for property professionals who are inside or outside the Regulated Sector, see Appendices 2 and 3.

1.1.11 It is very important to seek consent as soon as knowledge or suspicion of money laundering is formed as this will prevent the transaction being delayed and minimise any risk of tipping off / prejudicing an investigation, see paragraphs 1.1.28 - 1.1.33 and 1.2.17 - 1.2.19.

1.1.12   There is a statutory timetable for appropriate consent:
(a)          Notice Period
7 working days (excluding weekends and bank holidays) to either give or refuse appropriate consent for the prohibited act. The first day is the business day following the day when the SAR was submitted. If no response is received by the end of the Notice Period the prohibited act may continue.
(b)          Moratorium Period
If consent is refused during the Notice Period the reporter must wait up to 31 days (including weekends and bank holidays) before undertaking the prohibited act. If no response by the end of the Moratorium Period the prohibited act may continue.

1.1.13 As appropriate consent is structured around a strict timetable. MLROs are advised to keep a record of when they submit a SAR to SOCA, see Question 18 of Part 1 for more information about how to make a SAR. SARs submitted electronically automatically generate an emailed receipt.

1.1.14 Although property professionals should seek appropriate consent it is important to remember that consent is not an absolute defence and therefore the provision of consent may not prevent a prosecution for money laundering if the system has been cynically misused. One of the reasons why appropriate consent may be refused is if there are concerns that the reporting party has made multiple reports about the same suspected person. In these circumstances the decision to keep acting for the suspected person may be brought into question. Details of how decisions are reached on appropriate consent is available from Home Office circular 029/2008, Proceeds of Crime Act 2002: obligations to report money laundering- the consent regime: Home Office Circular

1.1.15 Authorised disclosures, including SARs, can also be made after the money laundering has occurred if there is a good reason for his failure to make the disclosure before he did the act, and the disclosure is made on his own initiative and as soon as practicable for him to make it. It is uncertain what may constitute good reason.

1.1.16 There is also a defence if the person intended to make a disclosure but has a reasonable excuse for not doing so. This defence is untested in law.

1.1.17 There is also an additional 'adequate consideration' defence for the Section 329 offence. This defence applies when consideration is paid for goods or services as part of a legitimate arms length transaction. The defence applies to proper charges for services provided.

Failure to Report Offences

Section 330: Failure to disclose: Regulated Sector

1.1.18 A person commits this offence if he knows or suspects, or there were reasonable grounds for knowing or suspecting, as a result of business in the Regulated Sector, that another person is engaged in money laundering but he does not make a protected disclosure, such as a SAR.

1.1.19 There is a defence if a person accused of this offence has a reasonable excuse for not making a SAR, or the person did not know or suspect and not been provided with the training required by the MLR.

1.1.20 In deciding whether a person committed this offence a court must consider approved guidance, see Question 6 of Part 1.

Section 331: Failure to disclose: nominated officers in the Regulated Sector

1.1.21 An MLRO in the Regulated Sector commits an offences if he knows or suspects, or has reasonable grounds for knowing or suspectingthat another person is engaged in money laundering (and this resulted from a disclosure made to them under section 330) but the MLRO does not make a protected disclosure, such as a SAR.

1.1.22 There is a defence if a person accused of this offence has a reasonable excuse for not making a SAR.

1.1.23 In deciding whether a person committed this offence a court must consider approved guidance.
Section 332: Failure to disclose: other nominated officers

1.1.24 An MLRO outside of the Regulated Sector commits an offence if he knows or suspects that another person is engaged in money laundering ( as a result of an internal disclosure made to him by a colleague) but he does not make a protected disclosure, such as a SAR.

1.1.25 There is a defence if a person accused of this offence has a reasonable excuse for not making a SAR.

NOTE:
1.1.26 An MLRO outside of the Regulated Sector would be voluntarily appointed.

Penalty

1.1.27 Maximum of 5 years custody and/or a fine.

Tipping Off/Prejudicing an investigation offences

Section 333A: Tipping Off: Regulated Sector

1.1.28 A person in the Regulated Sector commits an offence if he reveals that a SAR has been made or reveals that a money laundering investigation is being contemplated or carried out. The offence relates to situations where the information came to the revealing person in the course of business in the Regulated Sector. If the information relates to a SAR then offence is not committed if the person does not know or suspect that revealing the information would be likely to prejudice such an investigation related to the SAR.

1.1.29 However there are a number of defences including not knowing or suspecting that revealing the information would be likely to prejudice an investigation. It is not an offence to disclose this information internally within the same firm.

Section 342: Offences of prejudicing an investigation

1.1.30 It is an offence to prejudice an investigation if a person knows or suspects that an investigation is, or is about to be conducted.

1.1.31 Those outside the Regulated Sector can commit this offence if they reveal information likely to prejudice an investigation. Anybody can commit the offence by falsifying, concealing, or destroying documents relevant to investigations.

Penalty

1.1.32 Maximum 5 year's custody and/or a fine.

NOTE:

1.1.33 The case of Jayesh Shah v HSBC Private Bank (UK) Limited [2010] EWCA Civ 31 has highlighted that in limited circumstances a court may be prepared to require authors of SARs to give evidence of the fact that they held a suspicion. It may be that by the time of any trial the dust may have settled sufficiently that tipping off issues are no longer relevant.

1.1.15 Authorised Disclosures, including SARs, can also be made after the money laundering has occurred if there is a good reason for his failure to make the disclosure before he did the act, and the disclosure is made on his own initiative and as soon as practicable for him to make it. It is uncertain what may constitute good reason.

1.1.16 There is also a defence if the person intended to make a disclosure but has a reasonable excuse for not doing so. This defence is untested in law.

Failure to Report Offences

Section 330: Failure to disclose: Regulated Sector

1.1.20 In deciding whether a person committed this offence a court must consider approved guidance, see Question 6 of Part 1.

Section 331: Failure to disclose: nominated officers in the Regulated Sector

1.1.22 There is a defence if a person accused of this offence has a reasonable excuse for not making a SAR.

1.1.23 In deciding whether a person committed this offence a court must consider approved guidance.
Section 332: Failure to disclose: other nominated officers

1.1.25 There is a defence if a person accused of this offence has a reasonable excuse for not making a SAR.

NOTE:
1.1.26 An MLRO outside of the Regulated Sector would be voluntarily appointed.

Penalty

1.1.27 Maximum of 5 years custody and/or a fine.

Tipping Off/Prejudicing an investigation offences

Section 333A: Tipping Off: Regulated Sector

Section 342: Offences of prejudicing an investigation

1.1.30 It is an offence to prejudice an investigation if a person knows or suspects that an investigation is, or is about to be conducted.

Penalty

1.1.32 Maximum 5 year's custody and/or a fine.

NOTE:
1.1.33 The case of Jayesh Shah v HSBC Private Bank (UK) Limited [2010] EWCA Civ 31 has highlighted that in limited circumstances a court may be prepared to require authors of SARs to give evidence of the fact that they held a suspicion. It may be that by the time of any trial the dust may have settled sufficiently that tipping off issues are no longer relevant.

TERRORISM ACT (2000)

Definitions
1.2.1 An important first step in understanding the TACT is understanding the breadth of definitions which are used in the Act.

Terrorism
1.2.2 The use or threat of action where the use or threat is designed to influence the government or to intimidate the public or a section of the public, and the use or threat is made for the purpose of advancing a political, religious or ideological cause. This may involve:

Serious violence against a person;
Serious damage to property;
Endangering a person's life, other than that of the person committing the action;
Creating a serious risk to the health or safety of the public or a section of the public; or
Intending to seriously interfere with or seriously disrupt an electronic system.

Terrorist property
1.2.3 Terrorist property is:

Money or other property which is likely to be used for the purposes of terrorism ( even if its original source is legal); or
Proceeds of the commission of acts of terrorism.

Principal Offences

Section:15 Fundraising

1.2.4 It is an offence to be involved in fundraising if you have knowledge or reasonable cause to suspect that the money or other property raised may be used for terrorist purposes. You can commit the offence by:

Inviting others to make contributions;
Receiving contributions; or

Making contributions towards terrorist funding, including making gifts and loans.

Section 16: Use and possession

1.2.5 It is an offence to use or possess money or other property for terrorist purposes, including when you have reasonable cause to suspect they may be used for these purposes.

Section 17: Arrangements

1.2.6 It is an offence to become involved in an arrangement which makes money or other property available to another if you know, or have reasonable cause to suspect it may be used for terrorist purposes.

Section 18: Money laundering

1.2.7 It is an offence to enter into or become concerned in an arrangement facilitating the retention or control of terrorist property by, or on behalf of, another person including, but not limited to the following ways, by:

Concealment;
Removal from the jurisdiction; or
Transfer to nominees.

1.2.8 There is a defence to the section 18 offence if you did not know, and had no reasonable cause to suspect that the arrangement related to terrorist property.

Defences

Section 21: Cooperation with the police and arrangements with prior consent

1.2.9 A person does not commit an offence under sections 15 - 18 if he is acting with the express consent of a Constable.

Disclosure after entering into arrangements

1.2.10 It is possible to make a disclosure if you are already involved in a transaction or arrangement involving terrorist financing so long as there is a reasonable excuse for failure to make a disclosure in advance. However reporting in advance is preferable.

Reasonable excuse for failure to disclose

1.2.11 There is also a defence if you intended to make a disclosure but have a reasonable excuse for failing to do so.

Penalty

1.2.12 Maximum 14 year's custody and/or a fine.

Failure to disclose offences

Section 19: Failure to disclose

1.2.13 If a person believes or suspects that another person has committed an offence under any of sections 15 to 18, and bases his belief or suspicion on information which comes to his attention in the course of a trade, profession, business or employment, the person commits an offence if he does not disclose to a Constable as soon as is reasonably practicable:

His belief or suspicion; and
The information on which it is based

Section 21A: Failure to disclose: Regulated Sector

1.2.14 A person commits an offence if he knows or suspects, or has reasonable grounds for knowing or suspectingthat another person has committed or attempted an offence under any of Sections 15 to 18 of TACT, and the information or other matter on which knowledge of suspicion is based or which gives reasonable grounds for such knowledge or suspicion, came in the course of business in the Regulated Sector.

Defences:

1.2.15 Section 19 and Section 21A have defences of reasonable excuse, or an internal report has been made in accordance with employer's procedures.

Penalty
1.2.16 Maximum 5 year's custody and/or fine.

Tipping Off Offences

Section 21D: Tipping off Regulated Sector.

1.2.17 It is an offence to reveal to a third person that a SAR has been made if revealing the information might prejudice any investigation that might be carried out as a result of the SAR. It is also an offence to reveal that an investigation into allegations relating to terrorist property offences is being contemplated or carried out if revealing the information is likely to prejudice that investigation.

1.2.18 However,it is not an offence if the disclosure is within the same firm.

Penalty
1.2.19 Maximum 2 year's custody.

Note:
1.2.20Under the TACT the Home Secretary may proscribe an organisation if they believe it is concerned in terrorism. The Home Office maintains a list of proscribed organisations which can be found at Home Office.

1.2.21 Proscription makes it a criminal offence for a person to belong to or invite support for a prescribed organisation. It is also a criminal offence for a person to knowingly arrange a meeting to support a prescribed organisation, or to wear clothing or to carry articles in public which arouse reasonable suspicion that they are a member or supporter of the prescribed organisation.

1.2.22 Proscription means that the financial assets of the organisation become terrorist property and can be subject to freezing and seizure. If property professionals deal with proscribed organisations they must be particularly aware of the offences under TACT outlined at paragraphs 1.2.1 - 1.2.16.

Bribery Act 2010

1.3.1 Bribery is related to money laundering, professional ethics, and good corporate governance. Abiding by the ethical rules which apply to your profession and/or your membership of a professional or trade body is one of the ways to avoid getting into trouble, although it may not be a complete solution.

1.3.2 The new offences cover the briber and the bribed, plus there is a specific offence of bribing a Foreign Public Official and an offence for corporates which fail to prevent bribery.

1.3.3 Bribes are defined widely as a financial or other advantage. A bribe can be of low or high value. Matters such as promotional expenses and hospitality must be analysed in the context of the Bribery Act, although transparency, proportionality, and the companies' adequate procedures, are likely to be taken into consideration by prosecuting authorities. See paragraph 1.3.10.

Section 1: Bribing another person

1.3.4 Where a person, or third party acting on their behalf, gives, promises or offers a bribe to another person to perform improperly a relevant function or activity, or to reward a person for the improper performance of such a function or activity, or where the briber knows or believes that the acceptance of the bribe in itself constitutes the improper performance of a function or activity. It is irrelevant whether the person to whom the advantage is offered is the same person who it is intended will perform the function improperly.

Section 2: Being bribed

1.3.5 Where a person, or a third party acting on their behalf, requests, agrees to receive or accepts a bribe to perform a relevant function or activity improperly. It is irrelevant whether the recipient receives or accepts the advantage directly or through a third party, or whether it is for the potential recipients benefit, or for the benefit of a third party.

NOTE:

1.3.6 A section 1 or 2 offence is committed if the expectation of the briber/ person bribed is for a function or activity to be performed in breach of good faith, impartially, or a position of trust. This will be judged according to UK reasonable standards even if the offence takes place overseas. Overseas customs will not be taken into consideration unless bribes are permitted by local written law.

Section 6: Bribery of a Foreign Public Official

1.3.7 Where a person, or a third party acting on their behalf, offers, promises or gives a bribe to an FPO in an attempt to influence them in their capacity as a FPO and obtain or retain a business advantage. It is irrelevant whether the influence intended or received is within the scope of the FPOs' actual authority. However, it is not bribery if FPO is permitted or required by law to be influenced by financial or other advantages (this excludes local custom or tolerance).

NOTE:
1.3.8 Sections 1, 2 or 6 not only cover offences carried out in the UK but also overseas provided the accused person is a British national or ordinarily resident in the UK.

Section 7: Corporate offence of failure to prevent bribery

1.3.9 A UK commercial organisation can be found guilty of bribery where someone associated with the organisation is found to have bribed another person with the intention of obtaining or retaining business, or an advantage in the conduct of business.

1.3.10 However, there is a defence if the company can show that it had adequate procedures designed to prevent bribery The Secretary of State will be issuing guidance on adequate procedures which will be available from the web site for the Ministry of Justice: www.justice.gov.uk. Transparency International has also issued guidance on adequate procedures: www.transparency.org.uk

NOTE:
1.3.11 This is a strict liability offence: intention or knowledge are not required.

1.3.12 An associated person is somebody performing services on the corporate's behalf. An associated person's capacity does not matter and therefore an associated person may be the corporate's employee, agent or subsidiary, or a person over whom corporate has not direct control.

1.3.13 Both of the following categories of company can commit a section 7 offence:

UK entities that conduct business in the UK or elsewhere; and
Any corporation, wherever formed, which carries on business or part of a business in the UK.

1.3.14 An overseas company that carries on any business in the UK could be prosecuted for failure to prevent bribery even when the bribery takes place wholly outside the UK and the benefit or advantage to the company is intended to accrue outside the UK. For this reason adequate procedures should apply worldwide and to all persons associated with a company.

1.3.15 US companies must note that although facilitation payments are exempt under the US Foreign Corrupt Practices Act, they are not exempt under the Bribery Act.

Penalty

1.3.16 For individuals a maximum10 years imprisonment plus an unlimited fine.

1.3.17 Senior officers (such as a director, manager, secretary or similar officer) are personally criminally liable if they have consented to or connived in bribery. However, if the offence is committed wholly outside the UK, then the senior officer may only be prosecuted if they have a close connection with the UK, including being a British citizen or ordinarily resident in the UK, or they are a body incorporated in the UK.

1.3.18 Convicted commercial organisations may face unlimited fines. In addition they may be debarred from tendering for government contracts, under Article 45 of the EU Public Sector Procurement Directive 2004.

Financial Sanctions

1.4.1 Everybody in the UK must comply with the UK financial sanctions regime, whether they work inside or outside of the Regulated Sector. There is an absolute requirement on UK persons to comply with these obligations, although it is for such persons to determine the systems and controls that they consider are necessary to guard against the possibility of breaching the prohibitions. Practical compliance needs to be demonstrated by the retention of appropriate records.

1.4.2 To facilitate compliance HM Treasury provides a consolidated list of financial sanctions targets which consists of the names of individuals and entities that have been listed by the United Nations, European Union, and/or United Kingdom under legislation relating to a specific financial sanctions regime. Where there is a legal basis for an asset freeze in the UK, the name of the target will be included in the consolidated list.

1.4.3 Most financial sanctions are set out in statutory instruments and/or EC regulations relating to the specific regime, including the Al Qaida and Taliban (Asset Freezing) Regulations 2010. The Terrorist Asset-Freezing etc. Act 2010 covers terrorism related asset freezes. The offences imposed can be broadly described as:

Dealing with the funds or economic resources of a designated person
Making funds or economic resources, or in the case of terrorism financial services, available directly or indirectly to a designated person
Making funds or economic resources, or in the case of terrorism financial services, available for the benefit of a designated person.
Knowingly and intentionally participating in activities that would directly or indirectly circumvent the financial restrictions, enable or facilitate the commission of any of the above offences.

1.4.4 In respect of each prohibition knowledge or reasonable cause for suspicion are key to determining whether the prohibition has been breached.

1.4.5 In addition to asset freeze measures, there are additional restrictions in relation to Iran including prohibitions on the provision of insurance and reinsurance and prior notification/authorisation requirements in relation to transfers of funds to and from Iranian persons, entities or bodies.

1.4.6 HM Treasury has the power to grant licences exempting certain transactions from financial sanctions. Licence requests are considered by HM Treasury on a case by case basis against the licensing criteria set out in the relevant legislation and to ensure that there is no risk of funds being diverted for terrorism. Also see Appendix 4 for information about how to obtain a licence from HM Treasury.

1.4.7 The penalties for a breach of financial sanctions are set out in each statutory instrument or the Terrorist Asset-Freezing etc. Act 2010. A person guilty of an offence is liable on conviction to imprisonment and/or fine. The maximum term of imprisonment is currently seven years or two years in the case of Statutory Instruments providing penalties for breaches of EU Regulations.

US citizens are also subject to US sanctions, whoever they work for and wherever they work.

PART 1
Frequently Asked Questions

What is money laundering?

Money laundering can be committed by criminal's intent on disguising proceeds which they have obtained from acquisitive crimes. In other words money laundering can be the process by which the true source and ownership of the proceeds of crime is changed so that they appear to come from a legitimate source. Money laundering can take place through a web of transactions, perhaps involving multiple accounts and overseas transactions, which it may be difficult for the police to follow.

However, money laundering can be far less sophisticated, involving small amounts of criminal property arising from omissions and false disclosures, such as tax evasion or criminal property obtained as a result of mortgage fraud. In cases of suspected current or historic mortgage fraud by persons regulated by the FSA you may report to the FSA and lenders as well as to SOCA.

Money laundering can be limited to a single transaction and money laundering doesn't necessarily alter the visibility or otherwise of the dirty money to law enforcement, e.g. swapping one property for another can constitute money laundering

2. What is criminal property?
Criminal property which is, or represents, a person's benefit from criminal conduct, where the alleged offender knows or suspects that it is such. Property includes all property whether situated in the UK or abroad, including money, real and personal property, things in action, intangible property and an interest in land or a right in relation to any other property. Any type of acquisitive crime which takes placed in the UK gives rise to criminal property and therefore money laundering. However, special rules apply if the underlying crime took place overseas; see the definition of 'criminal conduct' at paragraphs 1.1.2 - 1.1.4

Criminal property is often mixed with legitimate funds or other assets, but this does not alter its illegal status. Although outright purchases made with Currency can be a warning sign of potential money laundering, criminal property can take many other forms such as improperly obtained mortgage funds. Remember that a money laundering offence can be committed by a property professional without actually handling the criminal property.

3. What is knowledge or suspicion of money laundering?
POCA does not define knowledge or suspicion. However, the courts have defined knowledge means actual knowledge and therefore knowing something to be true.

The test for suspicion is subjective, i.e. the person must be suspicious themselves. Suspicion falls short of proof based on firm evidence, but it is more than mere speculation.

4. What are reasonable grounds to suspect money laundering?
The objective definition of suspicion could be met when there are demonstrated to be facts or circumstances from which a reasonable person engaged in a business subject to the MLR would have inferred knowledge, or formed the suspicion, that another person was engaged in money laundering.

The Regulated Sector is expected to have the knowledge that a reasonable person in their position and sector would have. For example property professionals in the Regulated Sector are not expected to have the same knowledge on, say, tax affairs as an accountant would, nor the same legal knowledge as a solicitor, but they would be expected to exercise a reasonable level of care and diligence, and be able to demonstrate that they took reasonable steps in the particular circumstances, in the context of a risk-based approach, to know the Customer and the rationale for the transaction, activity or instruction.

5. What is the best way of avoiding criminal offences?
The MLR are preventative measures intended to help avoid or spot potential or actual money laundering. Some property professionals have a legal obligation to comply with the MLR, see Part 2 and Appendix 5.

As property professionals are subject to the primary legislation outlined in Part 1 of this guidance and therefore they should assess the risks of these issues arising in their business. This means thinking about the risk of the services provided in broad terms, and about the specific risks posed by particular individuals and transactions. Information obtained as a result of routine enquiries can be helpful and relevant, e.g. Why do you wish to move? What do you do for a living? Property professionals must use their professional judgement when determining the depth of their enquiries, and provided the enquiries are sensible and subtle they will not constitute tipping off. It may also be useful to use other sources of information, e.g. the internet.

The best approach is to combine all that is known about an individual or entity when making a judgement as to the level of risk they pose. Sufficient must be known to enable that which is unusual for that particular Customer in the ongoing course of business to be identified as such.

6. What is the status of this guidance?
It is very likely that this guidance will be taken into consideration by a prosecuting authority in their decision whether or not to prosecute a member of one of the co- authoring organisations for a criminal offence of money laundering, and by any court considering whether to convict a member of such an offence. It may also be taken into consideration by anti money laundering supervisors in relation to alleged breaches of the Money Laundering Regulations, and by disciplinary panels of the co-authoring organisations.

However, to provide added certainty for members this guidance will be submitted to HM Treasury for formal approval.

Approved guidance is issued by a supervisory authority or by any other appropriate body. For relevant supervisory authorities see Appendix 5. Professional associations and trade bodies such as NFOPP, RICS, ARP, and ARMA, are appropriate bodies. Approved guidance must be published in an appropriate manner, which usually means it will be publically available.

For the purposes of section 330(8) and section 331(7) of POCA, and ML Regulation 45(8).

7. What do I need to bear in mind when seeking appropriate consent?
The wording of the SAR needs to be sufficiently wide to cover all anticipated prohibited acts, e.g. if a Lettings Agent needs appropriate consent to continue to receive rent on a monthly basis then the agent will need to make this clear in their SAR. If the SAR relates to lettings it may help to let SOCA know the rent and the length of the lease.

Be aware of the timetable for appropriate consent, see paragraph 1.1.12. It is preferable to request appropriate consent in good time, bearing in mind the statutory timetable for appropriate consent as well when things are likely to happen in practical and commercial terms. However, if you require consent urgently then make this clear in your SAR and explain the urgency.

The best way to avoid tipping off or prejudicing an investigation is to make SARs as soon as practicable However, if you run into difficulties then seek guidance from your professional body.

8. My firm regularly receives amateurish faxes and emails which make outlandish claims of enormous profit for relatively little investment, or requesting disclosure of bank account details so that monies can be deposited by unknown third parties. Should I be making SARs about this?
Transactions, or proposed transactions, as part of '419' scams are attempted advance fee frauds and not money laundering. Therefore they not reportable under POCA or TACT, unless the fraud is successful and the firm is aware of resulting criminal property.

9. Is tax evasion relevant to money laundering?
Yes. Evasion of any UK tax is a criminal offence and therefore is one of the underlying crimes that can lead to money laundering. For this reason property professionals need to be wary when property prices are set just below a stamp duty threshold, perhaps by manipulating the purchase price for fixtures and fittings.

Although purchasing property or land, especially woodland, can be a legitimate way to mitigate inheritance tax, property professionals need to be careful that this provision is being exercised legitimately.

Similarly if the suspected evasion is of taxes outside the UK, in circumstances which would be a criminal offence if the conduct occurred in the UK, this should also be reported unless you know or believe on reasonable grounds that the activity is lawful under the criminal law applying in the relevant country, and if carried out in the UK the activity would attract a maximum sentence in the UK of less than 12 months, see paragraphs 1.1.2 - 1.1.4.

A good way for property professionals to make sure they aren't getting involved in with anything illegal is to ask to see the tax advice which has prompted the transaction.

10. How can money laundering occur in property transactions, or how can property professionals come to know or suspect money laundering?
The broad definition of money laundering in POCA increases the risk of property professionals getting involved in money laundering. For this reason it is necessary for property professionals to be wary of all types of crime that may be connected to the sale and purchase, or letting, of property. These crimes may be related to the financing of these transactions, or to the illegal use of the property.

It is also important to appreciate that the obligation to make SARs relates to money laundering by Customers, counterparties, and others. The obligation is not limited to Customers.

The examples given below are intended to assist property professionals with their own risk assessments but they are not exhaustive:

Criminal property can be used as full or partial consideration for the purchase of a property, or to pay rent, e.g. proceeds of drug dealing, prostitution, or human trafficking;

Funds provided by Financial Institutions may not be legitimate if they have been obtained as a result of mortgage fraud; and
If a Landlord isn't complying with the legal requirements (which may amount to a criminal offence if breached) the funds saved may be criminal property e.g. breach of the Housing Health and Safety Rating System

Remember it doesn't matter when the crime occurred, so even if the crime occurred before a property professional was instructed it is a factor which must be taken into account.

Question 11 of Part 1 below outlines some warning signs of money laundering, and property professionals should also take into consideration the information available on the OFT and SOCA's web sites, e.g. SOCA's document entitled Identifying Risks to your Business & Reporting Suspicious Activity which is available from OFT Leaflet.

11. What is tipping off/prejudging an investigation?
Provided matters are handled sensitively these offences are not committed by:

Making normal enquiries;
A standard paragraph in all terms of business about money laundering, including the need to fulfil Customer due diligence checks, and also outlining that property professionals are subject to legal requirements to report money laundering or terrorist financing and in these circumstances the usual duties of disclosure to Customers and counterparties may be altered; and
Refusing to act for a Customer.

Questions which are sensibly put and which do not refer directly to criminality are unlikely to be tipping off/prejudicing an investigation. Failure to accept instructions is similarly not tipping off provided the reasons given for refusal are sensible. However, passing on an offer to purchase or rent a property may, in some circumstances, risk committing a tipping off or prejudicing an investigation offence. Dependent upon when knowledge or suspicion is formed the right course of action may be to make a SAR and seek appropriate consent to pass on the offer, or if a SAR has already been made, or you are aware of an ongoing investigation, then another course of action is to seek guidance from the authorities about whether it is safe to pass on the offer.

12. Will my report remain confidential?
The Home Office Circular 53/2005 provides some assurances for reporters about the confidentiality of their reports, see home office circular. Normally names of employees do not have to be forwarded by the MLRO to SOCA.

13. What risks should I look out for to help me and my colleagues spot suspicious behaviour?
Risk can be categorised into country or geographic risk, Customer risk, and transaction risk.

Some warning signs are set out below but this is by no means an exhaustive list and neither are the circumstances noted automatically suspicious, but they are general indicators of what could be suspicious dependent upon the surrounding circumstances.

Transactions which are not at arm's length /not between independent parties;
No apparent reason for using the firm, e.g. the scale of the transaction or location of the property suggests that another firm would have been better placed to act;
Part or full settlements in Currency. This could indicate tax evasion , or avoidance of a confiscation order, insolvency, or a matrimonial settlement;
Request that the estate agent or auctioneer hold large sums of money in their Client Account for no apparent reason, which is then refunded;
Customer or Counterparty declines services or facilities that they should find attractive. This may indicate a bogus transaction;
Undertaking Customer due diligence is difficult. Is their reluctance justifiable, or exaggerated and defensive?

Customers and counterparties are unable or reluctant to provide information about the source of their funds/provenance of funds when this is requested. Although this is not a compulsory requirement for all transactions, in higher risk situations property professionals may wish to seek this information;

Use of intermediaries without any justification and in order to hide involvement;
Funds from the sale or rental of a property being sent to a high risk jurisdiction or to an unknown third party;
Significant and unexpected improvement in financial position, e.g. buyers are unable to give any proper explanation for their increased funds;
Sales at prices which are significantly above or below market price, or a transaction which appears uneconomic or inefficient;
Pattern of the transaction inexplicably changes;
Transaction progresses at an unusual speed- beware of requests for unusually or unnecessarily expedited transactions;
Successive transactions, especially of the same property in a short period of time with unexplained changes in value;
Introduction of unknown parties at a late stage of transactions;
Property value is not in the profile for the consumer;
Unusual sources of funding , e.g. use of complex loans or other obscure means of finance;
There are unexplained changes in financial arrangements;
Owner/Landlord/builder is not fully complying with their legal obligations this may result in a saving. If the relevant legal obligation is criminalised if breached this saving may represent criminal property and therefore money laundering.

14. How can property professionals become involved in bribery?
Property professionals can be vulnerable to bribes because of the role they play in facilitating transactions and in checking that owners or builders are complying with the applicable legislation, e.g. property professionals may be offered bribes to provide false certifications of compliance, or to improperly influence planning decisions, or to over or under value a property, or in the case of block and facilities managers to unfairly award maintenance contracts.

Overseas construction projects, including engineering projects, which involve countries where bribery is an acceptable way to do business, including bribery of public officials, may be particularly vulnerable. Hydrographic, minerals and waste management surveyors need to be aware of the risks of corruption if their work brings them into contact with countries on Transparency International's Corruption Index.

Property professionals need to be careful that their services and advice aren't prejudiced by their own interests

An area of vulnerability is if an estate agent acts in the sale of land to a house builder, and part of the deal is that the house builder will eventually instruct the same estate agent in the sale of properties they build on the land or the house builder pays the agent a separate fee for facilitating their purchase. This must be disclosed to the seller client.

In addition consumers who do not choose a solicitor who has a relationship with an estate agent must not be disadvantaged in anyway, e.g. their offer for the property not forwarded to the vendor, or misdescribed by the estate agent as not being a credible buyer.

Property professionals also need to be careful in relation to offering or accepting corporate hospitality. This must be reasonable and proportionate and not excessive.

15. The transaction I am working on is funded by an overseas institution. Is there anything I need to be aware of?
HMT has also issued a statement on money laundering controls in overseas jurisdictions which is available from: HMT. Transparency International's Corruption Perceptions Index may also be helpful: Transparency International

16. How can I minimise the risk of my Client Account being used for money laundering?
Money laundering is defined widely, and it is not necessary for property professionals to handle the criminal property for them to commit an offence of money laundering. Having said this one of the ways property professionals can try and minimise the risk of money laundering is to only hold monies that directly relate to property transactions they are handling and not to provide a banking service. In fact it is usually unnecessary for estate agents to handle funds.

17. Are there any considerations which need to be borne in mind if a SAR is made?
Yes. Firstly take care not to commit the tipping off or prejudicing an investigation offence. The MLRO should control this risk by giving instructions and guidance to employees about how the relationship with the suspected person and other parties involved in the transactions should be managed going forward.

Previous work for the suspected person needs to be reviewed as in hindsight it may now be suspicious. Additional SARs may be necessary, and if they are then a clear explanation of why the transaction wasn't suspicious at the time could be included.

The MLRO should give very careful thought before agreeing to deal with the suspected person.

18. How to make a SAR?

On-line
The SOCA web site includes a section relating to on-line submission of SARs using the SOCA ONLINE system. The first step is registration, and SOCA provide a welcome pack to all new registrants. New registrants also receive an email thanking them for registering and are provided with pertinent information on how the UK FIU within SOCA operates the SARs regime, how to submit good quality SARs, the use of the glossary codes, and direct contact details.

Initial SARs are scrutinised by the UK FIU within SOCA and relevant feedback providing directly to the reporter regarding the quality of the SAR. Feedback is also provided on SARs made within the first six months after initial registration. This approach is intended to assist with the presentation of SARs, and to help SOCA monitor whether the feedback they have given has subsequently been followed. However feedback is not provided on the value of the information included in individual SARs.

Nowadays, virtually all SAR reporting to SOCA is handled on line (in excess of 96% of all SARs reported). Online submission has no cost to user firms so long as their firm has internet access. The benefit of on-line submission is that it automatically generates instant emailed confirmation of receipt, with a SAR Online reference number. Consent requests will be processed much more rapidly and efficiently if this online facility is used.

Hard copy
SARs can also be submitted in hard copy, although they should be typed and on the preferred form which is available from: SOCA

SARs submitted in this way aren't acknowledged.

If you require consent, you should submit your SAR by fax to: 020 7238 8256. You should keep proof of faxing.

19. What do I need to do if I know or suspect money laundering?
If you are an employee you should immediately make a report to your MLRO if you have one, and talk to them about how you should handle the transaction. If you do not have an MLRO you need to consider making a SAR yourself, and you may benefit from confidentially speaking with your professional body, see Appendix 1. It may be possible keep your enquiry anonymous in order to avoid any tipping off problems.

If you are the MLRO and you form knowledge or suspicion yourself, or as a result of a report made to you by a colleague, then you should report to SOCA. Remember you will need to consider how to handle any ongoing transaction for the suspected person, including whether appropriate consent is required. If you require consent then you must comply with

the statutory requirements for appropriate consent and meanwhile the issue of tipping off needs to be handled carefully.

If you are an MLRO and you receive an internal report from a colleague but you decide not to report to SOCA for any reason, make sure you keep a confidential note of why you made this decision.

20. Is fraud relevant?
Yes, particularly intermediary mortgage fraud. If property professionals suspect intermediary mortgage fraud, and the improperly obtained mortgage funds have already been received, this should be reported to SOCA as money laundering. In addition the property professional may also wish to use the FSA's whistle blowing line to report the intermediary direct to his regulator: 0207 066 9200 or fcid@fsa.gov.UK. Also see Sector Specific guidance for auctioneers in Part 3.

21. I suspect a staff member of theft- what should I do?
If you have knowledge or suspicion of this form of criminal conduct, and of criminal property, you should make a SAR to SOCA and/or make a crime report. It doesn't matter if the victim was the employer or a third party. Although SOCA may automatically refer the SAR to a local police authority, you may also wish to do so. You may also have duties to report to your professional body, and you may also wish to report to the suspect's professional body. These duties apply regardless of whether or not employment is terminated.

22. How should I deal with financial sanctions?
Paragraphs 1.4.1 - 1.4.7 and Appendix 4 deal with this issue.

The FSA has reviewed this area and identified some factors to take into account when assessing the likelihood of a person or entity being on the HMT list.

For individuals: place of residence, country of origin, citizenship, source of wealth, occupation, and countries to and from which transactions are to be made.
For entities: location of business, country in which the business is incorporated, nature of business, Beneficial owners of the business, directors, countries from which transactions are made and entities with which the transactions are effected.

HM Treasury also provide a free email subscription service that will notify you of any Financial Sanctions announcements by HM Treasury.
Email: AFUsubscribe@hmtreasury.gsi.gov.uk with the words . SUBSCRIBE SANCTIONS in the subject field, and provide your name, company name, address, and telephone number.

The FSA has found the following regarding sanctions:

Standard anti money laundering checks do not screen Customers against the HMT list. Firms should not confuse HMT's financial sanctions regime with anti money laundering procedures.
Financial sanctions apply to all transactions; there is no minimum financial limit.
There are around 50 UK individuals and 12 UK entities on the current HMT list. It is not just foreign individuals or entities who are on the list.
Politically Exposed Persons (OFTs) are not necessarily financial sanctions targets.
Most listed individuals and entities are aware that they are on the HMT list, which is publicly available. The issue of 'tipping off' should therefore not generally arise.
Sanctions are relevant even when client money isn't held because the Terrorist Asset-Freezing etc Act extends to financial services as well as funds.

The FSA has produced a fact sheet for its small firms which property professionals may also find helpful: FSA Small Firms Sanctions.

The impact of sanctions can be unexpected. For example, if you employ US citizens remember that they are also subject to US sanctions wherever they are and whoever they work for.

23. How could I become suspicious of terrorism?

Terrorists may use residential properties as a base for their activities. They may rent properties in specific locations. Stay alert if the people you are dealing with appear to have extreme views.

PART 2

THE MONEY LAUNDERING REGULATIONS 2007

The Risk Based Approach

2.1.1 Businesses which are subject to the MLR must ensure that their approach to anti money laundering and counter terrorist financing are appropriate to the level of risk, so that the greatest effort is focussed on circumstances where the risks of money laundering and terrorist financing are highest. This should allow businesses to be more efficient and effective in their use of resources and reduce unnecessary burdens.

2.1.2 The starting point should be an overall risk assessment of the vulnerability of products and services being misused for money laundering. Risk assessments should take into consideration the vulnerabilities posed by:

Products and services provided;
Financing methods;
Customer/counterparty profile;
Geographical location of:
The person or business providing the products and/or services;
The Customers/counterparties;
The location of the property itself;
The location of the source of finance being used.

2.1.3 Businesses must document the risks that they identify and how they intend to manage those risks. For property professionals this may include:

Funding from unusual sources;
Inconsistent information;
OFTs;
Customers who are reluctant to produce their identity documents;
Non face to face transactions; and
Transactions which do not make economic sense.

2.1.4 However, these are broad examples are not detailed or exhaustive and therefore individual businesses must assess their own risks. These examples also aren't conclusive as there may be legitimate explanations, or it may be possible to effectively manage risks. Examples can only highlight areas which require greater consideration, but whether money laundering or terrorist financing risks are posed requires consideration of the surrounding circumstances and professional judgment. MLROs should be consulted for advice and assistance by staff as necessary.

2.2.1 The MLR impose preventative measures which are compulsory for the Regulated Sector, see Appendix 5. However, property professionals who fall outside of these definitions may wish to comply with the MLR as matter of best practice.

2.2.2 The requirements of the ML Regulations are:

Registration with AML Supervisors where necessary;
Customer Due Diligence;
Training;
MLRO;
Policies and procedures;
Records;
Ongoing Monitoring;
Risk assessment and management;
Reporting;
Compliance management.

2.2.3 Readers should also consult guidance issued by their AML supervisor about how to comply with the MLR:

OFT: OFT
HMRC: HMRC
FSA : FSA

The JMLSG also publishes helpful guidance: JMLSG

Registration

2.3.1 Estate agents must register with the OFT, and there are also registration obligations for TCSPs, HVDs, ASPs, and Annex 1 Financial Institutions. . Property professionals should check the definitions in the Glossary and Appendix 5 provides more information, including the penalties for failure to register with the relevant AML Supervisor.

2.3.2 It is intended that in general no firm will have more than one AML Supervisor. Therefore if your firm conducts a range of activities which fall within the sphere of more than one AML Supervisor then you should contact each potential supervisor to ascertain which of them will be your actual AML Supervisor and therefore which register you should join. Keep records of your discussions and correspondence as there are penalties for failure to register.

Customer Due Diligence

2.4.1 CDD is required whenever a relevant person in the Regulated Sector forms a business relationship or undertakes an Occasional transaction. In general business relationships should not be formed unless CDD is satisfactorily completed, however CDD can be undertaken during the establishment of the business relationship if:

This is necessary not to interrupt the normal conduct of business;
There is little risk of money laundering or terrorist financing; and
Provided that the verification is completed as soon as practicable after contact is first established.

See Question 21 of Part 2

2.4.2 Identification is part of CDD, but CDD is a broader concept implying a wider knowledge of Customers and the reasons behind their transactions. The OFT describe this wider duty as obtaining information on the purpose or nature of the business relationship. It may be necessary to demonstrate to your AML Supervisor that the level of checks made was appropriate on a risk basis. The extent of the wider due diligence undertaken should depend upon risk profile; see Question 13 of Part 1.

Individuals as Customers

2.4.3 The OFT's guidance outlines the two stages of the identification process:

Identifying the Customer by obtaining a range of information such as full name, residential address, date of birth; and
Verifying this information through the use of reliable independent source documents, data, or information.

2.4.4 A reasonable approach is whether the information provided appears, on the face of it, to prove that the person is who they say they are.

2.4.5 Identification entails collating relevant person information, usually by asking the Customer themselves. Verifying all or somethis information can be achieved through checking the information through personal documents, and/or the use of electronic sOFTware. Paragraphs 5.3.79- 5.3.81 of the JMLSG's guidance provides some useful hints on how to choose an electronic sOFTware provider if that is your preferred method; JMLSG.

2.4.6 If documents are used and there are no risk factors are evident, then for most transactions and Customers one of the following government issued documents could suffice, however checking a single document may not automatically suffice in all circumstances:

Valid passport;
Valid photo card driving licence;
National identity card;
Identity card issued by the Electoral Office for Northern Ireland.

2.4.7 If a Customer doesn't have any of these documents, then paragraph 6.33 of the OFT's core guidance includes examples of alternative documents which may be used:

2.4.8 A government issued document (without a photo) which includes the Customer's full name.

Old style driving licence;
Recent evidence of entitlement to state or local authority funded benefit such as local housing allowance, council tax benefit or pension tax credit.

Supported by secondary evidence such as:

Utility bill;
Bank, building society or credit union statement;

Most recent mortgage statement from a recognised lender;
Paragraph 6.35 of the OFT's core guidance confirms that where a member of the business's staff has visited the Customerat his home address a record of this visit may constitute evidence of corroborating the individual's residential address.

2.4.9 Sufficient checks should be made of the documentary evidence to satisfy the business of the Customer's identity. This may include checking the spelling of names, validity, photo likeness, whether address match, etc.

2.4.10 If these documents should be available to property professionals, e.g. people selling their home should be able to produce utility bills in their name. However if there are legitimate reasons why the standard documents are not available then property professionals are encouraged to take a risk-based and sensible approach in deciding whether what is available is acceptable in their professional judgement , and document the reasons behind the approach taken.

2.4.11 For information about who is an estate agent's Customer, please see the definition of Customer in the Glossary and Question 2 of Part 2.

Organisations as Customers

2.4.12 If you act for organisations such as body corporates, partnerships, or trusts, then there are particular considerations which apply to the due diligence process. Paragraphs 6.37 and 6.38 of the OFT's core guidance is a useful starting point OFT Core. Part 1 of the JMLSG's guidance is also very useful.

2.4.13 If you are entering into a relationship with another business you should seek to identify the firm itself and to ensure that the person that you are dealing with has the authority to act on behalf of the firm.

Beneficial ownership

2.4.14 Remember that it is necessary to make checks on Beneficial ownership, see the definition of Beneficial ownership in Glossary.

2.4.15 Further information can be obtained from paragraphs 6.4-6.8 of the OFT's core guidance.OFT Core.

Simplified Due Diligence

2.4.16 CDD is unnecessary for certain categories of Customers if a relevant person in the Regulated Sector has reasonable grounds for believing that the Customer falls within the relevant definitions used in ML Regulation 13. Public authorities and some lenders may fall within the definitions. Further information can be obtained from paragraphs 6.15-6.17 of the OFT's core guidance.OFT Core

Enhanced due diligence

2.4.17 EDD is required if the Customer has not been physically present for identification purposes. In these circumstances there must be specific and adequate measures to compensate for the higher risk, such as establishing the Customer's identity by additional documents, data, or information, ensuring that the first payment is carried out through an account opened in the Customer's name with a Credit Institution.

2.4.18 EDD is also required for OFTs. The decision to act for a OFT must be taken by senior management and there must be adequate measures to establish the source of funds involved in the transaction and enhanced ongoing monitoring of the relationship.

2.4.19 There is also an EDD requirement in any situation which is higher risk of money laundering or terrorist financing.

2.4.20 The way to undertake EDD will be determined on a case-by-case basis and should be determined in a way that 'adds value' to the basic CDD already undertaken. The MLRO will probably want to play a role in the decision about what checks must be satisfied before the firm agrees to undertake instructions for the Customer.

Reliance

2.4.21 As estate agents are usually the first party to be instructed in a transaction they are usually unable to rely on a third party.

2.4.22 However, if an auditor, insolvency practitioner, external accountant, tax adviser, independent legal professional, authorised Credit Institution, or Financial Institution (excluding a Money Service Business) has already conducted CDD, and provided they consent to being relied upon, an estate agent may rely upon them.

2.4.23 If the person being relied upon is not in the European Economic Area then in order to rely upon them their state must have certain equivalent requirements, see Appendix 6.

2.4.24 The party being relied upon must keep the information obtained for CDD purposes for at least five years from the date when the transaction with the Customer is completed or from the date the business relationship ends. The third party must, on request, and as soon as reasonably practicable:

Make available any information about the Customer ( and any Beneficial owner) obtained when applying CDD measures; and
Forward copies of any identification and verification data and any other relevant documents on the identity of the Customer (and any Beneficial owner) which were obtained for CDD purposes.

2.4.25 However, property professionals ultimately remain responsible for CDD.

2.4.26 It would be sensible to confirm in writing with the third party that they consent to being relied upon, and that they will that they will provide the relevant documentation on request, and comply with the record keeping requirement see paragraphs 2.8.1 and 2.8.2.

Estate agents cannot be relied upon by others but see Question 8 of Part 2 in relation to certification of true copies of original documents.

Training

2.5.1 All relevant employees must be made aware of the law relating to money laundering and terrorist financing, and regularly given training in how to recognise and deal with transactions and other activities which may be related to money laundering or terrorist financing. See Chapter 8 of the OFT's guidance assist with what training should cover. OFT Core Guidance. An additional consideration is the corporate offence of failure to prevent bribery, and the importance of training in the context of the adequate procedures defence, see paragraph 1.3.10

2.5.2 Relevant employees are not defined in the MLR, but they are likely to include, as a minimum, all staff who deal with finances and who have contact with Customers. As they take ultimately responsibility senior management will also need to be aware of the requirements.

2.5.3 The level of training provided to individuals needs to be appropriate to the money laundering risk posed by their role. MLROs are likely to require in- depth training. When staff move between jobs, or change responsibilities, their training needs may change. Ongoing training should be given at appropriate intervals to reflect risk levels.

2.5.4 The OFT or another AML Supervisor may also ask to see training records. In addition if an employee were to be defending a charge of failing to make a SAR, they may seek to rely on the training defence, see paragraph 1.1.19. An employer may then be asked to produce training records in court. Inability to do this could leave the firm and its senior management liable to a criminal offence arising from the breach of the training obligation. For these reasons we recommend that businesses should keep:

A copy of the training materials or details of who has provided training if it is delivered externally;
A list of who has undergone training and when, and their signature to that effect; and
A schedule for refresher training.

Money Laundering Reporting Officer

2.6.1 The role of the MLRO is responsible for:

Receiving internal suspicious activity reports from within the business;
Deciding whether these should be reported to SOCA; and
If appropriate making such reports to SOCA.

2.6.2 Sole traders with no staff, will be, by default, the MLRO and will be required to make suspicious activity reports to SOCA.

2.6.3 As the availability of an MLRO is a continuous requirement firms need to ensure that a deputy MLRO is available if the primary MLRO is ever uncontactable. However, the

responsibilities of the MLRO cannot be delegated so even when a deputy is nominally in charge it is the primary MLRO who is ultimately responsible.

Policies and procedures

2.7.1 This guidance gives advice as to the type of information that policies and procedures should contain but this is not an exhaustive list as business models vary. Documented policies and procedures are important as they ensure that the systems are applied consistently and they enable a business to demonstrate its knowledge of, and compliance with, the MLR and legislation. AML Supervisors may ask to see firm's policies and procedures. If used correctly policies and procedures can encourage the right culture. They also mean that checks are made to alert businesses of the possibility that criminals may be using the business to launder money or fund terrorism, or that there is a risk of representatives of the company giving or receiving bribes.

2.7.2 Policies and procedures must be appropriate, risk-sensitive, and achieve full compliance with the MLR. It is best practice for policies and procedures to cover all aspects of financial crime.

Policies

2.7.3 Policies should demonstrate the business's commitment to a culture that will detect, deter and disrupt money laundering and terrorist financing regardless of the commercial implications, and it should do so by formulating and announcing a written policy statement. A high-level policy will focus the minds of staff on the need to be constantly aware of the risks of money laundering and terrorist financing and how they are to be managed. It would be sensible to also cover the bribery given the new legislation, see paragraphs 1.3.1 - 1.3.18.

Policies should reflect a commitment to:

A risk sensitive approach to combating and preventing money laundering and terrorist financing;
There being an MLRO who will be responsible for reporting externally to the SOCA as appropriate.
Adequate Customer due diligence checks, including, but not limited to, basic identification checks;
On-going monitoring;
Accurate and up to date record keeping and retention of records;
The reporting by all staff of any knowledge or suspicion they may have, or reasonable grounds for suspicion to the MLRO;
Staff training to meet the obligations of MLR and to assist them with their obligations to make reports, including which senior member of staff takes responsibility for this;
A system requiring the MLRO to report in high level terms to their organisation's senior management; and
A senior member of staff taking responsibility for monitoring the effectiveness of the policy, including regular review to ensure learning from experience.

Procedures

2.7.4 A business must put in place achievable procedures to implement its AML and CFT policies. These procedures must be sufficiently detailed to allow staff to easily follow and understand them, but also be flexible enough to allow the MLRO sufficient discretion.

2.7.5 The procedures should also be easily accessible to staff and cover:

How to carry out Customer due diligence measures, including:
How to identify Customers on a risk basis, including Beneficial owners;
EDD for those considered to be higher risk, e.g. non face to face verifications and OFTs; and
Which organisations are lower risk, e.g. organisations who are eligible for Simplified Due Diligence, see paragraph 2.4.16.

Scrutiny of unusual transactions and unusual Customer behaviour in order to consider whether there are reasonable grounds for knowing or suspecting that money laundering or terrorist financing may be taking place or have taken place, including:
Complex or unusually large transactions;
Unusual patterns of transactions which have no apparent economic or visible lawful purpose; and
Any other activity which may indicate money laundering or terrorist financing.
The records to be kept, how long they should be kept, and where they will be kept including the nature of:
CDD records, including identification records, e.g. a copy or photograph of, or the references to, the Customer's identity documents , or evidence produced by electronic software; and
Supporting records (originals or copies) for transactions
When and how to conduct ongoing monitoring of transactions and activity of Customers;
A list of staff with responsibility for compliance with the MLR, including the identity of the MLRO, and if different the staff with responsibility for ensuring training is provided and policies and procedures are regularly reviewed;
How to make an internal report to the MLRO;
How to make a report to SOCA; and
A senior member of staff taking responsibility for monitoring the effectiveness of the policy, including regular review to ensure learning from experience.

Records

2.8.1 Records must be kept in relation to CDD checks, including the checks made on the Customer's identity, e.g. a legible photocopy or photograph of documents, or clear and accurate note of relevant reference numbers taken from personal identification documents, or a copy of the report produced by electronic software. If the Customer's details change during the relationship, records of these changes must be kept. Records of the transaction must also be kept.

2.8.2 These records must be kept for five years after the business relationship ends or transaction is completed. Paragraph 9.5 of the OFT's guidance confirms that records can be kept as original documents, photocopies of original documents, in computerised or electronic form.OFT Core Guidance

Ongoing Monitoring

2.9.1 Ongoing monitoring is particularly relevant for relationships of a significant duration. Checks should not be made and then forgotten as risk levels can change over time. This means:

Ongoing scrutiny of transactions to ensure that the transactions are consistent with knowledge of the Customer, his business and risk profile; and
Keeping the documents, data or information obtained for the purpose of applying Customer due diligence measures up-to-date.

Penalty

2.10.1 Civil and criminal penalties are possible. Officers of body corporates, partners, and officers of unincorporated associations, who consent or connive in the commission of an offence, or if an offence is attributable to their neglect, may commit a criminal offence. Penalties range from unlimited fines to a prison term of up to two years.

2.10.2 AML Supervisors have powers to take action for breach of the MLR, see Appendix 5 for more information about the AML Supervisors.

PART 2

Frequently Asked Questions

1. I am the MLRO for a property firm which bases some of its operations overseas. Is there is anything special I need to take into account?
Firstly you should consider whether any part of your firm falls within the definition of an estate agent, see Glossary. If yes, then that part of the business must comply with the MLR. UK entities must inform any overseas branches and subsidiaries of any policies and procedures which it has in place and overseas offices must comply with their local laws and regulations.

2. Who is my Customer for the purposes of CDD?
Although Customer isn't defined in the ML Regulations, the OFT's view is that Customer is the party who forms a contractual relationship with the estate agent, who the estate agent may refer to as their client. For sales agents this will usually be the vendor, although in relation to repossessions it will be the lender (in which case only simplified due diligence may be appropriate for lenders, see paragraph 2.4.16). Buying agents' also fall under the definition of estate agent and their Customers will be buyers.

Both sides to a transaction can pose money laundering risks, and on this basis you may wish to also conduct due diligence on counterparties as well as Customers, e.g. a sales agent acting for a vendor must conduct due diligence on the vendor, but they may also wish to conduct due diligence on the successful buyer ( as opposed to all potential buyers including all those who make offers). If the Counterparty is represented by another property professional then you may wish to take into account when deciding the level of risk and therefore the depth of the checks undertaken. It may be possible for the other property professional to co-operate with the provision of information, although technical reliance is not allowed for the purposes of ML Regulation 17.

3. I don't handle funds. Do I need to comply with the MLR?
Membership of the Regulated Sector is defined by ML Regulation 3 and this is not dependent on handling funds, see Appendix 5. Making suspicious activity reports is an important part of compliance and suspicious activity may arise in a variety of ways that do not involve handling funds. Q 13 of Part 1 gives examples of the types of behaviours which may give rise to suspicions.

4. I am based in the UK and I deal with Customers who are also based in the UK, but in relation to property which is overseas. Are these requirements relevant to me?
If all the property you deal with is outside the UK then the MLR will not apply to you. However, you should note that HMT are considering bringing this within the scope of the MLR in the future. Should this happen information will be available from your professional body and a note will also be put on the OFT's website.

5. I am dealing with a third party who is giving me instructions on behalf of somebody else. Is there anything I need to be aware of?

As you are not meeting the underlying Customer you need to conduct EDD on them by making checks which go beyond basic CDD. You will need to collate information from a variety of sources, probably including asking the third party you are working with for information. It is also best practice to contact the underlying Customer directly, and to also undertake due diligence on the intermediary.

Criminals may use third parties to avoid being linked with transactions. On the other hand there may be legitimate reasons for using a third party, e.g. they are assisting somebody overseas. It is a good idea to ask why a third party is being used, and to use professional judgement to assess the response received.

6. I am unable to meet my Customer, and there isn't a third party who I can formally rely upon to assist me with CDD. What other options are there?
Electronic products can assist in this situation, see paragraph 2.4.5.

Alternatively you could ask an independent third party to certify that copies are true copies of original documents. The certifying person must make clear as part of their certification that they are certifying:

That the copy is a true and accurate representation of the original
That they have seen the original document which was presented by the person who is the subject of the document
That they understand that they certifying the copy for the purposes of anti money laundering.

As this is not formal reliance for the purposes of the ML Regulation 17 you may use your professional discretion when choosing independent third parties, but you must be confident that they are who they say they are.. Although it is preferable to ask somebody who is subject to AML/CFT themselves, other examples are medical professionals and social workers.. If appropriate you should check their credibility with their regulator or professional association. You should keep details of the third party's contact information.

Property professionals may also be asked to certify documents for others even though they cannot be formally relied upon.

7. I act as a sub-agent which means that I receive instructions from other estate agents, not from their underlying Customer.
In these circumstances your Customers are the principal agent and the underlying seller, therefore you must undertake CDD on both of them.

It may be appropriate to treat the principal agent as an individual for the purposes of CDD, or see JMLSG and OFT guidance on how to approach CDD for different types of organisations. Although formal reliance is not allowed between agents it may be possible for a sub-agent to ask the principal agent about their CDD on the underlying seller, e.g. for the principal agent to provide the sub-agent with certified copies of the documents. . If the principal agent is forthcoming this will allow the sub- agent to take a risk based approach to CDD checks on the underlying seller.

8. How and when should I check whether a Customer is a OFT and if they are a OFT what do I need to do?
As part of your risk assessment you should consider the likelihood of your services being used by OFTs. If you think a Customer maybe a OFT then their status can be checked by asking them questions, using the internet, or using an electronic software product.

Senior management approval is required to establish a business relationship with a OFT and this decision should be documented. Adequate measures also need to be taken to establish the source of wealth and the source of funds which are involved in the proposed business relationship or Occasional transaction. This means having an idea of how their wealth was generated. Enhanced ongoing monitoring is also required.

9. How am I supposed to know if a personal identification document is a fake or stolen?
You should take reasonable steps to try and avoid accepting fake or stolen documents. If you meet your Customer, make sure you see the original document. From time to time SOCA issues guidance about the latest forms of fake documents and how to spot them, and your professional body may be able to assist you with locating this information.

10. I have identified my Customer. What else do I need to do?
Property professionals tend to automatically gain information about their Customers as part of their normal dialogue and assessment of their Customer's needs, e.g. an estate agent is likely to gain an understanding of an individual's desire to move if they act in both their sale, and assist with their search for a new property. Information about how a transaction is be finalised is also important. How quickly an individual wants to move may relate to why they are moving, e.g. relocation in order to start a new job. This information is relevant to AML because it will allow the property professional to make a risk assessment and act accordingly. Remember that just because somebody is who they say they are doesn't mean there is no risk.
11. What is the risk based approach and how does it apply to me?
Property professionals who are subject to the MLR must undertake due diligence on their Customers, including identification checks. However, the extent of the identity checks, and the broader due diligence enquires made may vary according to the risk. If the risk is lower then fewer checks are required, but of course if the risk is higher then more checks are required. It is best practice to make checks on counterparties in higher risk situations.

12. My firm provides financial services as well as Estate Agency. The FSA is the AML Supervisor for the financial services part. Does the Estate Agency side of my business also need to register?
Many FSA authorised Estate Agency businesses' compliance with the MLR are currently supervised by both the FSA and OFT. The possibility of a single supervisor having oversight of anti-money laundering arrangements for individual businesses will be considered by the FSA and OFT on a case by case basis. The FSA will, of course, retain oversight of these businesses' compliance with their wider obligations under the Financial Services and Markets Act 2000. Such firms must register with the OFT, and if they have queries, can contact the OFT ( 0207 211 8200) or the FSA (0845 606 9966).

Estate Agency business that are appointed representatives of FSA Authorised Firmss are only supervised by the OFT under the MLR and must register with the OFT.
Any firms in these situations should make contact with the OFT: 0207 211 8200 / AMLD3@oft.gsi.gov.uk

13. Who should fulfil the role of MLRO?
The MLRO needs to be empowered to take decisions unilaterally. It is a senior role. They must have sufficient resources to fulfil the role for their organisation. Dependent upon the size of the firm it may be necessary to have deputy MLROs as well as the primary MLRO who takes full responsibility. What's important is that staff knows who they need to report to, and so this should form part of the policies and procedures.

14. I visit people at home which makes it difficult for me to take photocopies of documents. What are my options?
You could make a careful note of the reference numbers and expiry dates, but a better option is to photograph the document and reproduce in a legible size.

15. I already need to keep records for tax purposes. Do the records I require for the purposes of the MLR need to be kept separately?
No. Duplication is not required as long as you comply with all the regulatory requirements which apply to you.

16. What is the difference between POCA & TACT, and the MLR? Who do they apply to?
The majority of the criminal offences in POCA and TACT and outlined in Part 1 apply to all individuals including all property professionals. However, there some specific offences which only apply to the 'Regulated Sector', which means those who must comply with the MLR including estate agents, see Appendix 5.

17. Do I need to join the OFT's anti money laundering register?
The OFT is the AML Supervisor for estate agents, including sales agents, property auctioneers, and buying agents, who fall within the definition of Estate Agency, see Glossary. Since 1 February 2010 it has been a criminal offence if a firm provides Estate Agency services without OFT registration. More information is available from Appendix 5 and OFT FAQ

The OFT can refuse to register an estate agent if they fail to provide any of the information required for the OFT's registration form, including their name and the name of their business, the nature of their business, the name of their MLRO, turnover, and number of employees. The OFT may also refuse an application for registration if the information provided is false or misleading, or the initial registration fee has not been paid. If the OFT subsequently discover that anyone registered has provided incomplete, false, or misleading information, or an inappropriate fee, the OFT can cancel their registration. Trading without registration is also illegal in these circumstances.

18. I have been asked to act for an estate in the sale of the deceased person's home. How do I undertake CDD?
In the case of an estate in the course of administration, the Customer and Beneficial owner is the executor(s).Estate agents should make sure they are being instructed correctly by checking the court documents which grant probate or letters of administration.

If the executor is a solicitor or accountant acting in the course of their business, and they are not named personally as executors/administrators, CDD can be undertaken by reference to their practicing certificates or an appropriate professional register.

19. I have acted for a Customer for many years. Do I still need to undertake CDD?
Estate agents, HVDs, TCSPs, ASPs and FSA Authorised Firmss, were subject to the Money Laundering Regulations 2003 which came into force on 1 March 2004. If you have never undertaken CDD on your Customer because you started acting for them before that date, then you must do so at an appropriate time and on a risk basis. Even if you have previously undertaken CDD it is a good idea to refresh the information you have, perhaps by asking the Customer to confirm that the information you already have on file for them is up to date and making a note of their confirmation.

20.          I know that solicitors, lenders, and Financial Institutions, also need to comply with AML. How does this impact on my obligations as an estate agent?
If you are not the first party subject to the MLR who is engaged, it may be possible for you to rely on another person for the purposes of CDD, see paragraphs 2.4.21 - 2.4.22. However, you will still remain ultimately responsible for CDD, and for compliance with all of the other MLRs. Funds held or provided by Financial Institutions aren't necessary clean.
21.          When should I carry out CDD?
The general rule is that earlier CDD is carried out the better. It makes sense for CDD to form part of the preliminary conversation and negotiation with Customers. The MLR only allow CDD to be deferred in very limited circumstances which need to be judged carefully by property professionals on a case by case basis.
22.          I am not an Estate Agent, however a small amount of my work may fall within other areas of the Regulated Sectors i.e.; TCSP, HVD or ASP. Is there anything special I need to consider?
If the TCSP or ASP work you describe is occasional and very limited you may be exempt from the ML Regulations and AML Supervision. See Appendix 5(B).
23.          Where can I get help?
See Further Information, Appendix 1.

PART 3

SECTOR SPECIFIC GUIDANCE

Part 3 is sector specific guidance for a diverse range of disciplines. In common with the rest of the guidance, Members of the co - authoring bodies are encouraged to read this part widely whatever particular disciplines are undertaken by them or their firm.

Sales and Buying Agents

1. Which property professionals are subject to the MLR, and what are the registration requirements?
Estate agents (including real property auctioneers and buying agents) must comply with the MLR. This definition covers sales agents, buying agents, and auctioneers, see full definition in Glossary.

Those caught by the statutory definition of an estate agent need to register with the OFT unless they also fall within another category defined in ML Regulation 3, in which case it is important to check which AML supervisor will take responsibility for your firm, see Appendix 5.
2. Can I leave everything to the solicitors who are going to process the transaction?
No. You must comply with the MLR and the legislation, including POCA. Even if solicitors receive the funds, property professionals may also become aware of unusual sources, and in these circumstances Property professionals should assess whether the source of funds is unexpected or unusual.

Remember estate agents are often the first party to be instructed on a sale/purchase, and they also often the only professional to meet both the seller and buyer, which may help them assess whether the transaction is suspicious, e.g. not at arm's length.

3. Are there specific risks which apply to overseas transactions?
Some countries pose a higher risk, see the Transparency International Index on corruption and HMT's list of high risk jurisdictions which can be located at HMT

The issues to consider are EDD under the MLR, POCA, TACT, Financial Sanctions, and the Bribery Act (once in force).

4. Lenders instruct me to sell properties which they have repossessed. In these circumstances, who is my Customer?
Your Customer is the lender, and therefore your obligations could be limited to SDD, see paragraph 2.4.16.

5. I am handling a transaction which is solely funded by way of a mortgage. Do I still have to comply with the MLR?
Yes. The MLR apply when Estate Agency services are provided and regardless of how transactions are financed. Remember to stay vigilant of mortgage fraud.

6. I am representing a seller, and the buyer is also represented by a buying agent. Does this impact on the checks I need to make?

Your legal obligation to undertake CDD on your own Customer, the seller, is unaltered.

Ordinarily it would also best practice to undertake CDD on the ultimate buyer. However the buying agent must undertake CDD on the buyer who is their Customer and this may affect your decision whether or not to undertake CDD on the buyer yourself, or the extent of the checks you make. In fact the buying agent may help you by providing information.

7. What particular risks apply to buying agents?
All estate agents, including buying agents, need to be particularly conscious that individuals involved in high value transactions maybe more likely to be PEPs. However, not all high net work individuals will be PEPs, and not all high value transactions will involve PEPs. If your Customer is a PEP then EDD will be required, but this does not automatically mean all PEPs are dishonest or money launders.

8. Can buying agents be accountancy service providers?
Relocation agents may act for Tenants' employers, and may pay bills on behalf of the employer which are then recouped. Keeping records of these transactions should not bring a relocation agent within the definition of an accountancy service provider, see Appendix 5 (B)(iii).

Auctioneers

1. Are real estate property auctioneers covered by the MLR and do they have to register with the OFT?
Property auctioneers must comply with the MLR and they must register with the OFT as an estate agent. They may also have another AML supervisor because of the range of activities undertaken, see Appendix 5.

2. Are personal property auctioneers covered by the MLR and do they have to register with HMRC as High Value Dealers?
Personal property auctioneers are HVDs if they receive payment, or payments, in excess of (the equivalent of) 15,000 euros for a single transaction in Cash. HVDs must comply with the MLR when they deal with Cash transactions of this value, and they must register with HMRC as a HVD. Categorisation as a HVD and registration with HMRC is quite separate from the issue of VAT registration.

3. Are there any specific money laundering risks which apply to auctioneers?
Chattels auctioneers need to be aware that the chattels they are auctioning may be stolen or forgeries. The seller may also be attempting to deceive potential buyers about the provenance of the item to improperly inflate the price. In common with other high value goods, chattels may be used by criminals as a method of payment which it would be difficult for law enforcement to detect.

All auctioneers should consider whether, or to what limit, they are prepared to accept Currency as payment.

4. What are the implications of the Fraud Act for auctioneers?
The practice of auctioneers and third parties bidding on behalf of a seller on the seller's instructions may risk committing criminal offences under the Fraud Act (2006). This practice should not be applied to consecutive bids as this creates a false market.

Lettings Agents

1. Do letting agents need to register with OFT or HMRC?
Lettings Agents are unlikely to need to register with OFT unless they are selling leases for a premium which brings them into the definition of an estate agent and therefore registration with OFT is required.

Lettings Agents who provide a registered office, business address, correspondence or administrative address, or other related services for a company, partnership, or any other legal person or arrangement, may be a TCSP and therefore need to comply with the MLR and register with HMRC.

Lettings Agents may also be ASPs, although keeping record of rent and other income received and of costs, does not fall within the definition of ASP. Letting agents are not HVDs if they accept Cash for services and not goods. See Appendix 5 for information about registration with HMRC.

2. What specific risks apply to Lettings Agents?
Letting agents should be aware of:

Tenants using rented properties for what could be illegal purposes, e.g. for prostitution, or the production and sale of drugs; and
Landlords not complying with their legal obligations leading to a saving.
Tenants seeking to sell properties they have rented.

These crimes can generate criminal property and therefore require a SAR.

3. Can Lettings Agents accept Currency?
It is not illegal for property professionals to accept Currency but this is discouraged because use of the banking system provides proof of payment and a clear audit trail, even though it does not guarantee that the funds are legitimate. However, provided Lettings Agents have adequate insurance the decision whether or not to accept Currency is discretionary, albeit it is advisable to publish a sensible limit. In addition if a Landlord is seeking to evict Tenants then the Landlord's agent may need to justify their refusal of payment to the court.

4. What if my main business is as a Lettings Agent but I do some managing agency as a small side line?
There is no requirement for you to comply with MLR for either part of your business but the legislation applies to you, including POCA.

5. Do I need to carry out due diligence checks on potential Landlord Customers before contracting to carry out services for them?
Although the MLR do not apply it is sensible business practice to make basic inquiries of any potential Customer to avoid committing a money laundering offence, and to protect the reputation of your business. Checking Landlords' identity will also prevent invalid agreements which can lead to letting agents losing out on their fees.

6. What should Managing Agents and letting agents consider when they seek appropriate consent?
If a letting agent wishes to receive regular payments from a suspected source the size and frequency of these payments should be made clear in the SAR. The SAR needs to clearly drafted, and it can be helpful to provide SOCA with the anticipated amounts of rental payments and the length of the lease. Alternatively it may be preferable to stop the business, subject to the limitations of the tipping off offence/ prejudicing an investigation offence, see paragraphs 1.1.28 - 1.1.33 and 1.2.17 - 1.2.19.

7. What if I provide bookkeeping and accountancy services for Customers?
Although accounting services are covered by the MLR, accounting work undertaken by property professionals for Customers falls outside of the relevant statutory definitions provided it is limited to recording rents and other income received, including costs, see Glossary. Also see Appendix 5 (B) (iii) for more information.

Managing Agents

1. Do Managing Agents need to comply with the MLR?
Although Managing Agents are not usually covered by the MLR some Managing Agents provide TCSP services which are covered by the MLR, e.g. act as a Company Secretary or as a director of RMCo. However there is an exemption if all of the following conditions are fulfilled:

The property professional's total annual turnover in respect of the trust and company services does not exceed £64,000;
The financial activity is limited in relation to any Customer to no more than one transaction exceeding 1,000 euro, whether the transaction is carried out in a single operation, or a series of operations which appear to be linked;
The financial activity does not exceed 5% of the property professional's total annual turnover;
The financial activities are ancillary and directly related to the property professional's main activity;
The financial activity is not to transmit or remit monies (or any representation of monetary value) by any means;
The main activity is not covered by ML Regulation 3 (1) (a)-(f) or (h). ML Regulation 3(1)(f) covers Estate Agency.
The financial activity is provided only to Customers of the property professional's main activity and is not offered to the public.

Managing Agents may also be ASPs although keeping records of rent and other income received, and of costs, does not fall within the definition of ASP. Managing Agents are not HVDs if they accept Cash for services and not goods. If there are any doubts about registration you should contact the relevant AML supervisor(s).

2. What if I provide an office address for a number of RMCos but do not act as a company secretary or director?
You may still be a TCSP, but see Question 1 above for the exemption.

3. What if I provide bookkeeping and accountancy services for Customers?
See Appendix 5 (B) (iii) for more information.

4. What if my main business is as an estate agent but I do some management agency as a small side line?
Managing Agents are not covered by the MLR but you will need to comply with MLR with regard to your Estate Agency business, and for any other activities you may perform which are covered by ML Regulation 3.

5. Should I accept large payments of service charges in advance?
You may do so but should consider whether the payment has come from lessees who may be involved in criminal activity and as such should be reported under POCA even though the lessees are not your Customers.

6. Should I accept payments of ground rent and service charges in Cash?
There is no reason under MLR why you should not but you may wish to avoid such payments to prevent problems of having to bank large sums of Cash and ensuring the safety of your staff.

7. Do I need to carry out due diligence checks on potential resident management company Customers before contracting to carry put services for them?
The MLR do not apply unless you are a TCSP because you are acting as company secretary or a director of the Customer, see Appendix 5. For the full range of activities defined as TCSP see Glossary and Question 1 of this section. However it is sensible business practice to make basic enquiries of any potential Customer to discover whether they may be beneficial or harmful to the reputation of your business.

8. If I suspect that a lessee is running a business which has a criminal purpose do I need to report this to the authorities?
You should make a report under POCA if you suspect criminal conduct and criminal property. This duty applies even though the lessee is not your Customer.

9. What should Managing Agents consider when they seek appropriate consent?
If a Managing Agent wishes to receive regular payments from a suspected source the size and frequency of these payments should be made clear in the SAR. The SAR needs to clearly drafted, and it can be helpful to provide SOCA with the anticipated amounts of rental payments and the length of the lease. Alternatively it may be preferable to stop the business, subject to the limitations of the tipping off offence/ prejudicing an investigation offence, see paragraphs 1.1.28 - 1.1.33 and 1.2.17 - 1.2.19.

Commercial Property

1. Do commercial agents need to register with the OFT?
Yes, because they fall within the statutory definition of an estate agent, see Glossary.

2. Are commercial agents subject to the MLR?
Yes, because they fall within the statutory definition of an estate agent, see Glossary.

3. What particular risks does commercial property work pose?
Commercial property can range up to very high value projects. Emerging markets which are attractive to foreign investment may pose a particularly higher risk of bribery.

4. Are there special Customer due diligence considerations for commercial agents?
Commercial agents may be more likely to act for companies than individuals. The guidance at paragraphs 2.4.12 - 2.4.16 above deals with the due diligence requirements for organisations.

Dispute Resolution

1. I conduct dispute resolution, e.g. as a mediator or arbitrator. Do I need to comply with the MLR or join the OFT's register?
No, the MLR do not apply to those who conduct dispute resolution. However POCA and other pieces of legislation do apply, see Part 1.

2. What do I need to be aware of?
It is important to bear in mind that disputes may be fabricated as a cover for money laundering, or witnesses may be paid for giving false evidence. Of course you must not accept bribes yourself, and you must consider your position, including possibility reporting to the police, if you are offered a bribe.

Machinery and Business Assets

1. I value machinery and business assets, e.g. when a company goes into administration or liquidation. Do I need to comply with the MLR or join the OFT's register?
No, the MLR and therefore registration do not apply. However POCA and other legislation do apply, see Part 1.

2. I value machinery and business assets when firms go into administration. What do I need to be aware of?
Improper preference being given to some creditors which prejudices others, e.g. a new company buying assets to the detriment of other creditors.

Valuations

1. What particular risks apply to valuations?
Valuers need to conduct their work professionally and objectively, so that they cannot be accused of being improperly influenced in their decision making process. False valuations can provide a basis for mortgage fraud, although a SAR is not required unless the fraud is successful and funds are obtained improperly. False valuations can also mislead courts dealing with matrimonial settlements.

2. What's the best way to stay compliant?
You should be clear on the purpose of the valuation and the context of the transaction. Clear terms of engagement should assist in helping Customers to understand the service on offer and the limitations of any ancillary services such as recommendations of other professionals. Instructions which come via an intermediary are generally considered to pose a greater risk than those coming direct from the lender. You should perform appropriate due diligence on any instructing intermediaries and the instruction itself.

3. What risks do I need to bear in mind?

Colleagues

You should be aware of the risks posed by staff and those wishing to infiltrate your firm. It is essential to perform due diligence on any new members of staff and ensure that an induction and monitoring programme is in place. Existing staff of all levels should be correctly supervised and employees should be vigilant of colleagues who may be tempted to become involved with fraud. Staff should receive regular training to ensure that they are and remain aware of the potential for, and indicators of mortgage fraud. See Question 20 in Part 1.

If you are suspicious about a mortgage intermediary, you can report the individual to the FSA, who have set up confidential routes for lenders and valuers to report suspected cases of mortgage fraud involving intermediaries. Further details can be found at the following link: FSA

Integrity of reports

You should take steps to prevent your reports from being altered. To protect the integrity of your reports, they should be signed and dated and not have gaps where additional information can be inserted. Electronic reports should be appropriately protected, for example through the use of passwords, encryption and use of read-only format. You should keep a signed and dated version of the original report

Members of the NFOPP may seek further assistance from :	Telephone: 0845 250 6009. Email : regulation@nfopp.co.uk Web site: www.nfopp.co.uk
Members of RICS may seek further assistance from:	Telephone: 0207 695 1627 Email: regulation@rics.org Web site: www.rics.org
Members of ARP may seek further assistance from:	Telephone: 08700 737475. Email:enquiries@arp-relocation.com Web site:www.arp-relocation.com
Members of ARMA may seek further assistance from:	Telephone: 0207 978 2607 Email: info@arma.org.uk Web site: www.arma.org.uk

MONEY LAUNDERING GUIDANCE FOR MEMBERS OF

National Federation of Property Professionals
Royal Institution of Chartered Surveyors
Association of Relocation Professionals
Association of Residential Managing Agents
July 2011

Executive Summary

HM Treasury Approval

Structure of Guidance

Glossary

Text of the European Commission Statement on Equivalence

MONEY LAUNDERING GUIDANCE FOR MEMBERS OF

National Federation of Property Professionals Royal Institution of Chartered Surveyors Association of Relocation Professionals Association of Residential Managing Agents July 2011

Executive Summary

HM Treasury Approval

Structure of Guidance

Glossary

Text of the European Commission Statement on Equivalence

National Federation of Property Professionals
Royal Institution of Chartered Surveyors
Association of Relocation Professionals
Association of Residential Managing Agents
July 2011