New client information sheet for Australian accounting firms

A new client information sheet collects each entity's details, TFNs (securely), identity and beneficial owner information for AML/CTF due diligence, previous accountant details, authority to act and a privacy collection notice in one signed form. Copy the template below and adapt it to your firm.

Reviewed 1 November 2026

General information only, not legal or tax advice. Check the current rules against the source before relying on this. This form is a starting point. Adapt it to your engagement letter, your privacy policy and your AML/CTF program, and have it reviewed by the firm before use. Current as at 1 November 2026.

A new client information sheet collects, once, the details your firm needs to accept a client, link them in ATO systems, meet AML/CTF customer due diligence where a designated service is involved, and request professional clearance from the previous accountant. The form below is written for Australian accounting and bookkeeping firms and covers a whole family group, so one authorised person can complete and sign it for every entity.

How to use this template

Copy the form into your onboarding tool or a fillable document. Delete the entity sections the client does not need.
Fill in the square-bracketed items first: firm name, contact details, privacy policy link, the taxation law your firm relies on to request TFNs, whether and where information is disclosed overseas, and your identity verification method.
Send it through a secure portal or encrypted channel, never as a plain email attachment for the client to fill and return.
Do not ask for copies of ID inside the form. Ask the client to present ID through your verification process (see below).
When it comes back, run your customer due diligence checklist, then send your clearance request using the professional clearance letter template.
File the completed form against the client record and keep it with the engagement letter.

The new client information form

[Firm name] new client information form

Thank you for choosing [Firm name]. Please complete the sections that apply to you and your entities. If a question does not apply, write "N/A". Do not attach copies of identity documents to this form. We will verify your identity separately using a secure method.

Part A. Main contact and the group

Full legal name: ____________________
Preferred name: ____________________
Role in the group (for example director, trustee, partner): ____________________
Mobile: ____________________ Email: ____________________
Postal address: ____________________
Preferred contact method: [ ] Phone [ ] Email [ ] SMS [ ] Portal

List every person and entity you would like us to act for:

Name	Type (individual, sole trader, company, trust, SMSF, partnership)	ABN / ACN	Services wanted

Why are you looking for a new accountant, and what would you like us to help with? ____________________

Part B. Individuals

Complete once for each individual client.

Full legal name: ____________________
Other names you are or have been known by (former, maiden, anglicised): ____________________
Date of birth: ____________________
Residential address (not a PO box): ____________________
Postal address if different: ____________________
Mobile and email: ____________________
Occupation: ____________________
Australian resident for tax purposes: [ ] Yes [ ] No [ ] Unsure
Spouse or partner name (for tax return purposes): ____________________
Dependants (names and dates of birth): ____________________
Private health insurance: [ ] Yes [ ] No Fund: ____________________
HELP or other study loan: [ ] Yes [ ] No
myGov linked to the ATO: [ ] Yes [ ] No
Bank account for tax refunds (BSB and account name only; we will confirm the account number with you by phone or portal): ____________________

Part C. Sole traders

Complete Part B for the individual, then:

Business name(s) used: ____________________
Other names the business is known by: ____________________
ABN: ____________________
Address of principal place of business: ____________________
What the business does and who its customers are: ____________________
Registered for GST: [ ] Yes [ ] No BAS lodged: [ ] Monthly [ ] Quarterly [ ] Annually
Employees: [ ] Yes [ ] No Number: ______ Payroll system: ____________________
Accounting software and who holds the subscription: ____________________

Part D. Companies

Company name as registered with ASIC: ____________________
Business names and any other names used: ____________________
ACN: ____________________ ABN: ____________________
Registered office address: ____________________
Principal place of business: ____________________
What the company does (sector, products and services): ____________________
Directors (full name of each, and their director identification number (director ID) if they have given it to you): ____________________
Company secretary: ____________________
Shareholders (name, number and class of shares, and whether held on trust for anyone): ____________________
Anyone else who controls the company or makes key decisions (for example under a shareholder agreement): ____________________
Do you want us to act as ASIC registered agent: [ ] Yes [ ] No
GST, PAYG withholding, payroll (Single Touch Payroll) and BAS frequency: ____________________
Accounting software: ____________________
Is the company acting as trustee of a trust: [ ] Yes (also complete Part E or F) [ ] No

Part E. Trusts

Full name of the trust: ____________________
Kind of trust: [ ] Discretionary (family) [ ] Unit [ ] Hybrid [ ] Bare [ ] Testamentary or deceased estate [ ] Other: ________
Business names and other names used: ____________________
ABN and TFN held: [ ] ABN [ ] TFN (do not write the TFN here; see Part H)
Date the trust was established: ____________________
Principal place of business or the place the trust is administered from: ____________________
What the trust does or why it was set up (for example running a business, holding investments, managing family assets): ____________________
Trustee(s): individual names, or company name and ACN for a corporate trustee: ____________________
Directors and shareholders of any corporate trustee: ____________________
Appointor(s) or principal(s): ____________________
Settlor: ____________________
Guardian or protector (if any): ____________________
Anyone else who can control the trust, change the deed or remove the trustee: ____________________
Named beneficiaries: ____________________
Classes of beneficiaries (if beneficiaries are described by class in the deed, for example "children and grandchildren of the primary beneficiary"): ____________________
GST, PAYG withholding, payroll (Single Touch Payroll) and BAS frequency: ____________________
Family trust election or interposed entity election made: [ ] Yes [ ] No [ ] Unsure
Please provide through our portal: the trust deed and all deeds of variation, and any deed of appointment or change of trustee.

Part F. Self-managed super funds

Fund name: ____________________
ABN: ____________________
Trustee structure: [ ] Individual trustees [ ] Corporate trustee: name and ACN ____________________
Members (full name and date of birth): ____________________
Directors of the corporate trustee, if any: ____________________
Fund address used for ATO and ASIC correspondence: ____________________
Electronic service address (ESA) for contributions: ____________________
Current SMSF auditor (name and registration number): ____________________
Investment strategy last reviewed: ____________________
Members in pension phase: [ ] Yes [ ] No
Please provide through our portal: the trust deed and amendments, trustee declarations, and the most recent audit report.

Part G. Partnerships

Partnership name (or the names of all partners if no business name): ____________________
Business names used: ____________________
ABN: ____________________
Principal place of business: ____________________
What the partnership does: ____________________
Partners (name, entity type and profit share for each): ____________________
GST, PAYG withholding, payroll (Single Touch Payroll) and BAS frequency: ____________________
Written partnership agreement: [ ] Yes (please provide through our portal) [ ] No
Who can make decisions and sign for the partnership: ____________________

Part H. Tax file numbers

Collection notice for tax file numbers. We ask for your tax file number (TFN), and the TFN of each entity we act for, so we can prepare and lodge your tax returns and deal with the ATO for you. We are authorised to request TFNs under [firm to insert the name of the taxation law that authorises your firm, as a registered tax agent, to request or collect TFNs, confirmed with your adviser; the notice must name the law, a general reference is not enough]. Giving us your TFN is not compulsory and it is not an offence to decline to quote it. If you do not give us your TFN, [firm to insert the consequences that actually apply to your practice, for example: we may not be able to find your records in ATO online services, lodge returns or deal with the ATO for you, and the work may take longer]. We store TFNs securely, limit access to staff who need them for tax work, and destroy or de-identify them when we no longer need them.

Please do not write TFNs on this form or send them by email. Enter them in the secure TFN field in our portal, or give them to us by phone.

[ ] I have read this TFN collection notice.

Part I. Identity and due diligence questions

We verify the identity of each person listed below using [firm to insert method, for example: an electronic verification service, a video call where you show original documents, or an in-person meeting]. Please do not email copies of your passport, licence or Medicare card.

Some of these questions only apply if we provide you with a service covered by the AML/CTF Act. We will tell you if that is the case.

People we will need to verify (tick all that apply and list names):
[ ] Each individual client: ____________________
[ ] Each person who will deal with us on behalf of an entity, and their authority (for example director, trustee, power of attorney): ____________________
[ ] Each individual who owns or controls a company, trust, SMSF or partnership above (directors, shareholders, trustees, appointors, settlors, guardians, protectors, partners): ____________________

Beneficial owners. For each company, trust, SMSF or partnership, list every individual who directly or indirectly owns 25% or more of it, or controls it (can directly or indirectly influence or direct its decision making): ____________________

Is anyone listed in this form a politically exposed person, that is someone who holds or has held a prominent public position in Australia, overseas or in an international organisation, or is a family member or close associate of one? [ ] No [ ] Yes. Name and role: ____________________

Does any person or entity in this form act on behalf of someone else who is not listed? [ ] No [ ] Yes. Details: ____________________

Do any of the entities have overseas owners, operations or bank accounts? [ ] No [ ] Yes. Details: ____________________

What is the purpose of the work you want us to do (for example annual compliance, setting up a structure, selling a business or property)? ____________________

Optional unless we ask for it. Where do the funds or assets involved come from (for example business income, salary, sale of property, inheritance)? We only ask this where our AML/CTF program requires more information. ____________________

Part J. Previous accountant

Previous accountant or tax agent: ____________________
Firm: ____________________ Phone: ____________________ Email: ____________________
Entities they acted for: ____________________
Last year's returns lodged by them: ____________________
Any amount owing to them that you are aware of: ____________________
[ ] I authorise [Firm name] to contact my previous accountant to request professional clearance and the transfer of records, workpapers and information needed to act for the entities listed in Part A.

Part K. Authority to act

I authorise [Firm name], as [registered tax agent / registered BAS agent], to add each person and entity listed in Part A to its client list in ATO online services, to access their ATO records, and to deal with the ATO on their behalf for the services agreed in our engagement letter, and, where I have ticked "Yes" in Part D, to act as ASIC registered agent for the company. I understand this authority continues until I withdraw it in writing.

Part L. Privacy collection notice

[Firm name] of [address, phone, email] collects the personal information in this form from you, and may also collect it from your previous accountant, the ATO, ASIC, identity verification providers and public registers. We collect it to accept and act for you, provide the services in our engagement letter, verify identity, and meet our obligations under [firm to list, for example tax, AML/CTF and professional standards laws]. Some collection is required or authorised by Australian law, including [firm to name the laws]. If you do not provide the information, we may not be able to act for you or complete the work. We usually disclose this information to the ATO, ASIC, your previous accountant, our identity verification and software providers, and others you ask us to deal with. [We are / are not] likely to disclose it to overseas recipients [in the following countries: ________]. Our privacy policy at [link] explains how you can access and correct your information and how to complain about a privacy breach, and how we will deal with a complaint.

Electronic communications: [ ] I agree to receive documents, notices and requests for signature from [Firm name] by email and through its portal. [ ] I would like to receive newsletters and updates (you can unsubscribe at any time).

Part M. Declaration and signature

I declare that the information in this form is true and complete. I confirm that I am authorised to give this information and to sign this form for each person and entity listed in Part A, and that I have told each individual named in this form that their information is being given to [Firm name] and where they can read this collection notice. I will tell [Firm name] promptly if any of these details change.

Signed by	Capacity	For which entities	Signature	Date
	For example: individually, and as director of [Company] Pty Ltd as trustee for [Trust]

One person may sign for the whole group if each entity has authorised them. Where a company has more than one director, or a trust or SMSF has more than one individual trustee, please confirm the signer is authorised by the others, or add a signature line for each. For a trust or SMSF with a corporate trustee, sign as director of the trustee company.

Office use only. Received: ______ ID verified: ______ CDD complete: ______ Clearance requested: ______ Engagement letter signed: ______

Notes on the trickier sections

TFN notice

Rule 8(2)(a) of the Privacy (Tax File Number) Rule 2015 says that when you request an individual's TFN you must take reasonable steps to tell them the taxation, personal assistance or superannuation law that authorises you to request or collect it, the purpose, that declining to quote a TFN is not an offence, and the consequences of declining. Rule 11 requires reasonable steps to protect TFN information, restrict access to people who need it for those purposes, and securely destroy or permanently de-identify it once it is no longer required by law or needed for those purposes. OAIC guidance lists tax agents, accountants and solicitors among lawful TFN recipients. The form leaves the authorising law and the consequences as bracketed items: name the specific law your firm relies on (the TFN Rule asks for the law itself, so a phrase like "taxation laws" is not enough here) and describe consequences that are true for your practice.

Privacy collection notice

APP 5 lists the matters an entity must notify or make the individual aware of when it collects personal information. Part L covers each one:

APP 5.2 matter	Where it is in Part L
(a) Identity and contact details of the entity	Firm name, address, phone, email
(b) Collection from third parties, or circumstances the individual may not know about	Previous accountant, ATO, ASIC, verification providers, registers
(c) Whether collection is required or authorised by law	The laws your firm names (OAIC guidance allows a general description such as "taxation laws" where several laws apply)
(d) Purposes of collection	Accept and act, services, ID, legal obligations
(e) Main consequences if not collected	May not be able to act or complete the work
(f) Usual disclosures	ATO, ASIC, previous accountant, providers
(g) and (h) Access, correction and complaints in the privacy policy	Link to your privacy policy
(i) and (j) Likely overseas disclosure and, where practicable, the countries	Bracketed choice and country list. Storing data on servers outside Australia is usually a use, not a disclosure, but disclosing it to an overseas provider is a disclosure (APP 8)

AML/CTF due diligence

If your firm provides a designated service to the client, AUSTRAC says initial customer due diligence must be completed before you start providing it, except where delayed initial CDD is permitted. Parts B to G and Part I collect the information you would then verify. For trusts, AUSTRAC lists the matters to establish: the identity of the trust, the beneficiaries or each class of beneficiaries, any trustee or other representative and their authority to act, the beneficial owners (including individual trustees, beneficial owners of a corporate trustee, settlors, appointors, guardians, protectors and others with control), PEP and sanctions status, and the nature and purpose of the relationship. For a body corporate, AUSTRAC says you must also collect any director identification number where applicable, along with the registered office and principal place of business; for a partnership without a business name, the names of all partners. AUSTRAC defines a beneficial owner as an individual who directly or indirectly owns 25% or more of the customer or controls it. For individuals, AUSTRAC lists full name, other names, date of birth and residential address, and says you could also gather occupation. Source of funds and source of wealth come up in AUSTRAC's guidance on enhanced CDD, so the form marks that question optional. The Australian Business Registry Services tells directors to give their director ID to the person who keeps the company's records, such as the company secretary or ASIC agent, so some directors may only provide it once you act for the company. The form only collects information. Verification, PEP and sanctions screening, and the risk rating sit with your firm's process in the customer due diligence checklist.

AUSTRAC also notes that you are not required to keep copies of documents under your record keeping obligations and can instead record details of them.

Professional clearance

APES 110 paragraph 320.5 A1 says a member will usually need the client's permission, preferably in writing, to start discussions with the existing or predecessor accountant. Part J gives that permission. If you cannot communicate with them, R320.6 requires other reasonable steps to obtain information about possible threats. The formal request for known information in R320.8 applies to audit or review of financial statements, but many firms ask the same question for all work.

One signature for the group

Family groups often have one person who is a director, trustee and individual client at once. Part M lets that person sign once and state each capacity. It does not replace authority you need to confirm separately, such as a trustee's power under the deed or the board's authority for a company with several directors. Your engagement letter still needs to be signed in the right capacity for each entity.

What not to collect by email

TPB(GS) 42/2022 on proof of identity says the TPB does not recommend sending or receiving sensitive information or copies of identity documents by email, because email is not considered secure. It strongly recommends a secure website, secure online mailbox or secure messaging, or an encrypted or password protected attachment. The same guidance says the TPB does not require or recommend that practitioners keep copies of ID documents, and recommends destroying electronically received certified copies once the checks are done and recorded. If you sight original documents by video call, note that in your contemporaneous record.

Do not ask clients to email passport, driver's licence or Medicare card images.
Do not ask for TFNs in an email or in an emailed form.
Do not collect full bank account numbers by email; confirm them through the portal or by phone.
Do not keep a scan of ID on the client file when a record of the check will do.

Firm checklist for a new client sheet

For the full intake sequence, see the new client checklist and the client onboarding guide.

Doing this in Nagaris

Nagaris puts proposals, AML, e-signing and client queries on one client file, so the details a family group gives you once flow to the rest of the onboarding. See client onboarding software for how that works.

Questions

What should an accounting firm's new client information sheet include?

Contact details, details for each person and entity you will act for, TFNs collected securely, the information you need for customer due diligence, beneficial owners, previous accountant details, authority to act, a privacy collection notice and a signed declaration.

Can a client email us their TFN or a copy of their ID?

TPB(GS) 42/2022 says the TPB does not recommend sending sensitive information or copies of identity documents by email. Use a secure portal, secure messaging or an encrypted attachment instead.

What must we tell a client when we ask for their TFN?

Rule 8 of the Privacy (Tax File Number) Rule 2015 says to tell them the law that authorises you to request the TFN, the purpose, that declining to quote it is not an offence, and the consequences of declining.

Who are the beneficial owners of a family trust for AML/CTF purposes?

AUSTRAC's trust guidance says they may include individual trustees, the individual beneficial owners of a corporate trustee, settlors, appointors, guardians, protectors and anyone else with control over the trust. More generally, AUSTRAC defines a beneficial owner as an individual who directly or indirectly owns 25% or more of the customer or controls it.

Do we have to keep copies of client ID documents?

No. The TPB does not require or recommend keeping copies, and AUSTRAC says you can record details of documents instead of keeping copies. Keep a record that the check was done.

Can one person sign the information sheet for the whole family group?

Yes, if they hold the authority for each entity, and the declaration should state each capacity they sign in. Confirm authority separately where a deed or board requires more than one signatory.

Is a client information form the same as an engagement letter?

No. The information form collects facts about the client; the engagement letter sets the terms of the work. Most firms send both together.

Does this form work for bookkeeping clients?

Yes. Delete the sections that do not apply and keep the contact, entity, ID, privacy and authority parts, adjusting Part K to the BAS agent services you provide.

Sources

Talk to us about running this in Nagaris

Proposals, AML checks, e-signing, client queries and jobs on one client file. Leave your details and we will be in touch.