KYC of Disponent Owner
Know Your Customer (KYC) / Know Your Business (KYB) Form
To be completed by Disponent Owner / Commercial Manager collecting hire
Please provide the Disponent Owner’s KYC/CIS. This is a standing company verification form. Complete it once (or refresh annually, or immediately on any change of legal name, beneficial ownership, authorised signatory or hire-receiving bank account).
Please provide Disponent Owner’s KYC/CIS. It mainly consists of:
- Certificate of Incorporation of the Disponent Owner.
- Corporate profile, registered address, company website, ownership chart and UBO identification.
- Corporate bank details in the exact company name (bank confirmation letter + recent statement).
- Papers proving the right to employ the vessel and collect hire from the Charterer (head CP / Recap, sub-CP / Recap, Letter of Authority to Collect Hire, Certificate of Registry).
- Copy of signatory’s passport and company authorisation / board resolution.
A Disponent Owner is not the registered owner of the vessel. Its right to employ the ship and to collect hire arises from the head charterparty (time charter or bareboat) and from the sub-charterparty in which it is named as Owner. Charterers, paying banks and brokers therefore require this file before releasing hire.
Hire follows the charterparty and any notice of assignment of earnings. There is no general industry rule that a Disponent Owner must produce a separate letter from the Head Owner simply in order to collect hire. Banks and Charterers may still ask for the supporting papers listed below as ordinary KYC / AML practice.
Submission Instructions
Email the completed form and attachments to [email protected] and [email protected]
Subject line: KYC/CIS – Disponent Owner – [Company Name] – [Vessel] – [Month Year]
Section A – Disponent Owner Identification
Full legal company name (exactly as on Certificate of Incorporation): ________________________________
Trading / brand name (if different): ________________________________
Registration / incorporation number: ________________________________
Country and place of incorporation: ________________________________
Date of incorporation: ________________________________
Legal form (Pte Ltd / LLC / Ltd / SA / GmbH / Partnership / other): ________________________________
Registered office address: ________________________________
Principal place of business (if different): ________________________________
Company website: ________________________________
Official email (hire / operations): ________________________________
Official telephone (with country code): ________________________________
LEI (Legal Entity Identifier), if available: ________________________________
Tax / VAT / GST number: ________________________________
D-U-N-S / D&B number, if available: ________________________________
P&I Club of Disponent Owner (if separately entered): ________________________________
Years in ship operation / chartering: ________________________________
Section B – Vessel, Head Owner and Charter Chain
Complete one sheet per vessel. Attach extra copies if the Disponent Owner controls more than one ship offered to the Charterer.
Vessel name: ________________________________
IMO number: ________________________________
Flag / port of registry: ________________________________
Type / DWT / Year built: ________________________________
Registered / Head Owner (full legal name as on Certificate of Registry): ________________________________
Head Owner country of incorporation: ________________________________
Technical managers (full style): ________________________________
Commercial managers (if any): ________________________________
Head charterparty form and date (e.g. NYPE 2015 / BARECON 2017): ________________________________
Head CP period / delivery – redelivery: ________________________________
Does the head CP permit sub-letting? (Yes / No – quote clause no.): ________________________________
Sub-charterparty (this fixture) form and date, or Recap date: ________________________________
Named “Owners” in the sub-CP / Recap (must match Section A): ________________________________
Charterer (paymaster) full legal name: ________________________________
Hire / freight currency and rate: ________________________________
Hire payment interval and due date (e.g. 15 days in advance): ________________________________
Section C – Authority to Collect Hire
Hire is payable to the party named as Owner in the relevant charterparty, into the account nominated in the payment clause or in a subsequent written notice. The papers in Section D establish that right for banks and Charterers.
Are you the contractual Owner under the sub-CP? (Yes – Principal Disponent Owner / No – collecting as agent): ________________________________
Payee name on hire invoices (must match bank account name): ________________________________
Has earnings been assigned to a financier? (Yes / No. If Yes, attach Notice of Assignment and financier’s collection letter): ________________________________
Is hire to be paid to a third-party account? (Yes / No. If Yes, attach board resolution + third-party KYC + reason): ________________________________
Designated hire-receiving bank (name and country): ________________________________
Account name (exact): ________________________________
IBAN / Account number: ________________________________
SWIFT / BIC: ________________________________
Correspondent bank (if any): ________________________________
Currency of account: ________________________________
Invoice / credit-note email: ________________________________
Status of authority (tick one)
☐ Principal – We are the Disponent Owner named in the Recap / CP and hire is payable to us.
☐ Assigned earnings – Hire is payable to our financier under a Notice of Assignment of Earnings.
☐ Agent / manager – We collect as commercial manager under a written mandate from the Disponent Owner.
Section D – Required Documents
Please attach clear colour copies.
D1. Company KYC / KYB documents of the Disponent Owner
- Certificate of Incorporation / Registration
- Memorandum & Articles / Constitution / Operating Agreement
- Certificate of Good Standing / Incumbency (not older than 90 days)
- Official company registry extract / search report
- Register of Directors and Register of Members / Shareholders
- Ownership structure chart down to natural-person UBOs (25% or more, or control)
- Tax / VAT / GST registration certificate
- Latest proof of registered address (utility bill / bank letter / official extract – not older than 3 months)
- Latest audited accounts or management accounts (last financial year)
- Company profile / brochure and website print-out
D2. Directors, authorised signatories and Ultimate Beneficial Owners
- Passport / national ID of each Director (bio page, colour, valid)
- Passport / national ID of each Authorised Signatory
- Passport / national ID of each UBO (25% or more, or control)
- Proof of residential address of each Director / UBO / signatory (not older than 3 months)
- Board Resolution / Power of Attorney authorising the named signatories
- Specimen signatures of authorised hire / charterparty signatories
- PEP declaration for directors and UBOs
D3. Papers proving the right to employ the vessel and collect hire
- Head Charterparty or commercially redacted extract (parties, period, sub-let clause, hire-payment clause, law and arbitration must remain readable)
- Fixture Recap of the head CP (if the full CP is not yet drawn)
- Sub-Charterparty / Recap in which the Disponent Owner is named as Owner
- Letter of Authority to Collect Hire on company letterhead (use the template below)
- If a manager collects: Commercial Management Agreement plus collection mandate
- If earnings are assigned: Notice of Assignment of Earnings plus the financier’s payment instruction
- Certificate of Registry of the vessel (showing the registered / Head Owner)
- Updated Q88 / vessel particulars identifying managers and owners
D4. Bank papers for the hire-receiving account (mandatory before first hire)
- Bank account confirmation letter on bank letterhead (account name, number / IBAN, SWIFT)
- Recent bank statement (first page only) in the exact company name (not older than 3 months)
- Cancelled cheque or SWIFT MT103 header sample (optional, helpful)
- Hire Payment Instruction signed as per the template below
D5. Insurance, sanctions and compliance
- P&I Certificate of Entry (or cover confirmation) for the vessel / entry
- H&M insurance confirmation (if held by the Disponent Owner or otherwise disclosed)
- Sanctions and Beneficial Ownership Declaration (use the template below)
- Internal sanctions screening report of the company, directors and UBOs (optional)
- Confirmation of screening against OFAC, EU, UN, UK (OFSI) and any other applicable list
Section E – Directors, Signatories and UBOs
List every director, every person authorised to sign charterparties or hire invoices, and every natural person who ultimately owns or controls 25% or more (or who otherwise exercises control). Attach extra names on a continuation sheet if required.
Director 1 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
Director 2 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
Director 3 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
Authorised Signatory 1 – Full name / nationality / date of birth / passport no. / PEP Yes or No: ________________________________
Authorised Signatory 2 – Full name / nationality / date of birth / passport no. / PEP Yes or No: ________________________________
UBO 1 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
UBO 2 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
UBO 3 – Full name / nationality / date of birth / % owned or control / passport no. / PEP Yes or No: ________________________________
Section F – Business Profile
Brief company profile (ship operation / time-charter in and out / commercial management): ________________________________
Main business activities: ________________________________
Fleet operated as Disponent Owner (number of ships): ________________________________
Typical trades / cargoes (dry / wet / gas / containers / other): ________________________________
Approximate number of similar fixtures in the last 24 months: ________________________________
Key counterparties (owners / charterers – names may be generalised if confidential): ________________________________
Has the company ever been withdrawn from, or had a vessel arrested for, unpaid hire? (Yes / No – brief particulars): ________________________________
Pending litigation material to chartering? (Yes / No – brief particulars): ________________________________
Source of funds for working capital / hire-in (trading income / bank facility / shareholder / other): ________________________________
Section G – Important Declarations and Confirmations
The undersigned, duly authorised on behalf of the Disponent Owner named in Section A, declares and confirms as follows:
- Identity. All information and copies supplied in this pack are true, accurate and complete. We will notify Ametheus and the Charterer in writing within five (5) banking days of any change to legal name, ownership, signatories or the hire-receiving account.
- Contractual right. We are the Disponent Owner (or its duly appointed collecting agent) under the head charterparty identified in Section B. We have the contractual right to sub-let the vessel and to collect hire / freight from the Charterer in accordance with the sub-charterparty / Recap.
- No title claim. We do not represent that we hold registered title to the vessel. Legal ownership remains with the Head / Registered Owner. Our rights are contractual only.
- Payee account. The bank account in Section C is an account in our legal name (or in the name of an assignee who has been fully disclosed). Hire paid to that account in accordance with the charterparty and this pack will constitute good discharge of the Charterer’s payment obligation.
- Sanctions. Neither the company, nor any director, officer, UBO, or the vessel, is designated on the sanctions lists of the UN, OFAC (US), EU, United Kingdom (OFSI), or any other applicable sanctions authority. We will not employ the vessel in a sanctioned trade or with a sanctioned party.
- AML / source of funds. Hire received will be applied in the ordinary course of our ship-operating business (including payment of head-charter hire, bunkers, port costs and operating expenses). We are not collecting hire as a nominee for an undisclosed principal.
- Authority to share. We authorise Ametheus Holdings Pvt Ltd and its appointed brokers to share this pack, on a confidential basis, with the Charterer, the Charterer’s bank, P&I correspondence and any compliance provider engaged for this fixture.
- Principal / Agent. We confirm that the actual Disponent Owner and payee under any proposed Charter Party is the legal entity named in Section A (or the disclosed assignee of earnings).
Tick as applicable:
☐ We are the Principal Disponent Owner.
☐ We are acting as Agent / Commercial Manager on behalf of the Disponent Owner (mandate letter attached).
☐ We confirm that the company, its directors and beneficial owners are clean of OFAC, EU, UN, UK and other relevant sanctions lists.
☐ Screening report attached (optional).
Section H – Authorised Signatory Details
Full name of authorised signatory: ________________________________
Designation / position: ________________________________
Passport / ID number: ________________________________
Email address: ________________________________
Mobile number (with country code): ________________________________
Place of signing: ________________________________
Date: ________________________________
Signature: ________________________________
Company stamp / seal: ________________________________
Annex A – One-Page Working Checklist
Papers a Disponent Owner should place in the file before asking a Charterer (or the Charterer’s bank) to release hire.
- This KYC / CIS form, signed and stamped.
- Certificate of Incorporation and Certificate of Good Standing.
- Ownership chart, UBO passports and proof of address.
- Director and signatory passports, plus specimen signatures.
- Board resolution or Power of Attorney for the signatory.
- Head CP or commercially redacted extract, plus Recap.
- Sub-CP / Recap naming the Disponent Owner as Owner.
- Certificate of Registry of the vessel.
- Letter of Authority to Collect Hire (Annex B).
- Bank confirmation letter and recent statement in the exact company name.
- Hire Payment Instruction (Annex D).
- Notice of Assignment of Earnings, if any.
- Sanctions and UBO declaration (Annex C).
- P&I entry confirmation.
- Updated Q88 / vessel particulars.
Not generally required (unless a bank or a specific charterer asks): A separate letter from the Head Owner merely “authorising collection of hire” is not a market custom. Hire is a contractual debt owed by the Charterer to the party named as Owner in the sub-charter. Produce the head CP (or extract) and the sub-CP / Recap instead. Produce a Head Owner letter only if the paying bank expressly insists after reviewing this pack.
Annex B – Letter of Authority to Collect Hire
Print on Disponent Owner letterhead. Address to the Charterer and copy Ametheus and the Charterer’s bank.
From (Disponent Owner full legal name, registration no., registered address): ________________________________
To (Charterer / Paymaster full legal name): ________________________________
Copy (Ametheus Holdings Pvt Ltd, as broker · Charterer’s bank): ________________________________
Vessel (M/V name · IMO · Flag): ________________________________
Head Owner (as per Certificate of Registry): ________________________________
Head CP (form and date): ________________________________
Sub-CP / Recap (date, in which we are named as Owners): ________________________________
Date of this letter: ________________________________
Dear Sirs,
- We are the Disponent Owners of the above vessel under the Head Charterparty identified above. We have sub-let the vessel to you on the terms of the Sub-Charterparty / Recap identified above.
- In our capacity as contractual Owners under that Sub-Charterparty, we are the party entitled to receive hire (and any other sums payable to Owners thereunder).
- You are irrevocably instructed, until written notice to the contrary signed by two authorised officers of this company (or by any disclosed assignee of earnings), to pay all hire, bunkers on redelivery and other sums due to Owners to the bank account set out below.
- Payment in accordance with this letter and the Sub-Charterparty shall be a good discharge of your obligation to pay hire. Do not pay any other account, broker, manager or individual unless you have received a fresh written instruction on our letterhead, or a Notice of Assignment of Earnings from us or our financier.
- This letter does not vary the Sub-Charterparty. In case of conflict, the Sub-Charterparty prevails, save that the bank coordinates below (as updated by any later Notice of Assignment) shall govern the destination of payment.
- We confirm that the company, its directors and beneficial owners are not sanctioned persons, and that the vessel will not be employed in a sanctioned trade.
Please remit to:
Beneficiary name (exact): ________________________________
Beneficiary address: ________________________________
Bank name: ________________________________
Bank address: ________________________________
Account number / IBAN: ________________________________
SWIFT / BIC: ________________________________
Correspondent bank (if applicable): ________________________________
Payment reference (HIRE / [VESSEL] / [CP DATE] / [PERIOD]): ________________________________
Yours faithfully,
For and on behalf of [DISPONENT OWNER LEGAL NAME]
Authorised Signatory 1 (name / title / date / signature): ________________________________
Authorised Signatory 2 – recommended (name / title / date / signature): ________________________________
Company stamp: ________________________________
Annex C – Sanctions, UBO and Compliance Declaration
We, [legal name of Disponent Owner], registration no. [________], incorporated in [country], hereby declare:
- Beneficial ownership. The natural persons who ultimately own or control 25% or more of the company, or who otherwise exercise control, are those listed in Section E. There is no undisclosed nominee, trust or bare-trustee arrangement except as attached.
- Sanctions. None of the company, its subsidiaries, directors, officers, UBOs, or the vessel is designated on the consolidated lists of the United Nations, OFAC, the European Union, the United Kingdom (OFSI), or any other sanctions authority applicable to this fixture; owned or controlled 50% or more, directly or indirectly, by a designated person; or acting for or on behalf of a designated person.
- Employment. We will not order, and have not ordered, the vessel to a sanctioned country, port or counterparty, or to carry a sanctioned cargo, in breach of applicable sanctions or of the head charterparty trading limits.
- Politically Exposed Persons. Except as disclosed in Section E, no director, signatory or UBO is a Politically Exposed Person or a family member or close associate of a PEP.
- Tax and AML. The company has a genuine operating business as a ship operator / disponent owner. Hire will not be received as a layering step or for an undisclosed principal.
- Ongoing duty. We will notify the Charterer and Ametheus immediately if any statement in this declaration ceases to be true.
Declared by / title / date / signature and stamp: ________________________________
Annex D – Hire Payment Instruction
Issue on Disponent Owner letterhead and send to the Charterer with the first hire invoice. Banks should be asked to match beneficiary name, account number and SWIFT exactly.
Vessel (M/V name and IMO): ________________________________
Charterparty / Recap date: ________________________________
Hire period covered by this instruction: ________________________________
Amount in figures: ________________________________
Amount in words: ________________________________
Currency: ________________________________
Invoice number and date: ________________________________
Please remit to:
Beneficiary name (exact): ________________________________
Beneficiary address: ________________________________
Bank name: ________________________________
Bank address / branch: ________________________________
Account number: ________________________________
IBAN: ________________________________
SWIFT / BIC: ________________________________
Correspondent bank name: ________________________________
Correspondent SWIFT: ________________________________
Payment reference to quote (HIRE / [VESSEL] / [INVOICE NO.]): ________________________________
Charges (OUR / SHA, as per CP): ________________________________
We certify that the account above is our account (or the account of a financier to whom earnings have been assigned, as separately notified). Payment to this account in accordance with the charterparty is a good discharge.
Signed for Disponent Owner / name / title / date: ________________________________
Bank confirmation letter attached? (Yes / No – dated): ________________________________
Notes
• All information shared will be treated with strict confidentiality.
• This pack is collected solely for chartering, hire-payment and AML / KYC compliance. It will be shared only with the named Charterer, its bank and appointed brokers.
• When to collect this pack: on first fixture with the Disponent Owner, then annually, and on any change of bank, UBO or signatory.
• Head CP may be commercially redacted provided parties, vessel, period, sub-let clause, hire-payment clause and law / arbitration remain readable.
• Beneficiary name on the bank letter must match Section A legal name, or a disclosed assignment / trade-name filing must explain the difference.
• Do not accept hire into a personal account, a broker account, or an unrelated company account without a board resolution, the third party’s full KYC, and a written reason.
• A Head Owner “permission to collect” letter is not a market requirement. Request it only if the paying bank refuses to process after seeing the head CP extract, the sub-CP / Recap, the Letter of Authority and the bank confirmation.
• Keep this pack for at least five (5) years after the last hire payment, or longer if required by the applicable AML law.
• Incomplete submissions may delay processing and may delay release of hire.
• Proof of Funds or additional financial documents may be requested at the fixture stage.
Ametheus Holdings Pvt Ltd
CIN: U65990DL2018PTC341703
Email: [email protected] | [email protected]
Web: www.ametheus.com
