Yes! You can use AI to fill out Form 630, Individual Identification Information Record

The form explicitly requires a valid, unexpired government-issued photo ID. Individuals often forget to check the expiry date on their driver's license or passport, leading them to present an invalid document. This mistake invalidates the entire identity verification process, causing delays as the REALTOR® must re-engage the client to obtain a current ID. To avoid this, always check the expiry date before filling out the form; AI-powered tools like Instafill.ai can also flag expired dates during data entry.

Section A provides three distinct, mutually exclusive methods for identity verification (Photo ID, Credit File, or Dual ID). A common error is filling out more than one section or choosing an inappropriate method for the situation. This often happens due to confusion about the requirements for each method. This error can invalidate the compliance record, requiring the form to be redone and demonstrating a failure in the FINTRAC process. Carefully read the instructions and complete only one of sections A.1, A.2, or A.3.

When asked for 'Nature of Principal Business or Occupation', individuals often provide vague answers like 'Consultant,' 'Business Owner,' or 'Self-Employed.' FINTRAC regulations require a more specific description to properly assess risk and understand the client's source of funds. A vague entry can be a red flag for compliance officers, potentially triggering additional scrutiny and delays. Be specific, for example, 'IT Consultant specializing in network security' or 'Owner of a retail clothing store'.

Determining if a client is acting on behalf of a third party is a critical compliance step that is often misunderstood. People may not realize that acting on instructions from a family member, business partner, or hidden beneficial owner constitutes a third-party relationship. Ignoring this section or incorrectly checking 'No' is a serious compliance failure. This can lead to significant penalties for the brokerage for failing to identify potential money laundering risks. Always ask clients directly if they are acting on anyone else's instructions.

The risk assessment in Section C is complex, with a scoring system that can be counterintuitive. REALTORS® may misinterpret questions, select the wrong response, or miscalculate the final score. An inaccurate risk score leads to applying the wrong level of due diligence—either creating unnecessary work or, more seriously, failing to identify a high-risk client as required by law. To prevent this, double-check each question and its corresponding score, and seek guidance from a compliance officer if the total is 10 or higher.

The form requires the individual's 'Full legal name' as it appears on their official identification. Many people habitually use a shortened name or nickname (e.g., 'Mike' instead of 'Michael') in daily life and enter it on the form. This creates a mismatch with the identification documents, rendering the verification invalid. This simple error can halt the transaction until the form is corrected and re-signed. Always use the exact full legal name as shown on your passport or driver's license.

This date field is crucial for creating a complete audit trail, as it documents the exact point in time when the client's identity was confirmed. It is frequently left blank or filled with an incorrect date, such as the date the transaction started rather than the date of verification. An omission or error here compromises the integrity of the compliance record. The REALTOR® must ensure this date is accurately recorded at the time of verification.

When using the Dual ID Process method, the form requires information from two separate, independent, and reliable sources. A frequent mistake is to only provide details for one source or to use two sources that are not considered independent (e.g., a bank statement and a credit card statement from the same bank). This renders the identification attempt incomplete and non-compliant. Ensure you provide complete details for two distinct sources as outlined in the form's instructions.

In Section A.1, when recording details from a photo ID, people often enter the country but forget to specify the 'Issuing Jurisdiction'. For a Canadian driver's license, for example, the jurisdiction is the province (e.g., 'Ontario'), not just 'Canada'. This omission makes the record incomplete, as the specific issuing authority is a required piece of data for proper identification. Always record both the country and the specific province, territory, or state that issued the document.

The very first field, 'Transaction Property Address', is sometimes filled out partially, perhaps missing a unit number or postal code. This happens when the person filling the form is in a hurry or assumes the information is known elsewhere. An incomplete address makes it difficult to definitively link the compliance record to the specific property, which can cause issues during an audit. To avoid this, always enter the full, complete, and accurate property address. AI form-fillers like Instafill.ai can help by autocompleting and validating addresses to ensure they are complete.