A batch of Mainland checks needs signed consent and an encrypted spreadsheet.
For our batch workflow, send an encrypted spreadsheet and each person’s signed consent form. Send the password separately; a single-person request follows a different format.
By Matthew Lee
One spreadsheet. One signed consent form per person. The password in a separate email.
Our Mainland checks on individuals require signed consent under the service’s order procedure. Company searches can also contain personal information, so confirm the applicable collection, use and transfer requirements for each request.
The company-search side is covered in how the email agent works and how to write an order.
What a Mainland check covers
Checks are requested through Fill Easy (Nansha). The source and availability depend on the check, the data subject and the permitted use case; confirm these before ordering. The service catalogue includes:
| Check | What it answers | Where it is confirmed |
|---|---|---|
| ID & Name Verify | Do this name and this ID number belong together | Official government identity sources |
| Litigation Records | Court and enforcement records in the person's name | Supreme People's Court |
| Credit Risk | Credit record and financial risk indicators | People's Bank of China |
| Adverse Records | Regulatory blacklists and other adverse records | NMPA, housing authorities and other sources |
The China Cross-Border Data page lists the full catalogue. Every check needs the individual's consent, and the price and turnaround are confirmed in the thread before anything is run.
The batch
A batch is one email with two attachments. The request names the checks; the attachments carry the people.
Subject: Background checks: 3 Mainland individuals
Please run background checks on the 3 Mainland individuals in the attached spreadsheet: ID and name, litigation records, credit risk and adverse records. The file is password protected (password to follow separately). Their signed consent forms are attached.
Attachments: Background_Checks.xlsx (password protected), Consent_Forms.pdf
The spreadsheet
One row per person, with their details such as the name and ID number, and the checks named in the email.
Encrypt the workbook with a password required to open it. Worksheet or cell protection alone does not encrypt the file. Send the password separately.
The consent forms
Attach each person's signed consent form. The agent will not run a Mainland check without it, and says so:
NEED CLARIFICATION. Background checks: Mainland background checks need each person's signed consent form, and the people's details as a password-protected Excel file. Please attach both.
The password, separately
Send the password in a second email, never in the message that carries the file. The results come back encrypted with the same password.
What comes back
The agent sends two automated notifications for a batch.
| Notification | When | What it says |
|---|---|---|
| KYC batch received | After the spreadsheet and the consent forms are received | How many rows are being processed |
| KYC results | When every row is done | Your spreadsheet is attached with a result column for each check, encrypted with the same password |
KYC BATCH RECEIVED. 3 rows are being processed.
KYC RESULTS. Your spreadsheet is attached with a result column for each check, encrypted with the same password. Attachment: Background_Checks_results.xlsx (password protected)
The results file is your own spreadsheet with one result column per check. Each cell holds one of four values: Match, No match, Not found or See report.
A row reads, for example, Match, See report, Not found, See report. That is one value per check, in the order the checks were requested, so ID and name, litigation records, credit risk and adverse records can be read across the row.
Mainland records are translated into English and summarised, and every result records its source and retrieval time.
A single person
One person does not need a spreadsheet. Name the checks and the person in the email and attach the signed consent form.
Subject: KYC check: 张三
Please run ID & Name Verify and a litigation record check for 张三, ID number 11010119900307XXXX. His signed consent form is attached.
Attachment: Consent_Form_张三.pdf
The agent replies with a “KYC processing” notification listing the person, the checks and their status, then an “Order success” email with the report as a PDF. Without the consent form it asks first:
NEED CLARIFICATION. KYC check: Every Mainland KYC check needs the individual's signed consent form. Please attach it.
Insurers use the single check on a Mainland claimant before a cross-border claim is paid; money lenders send batches of guarantors. See insurance and money lending.
Why the data can reach Hong Kong
Personal information leaving the Mainland needs a lawful transfer basis under the Personal Information Protection Law.
Our filed Standard Contract (Filing No. 202500031) supports Mainland-to-Hong Kong transfers within its documented scope. Confirm the data categories, recipients and purpose with us; your firm remains responsible for its own use, retention and onward-transfer obligations.
The PIPL and GBA Standard Contract page explains the mechanism, and the trust centre holds the filing details alongside our ISO 27001 certification.
What the thread gives an auditor
The order, the consent forms, the batch-received notice and the results sit in one thread in your own mailbox, under your retention and legal hold rules. The results file carries the same password as the input.
Every result records its source, retrieval time and request ID. Teams that want results in their own systems run the same checks through the API.
Re-checking a book of companies
The companies in a client or vendor book go stale too. For those, we run monitoring and remediation from an Excel file sent to remediation@fill-easy.com.
Subject: Periodic review, Q4
Attached: 240 clients due for periodic review. Please re-check against the registries.
Attachment: client-book-review.xlsx
The file has one row per entity, for example the company name, the jurisdiction and your own reference. It can mix Hong Kong, Mainland, BVI, Cayman and other jurisdictions.
Every entity is re-checked against its registry and compared field by field with the record you hold. Changes to directors, shareholders, the registered address and the company's status are flagged.
Back come a change report showing only what moved, your spreadsheet with the results filled in and your references kept, and the latest registry documents. Price and turnaround are confirmed when you send the file, before the run starts. See the monitoring and remediation page and the search catalogue.
Checklist for a batch
- The file: one password-protected Excel file, one row per person with their details
- Consent: a signed consent form for every person, attached
- The email: the checks named, and your reference
- The password: in a separate email
- Where to send it: from your work mailbox to agent@fill-easy.com; client books for re-checking go to remediation@fill-easy.com
How do Mainland checks on individuals reach your team today?