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All reporting entities in designated sectors including lawyers, accountants, real estate agents, conveyancers, and trust and company service providers must have their AML/CTF programs in place by this date." } } ] }, { "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ { "@type": "ListItem", "position": 1, "name": "Home", "item": "https://www.headstartdocs.com.au/" }, { "@type": "ListItem", "position": 2, "name": "Free Resources", "item": "https://www.headstartdocs.com.au/tranche-2-resources" }, { "@type": "ListItem", "position": 3, "name": "Real Estate AML/CTF Documentation", "item": "https://www.headstartdocs.com.au/tranche-2-resources/real-estate-amlctf-documentation" } ] }, { "@context": "https://schema.org", "@type": "Article", "headline": "Real Estate AML/CTF Documentation: Onboarding Checklists and Recordkeeping Examples", "description": "Documentation examples for real estate professionals under Tranche 2. Onboarding checklists, recordkeeping overview and illustrative scenarios for property transactions.", "datePublished": "2025-12-13", "dateModified": "2025-12-13", "url": "https://www.headstartdocs.com.au/tranche-2-resources/real-estate-amlctf-documentation", "image": "https://www.headstartdocs.com.au/logo-512.png", "inLanguage": "en-AU", "isPartOf": { "@type": "WebSite", "name": "HeadStart Docs", "url": "https://www.headstartdocs.com.au" }, "about": { "@type": "Thing", "name": "AML/CTF Compliance", "description": "Anti-Money Laundering and Counter-Terrorism Financing compliance for Australian businesses under Tranche 2" }, "author": { "@type": "Organization", "name": "HeadStart Docs" }, "publisher": { "@type": "Organization", "name": "HeadStart Docs", "logo": { "@type": "ImageObject", "url": "https://www.headstartdocs.com.au/logo-512.png" } } } ] --- [Get Started ](/checkout) We use cookies to enhance your experience and analyse traffic. [Privacy Policy](/privacy) Essential OnlyAccept All [Skip to main content](#main-content) [ ![HeadStart Docs](/assets/logo-dark-bg-CUivuKJ8.png)![HeadStart Docs](/assets/logo-light-bg-D5BRMGqf.png) ](/) [Home ](/) Features [Programs ](/programs) Resources Sectors [Log in ](/auth) [Portal](/aml-landing) ![Real estate AML/CTF documentation](/assets/real-estate-hero-DZtQP6hd.jpg) [Back to Free Resources](/tranche-2-resources) 13 December 2025 • Real Estate # Real estate AML/CTF documentation: Onboarding checklists and recordkeeping examples Real estate professionals affected by Tranche 2 typically document customer identification, transaction records and risk assessments. This article provides examples of what many agencies include in their documentation workflows. ## Onboarding documentation overview When onboarding new clients for property transactions, real estate agencies commonly document several categories of information. The specific items depend on your designated services and risk assessment. ### Example: Vendor onboarding checklist Items many agencies document when listing a property for sale: **Identity verification** Copy of identification documents (driver's licence, passport) or electronic verification record **Proof of ownership** Title search or rates notice confirming registered proprietor **Entity structure (if applicable)** Company extract, trust deed, or beneficial ownership declaration **Authorisation** Power of attorney or authority to act (if vendor is not attending in person) **Risk assessment notes** Brief record of any risk factors identified and how they were addressed ### Example: Purchaser onboarding checklist Items many agencies document when a purchaser makes an offer: **Identity verification** Verification of all parties named on the contract **Source of deposit** Notes on how the deposit will be paid (bank transfer, personal cheque, etc.) **Beneficial owner details** For company or trust purchasers, identification of individuals with 25%+ ownership **Purpose of purchase** Owner-occupier, investment, development, etc. ## Recordkeeping overview The AML/CTF Act generally requires records to be kept for 7 years. Many real estate agencies organise their recordkeeping around the following categories: ### Categories of records - **Customer identification records:** Copies or references to identification documents, electronic verification results - **Transaction records:** Contracts, deposit receipts, settlement statements - **Risk assessment documentation:** Notes on risk factors identified, enhanced due diligence applied - **Correspondence:** Relevant emails or file notes relating to AML/CTF matters - **Training records:** Evidence of staff training completion ### Storage considerations Many agencies store AML/CTF records within their existing property management or CRM systems, organised by property address or client name. Some considerations include: - Secure storage with appropriate access controls - Ability to retrieve records within a reasonable timeframe if requested by AUSTRAC - Backup and disaster recovery procedures - Clear retention schedules (typically 7 years from end of relationship) ## Illustrative scenarios The following hypothetical scenarios illustrate how documentation considerations might arise in practice. These are examples only and do not constitute advice on how to handle specific situations. #### Scenario 1: Individual vendor, straightforward sale A homeowner lists their property for sale. They attend the agency office in person and provide a driver's licence for identification. **Typical documentation:** Copy of licence, title search confirming ownership, agency agreement, file note confirming low-risk assessment based on straightforward circumstances. #### Scenario 2: Company purchaser with overseas directors A company wants to purchase a commercial property. The company has two directors, one based in Australia and one overseas. **Considerations:** This scenario may involve additional documentation including ASIC company extract, identification of both directors, consideration of jurisdictional risk factors and enhanced due diligence procedures depending on the agency's risk assessment. #### Scenario 3: Quick resale without obvious improvements A vendor lists a property they purchased only 6 months ago at a significantly higher price, with no apparent renovations or improvements. **Considerations:** This scenario may warrant additional documentation about the circumstances, as rapid resales can be indicators that warrant closer attention. Questions to discuss with your adviser include how to document such situations and when escalation may be appropriate. ## Questions to discuss with your adviser When developing your documentation procedures, consider discussing the following with your legal or compliance adviser: - Which of your services are designated services under the legislation? - What level of customer identification is appropriate for different transaction types? - How should enhanced due diligence procedures be documented? - What triggers should prompt escalation to the compliance officer? - How should records be organised and retained? - What training is appropriate for different roles within the agency? [ Read our complete Tranche 2 Guide Key dates, affected sectors, obligations and how to prepare ](/tranche-2) ### Start your documentation efficiently HeadStart Docs™ provides free compliance documents for real estate professionals. All documents require legal review and tailoring to your specific circumstances. [Real Estate Digital Products](/real-estate)[View Timeline](/timeline)[Readiness Assessment](/risk-calculator) **Disclaimer:** This article is general information only. It is not legal, financial or compliance advice. HeadStart Docs™ provides free compliance documents, not legal services. We do not guarantee the accuracy of information provided. Obligations may apply depending on your designated services. Always confirm your specific requirements with a qualified adviser. Need a lawyer to review your AML/CTF program? [HeadStart Counsel](https://headstartcounsel.com.au/get-started) offers fixed-fee tailoring from $1,800+GST. Separate entity and engagement. ### Related Articles [ Compliance Understanding AML/CTF Tranche 2 ](/tranche-2-resources/understanding-amlctf-tranche-2)[ Documentation Risk assessment documentation ](/tranche-2-resources/risk-assessment-documentation)[ Implementation Working with your solicitor ](/tranche-2-resources/working-with-solicitor) ### Free Compliance Tools [Implementation Timeline Key dates and milestones for Tranche 2 compliance ](/timeline)[Readiness Test Assess your compliance readiness in 2 minutes ](/risk-calculator)[Sanctions Screening Search Australian sanctions lists and country risk ](/sanctions-search) ### Ready to get compliant? Sector-specific compliance documents to help you build your AML/CTF program. 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