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Form 631, Corporation/Entity Identification Information Record, page 1
Complex · 69/100Form Complexity Index

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What this form asks for

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Form 631 is the Corporation/Entity Identification Information Record used by REALTORĀ® members in Ontario, Canada. It is a mandatory document required under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act to verify the identity of corporations or other entities involved in real estate transactions. The form collects details about the entity, its directors, business nature, and assesses potential risks to prevent illicit financial activities. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields135
Pages4
Sections48
Tables and lists1
Questions that depend on earlier answers71
Form Complexity IndexComplex, 69/100

The AI checks your answers before you download

14 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

Ensures Either Corporation or Other Entity Section is Completed

This check verifies that the user has filled out either Section A.1 (Verification of Corporation) or Section A.2 (Verification of Other Entity), but not both. This is crucial for compliance as the form requires identification of the party to the transaction. A failure would mean essential client identification information is missing or contradictory, and the form would be considered incomplete.

Validates Transaction Date is Not in the Future

This validation ensures the 'Date' field at the top of the form contains a valid date that is not in the future. This maintains the integrity of the record by ensuring it reflects the time the information was recorded accurately. An invalid or future date would make the record's timeline questionable and could cause compliance issues.

Verifies Completeness of Transaction Property Address

This check ensures the 'Transaction Property Address' field is not empty and contains a plausible address format. This field is fundamental as it links the entire compliance record to a specific real estate transaction. If this field is empty, the form lacks the necessary context and is invalid for its intended purpose.

Conditional Requirement for Corporation Registration Number

This validation checks that the 'Registration number of corporation' field (A.1.7) is filled if the 'Source of Verification record' (A.1.6) indicates an electronic public database. The form explicitly requires this for electronic sources to ensure the verification is auditable and traceable. Failure to provide the number when required would result in an incomplete and non-compliant verification record.

Attachment Presence for Corporate Authority

This check validates that if the checkbox in section A.1.8 ('Check this box when attached') is ticked, a corresponding document file has been uploaded. This ensures that the declaration of having attached proof of authority to bind the corporation is substantiated with actual evidence. An error is flagged if the box is checked but no attachment is found, preventing unsubstantiated claims.

Third-Party Declaration and Record Consistency

This validation ensures that if 'Yes' is selected in section B.1 regarding a third party, then the required fields in Section B.2 (Third Party Record) such as name, address, and relationship are completed. This is a critical anti-money laundering check to ensure that identified third parties are properly documented. If B.2 is left blank after a 'Yes' declaration, the submission is incomplete and fails to meet regulatory requirements.

And 8 more checks
  • Conditional Requirement for Third-Party Suspicion Rationale
  • Validates Format of Third-Party Telephone Number
  • Completeness of Client Risk Assessment Questionnaire
  • Verifies Accuracy of Calculated Client Risk Score
  • Conditional Requirement for Documenting High-Risk Measures
  • Specification Required for 'Other' Business Relationship
  • Completeness of Unrepresented Entity Measures Record
  • Validates Third-Party Date of Birth

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How to Fill Out Form 631 Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select Form 631.
  2. Provide the transaction property address, your name as the sales representative, and the date.
  3. Enter the corporation or entity's information, including its legal name, address, nature of business, and the names of its directors.
  4. Complete the verification details by specifying the source and type of record used to confirm the entity's existence and provide any registration numbers.
  5. Answer the client risk assessment questionnaire to determine if the client is high-risk, and if necessary, detail any third-party involvement.
  6. Describe the purpose and intended nature of the business relationship in the designated section.
  7. Review all auto-filled and manually entered information for accuracy, then download, print, or share the completed Form 631.

Common Mistakes in Completing Form 631

The ones the AI is built to catch.

Using an Incorrect or Incomplete Corporation Name
Filers often enter a trade name, an abbreviation, or a numbered company name without the legal suffix (e.g., 'Inc.', 'Ltd.'), using the name they are most familiar with. This leads to failed verification checks and transaction delays, as the name must perfectly match official corporate records. To avoid this, always refer to the articles of incorporation and enter the full, exact legal name; AI-powered tools like Instafill.ai can validate this against official databases automatically.
Providing a Vague Description of Principal Business
When asked for the 'Nature of Principal Business,' many people provide generic answers like 'Holding Company' or 'Consulting.' This lack of specificity fails to meet the due diligence requirements of anti-money laundering regulations and can trigger further inquiries. Be specific by describing the actual business activities, such as 'Commercial retail property management' instead of just 'Real Estate.' This provides a clearer picture for compliance.
Failing to List All Corporate Directors
This form requires a complete list of all current directors, but filers frequently list only the primary contact or president, or use initials instead of full names. This often occurs when the person filling the form doesn't have the complete corporate records on hand. Incomplete director information invalidates the entity verification, so you must consult the corporation's official records to list the full legal names of all registered directors.
Incorrectly Calculating the Client Risk Score
Section C requires totaling points from 17 questions, and manual addition often leads to errors. A miscalculation can cause a high-risk client to be misclassified as low-risk, creating a major compliance failure. To prevent this, use a calculator and double-check the sum. Advanced form-filling tools like Instafill.ai can automate this risk calculation based on your inputs, eliminating human error, even on non-fillable PDFs which it can convert.
Ignoring High-Risk Client Procedures
The form mandates that a risk score of 10 or higher requires consulting a Compliance Officer and applying enhanced measures. Agents sometimes overlook this step after calculating a high score, exposing the brokerage to significant legal and financial penalties. If the score is 10 or more, you must immediately follow the specified protocol and document the enhanced measures taken in Section D.2.3.
Forgetting to Attach Required Corporate Documents
Section A.1 has a checkbox to confirm that documents proving signing authority are attached, but it's a common oversight to check the box without actually attaching the files. This omission creates a critical compliance gap and can render the transaction agreement unenforceable. Always double-check that the specified documents (e.g., certificate of incumbency, articles of incorporation) are attached before checking the box and submitting the form.
Providing Insufficient Source of Verification Details
In Section A.1, the 'Source of Verification record' field is often filled with vague entries like 'online' or 'company file.' The rules require specifying if the record is paper or electronic, its public accessibility, and for public electronic records, the registration number and specific website. To comply, explicitly state the source, for example, 'Electronic record from Ontario Business Registry website, Corp. #1234567.'
Confusing Corporation (A.1) vs. Other Entity (A.2)
The form requires information for either a 'Corporation' (A.1) or an 'Other Entity' (A.2), but not both. Users are often confused about the distinction or which section applies to partnerships, trusts, or other non-corporate bodies, leading them to fill the wrong section or leave both blank. This creates an incomplete record, so you must carefully identify the client's legal structure before starting and complete only the single, appropriate section.
Leaving Third-Party Information Incomplete
When a transaction involves a third party (Section B.2), the form requires extensive details, including their address, occupation, and relationship to the client. Filers often provide incomplete information, such as a name without an address or a vague relationship description like 'partner.' Incomplete third-party records are a red flag for regulators, so you must always collect and record all required fields for any identified third party to ensure full compliance.
Failure to Document 'Reasonable Measures'
Sections A.3 and B.1 require the agent to document the 'reasonable measures' taken when an entity's existence cannot be confirmed or a third party is suspected but not confirmed. Agents often check a box but fail to provide the required written explanation in the space provided. This omission weakens the compliance file, so you must always provide a clear, concise explanation of the steps you took and the reasons for your conclusions to demonstrate due diligence.

Frequently Asked Questions About Form 631

 

Is it really free for 7 days?
Yes. You pay $0 today. Cancel before Nov 4 and you are never charged. Keep it, and it is $19.99 a month for 5 fills of your Form 631.
Can I fill other forms too?
This plan is for your Form 631: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
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From your account, in two clicks, any time. No email, no call.
How does the AI fill out Form 631?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of Form 631, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is Form 631 to fill out?
Form 631 has a Form Complexity Index of 69 out of 100, in the complex tier: 135 fillable fields across 4 pages. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of Form 631, the Corporation/Entity Identification Information Record?
This form is required under Canada's Proceeds of Crime (Money Laundering) and Terrorist Financing Act. It is used by REALTORSĀ® in Ontario to document and verify the identity of corporations or other entities involved in a real estate transaction to prevent financial crimes.
Who is responsible for completing this form?
The REALTORĀ® member who acts in respect to the purchase or sale of real estate is responsible for completing this form. It must be completed for both corporate/entity clients and unrepresented entities that are parties to the transaction.
When should I complete Form 631?
It is recommended to complete the form for a buyer when their offer is submitted or a deposit is made. For a seller, the form should be completed when they accept an offer.
What information do I need to collect for a corporation in Section A.1?
You must record the corporation's full name, address, nature of its principal business, and the names of its directors. You also need to obtain and record details from an official verification document.
What documents are acceptable for verifying a corporation?
You must attach a copy of corporate records showing who has the authority to bind the corporation, such as a certificate of incumbency, articles of incorporation, or specific by-laws. The source of these records must also be noted on the form.
What is the difference between Section A.1 and Section A.2?
Section A.1 is specifically for verifying a corporation. Section A.2 is used for verifying other types of legal entities that are not corporations but are still a party to the real estate transaction.
What should I do if I suspect my client is acting on behalf of a third party?
You must take reasonable measures to determine if a third party is involved. If you have grounds for suspicion, you must document your reasons in Section B.1, even if the client denies it.
How does the Client Risk assessment in Section C work?
You must answer a series of questions about the client and transaction, then use the provided table to calculate a total risk score. This score helps determine if the client poses a high risk for money laundering or terrorist financing activities.
My client's risk score is 10 or higher. What are the next steps?
A score of 10 or more designates the client as high risk. You must immediately speak to your brokerage's Compliance Officer and apply enhanced measures as directed, such as asking for additional identification.
What do I do with the verification records I collect?
If the record is a paper copy or from a private electronic database, you must keep a copy. If it's from a public electronic database, you must record the entity's registration number and the source of the record, such as the government website used.
What if I'm dealing with an unrepresented entity and cannot verify their existence?
If you are unable to verify an unrepresented entity after taking reasonable steps, you must document the measures you took and the reasons they were unsuccessful in Section A.3 of the form.
Can AI tools help me fill out Form 631?
Yes, services like Instafill.ai use AI to accurately auto-fill form fields from your existing data. This can save you significant time and help reduce errors when completing complex forms.
How can I fill out this form online if I only have a paper copy?
You can use a service like Instafill.ai to easily fill out this form online. Simply upload a scan or photo of the document, and the platform will make it interactive and help you complete all the required fields digitally.
The PDF version of this form I have is not fillable. What can I do?
If your PDF is not fillable, you can use a tool like Instafill.ai. It can convert flat, non-fillable PDFs into interactive, fillable forms that you can complete, sign, and share electronically.
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