Writing a company-record request that can be actioned
A useful request identifies the company and the evidence needed. Add your file reference so each delivered record can be reconciled to the review.
By Matthew Lee
A company name alone can leave an order unresolved. Several entities may use similar names, and the same group may have companies in different countries. A clear request connects the legal entity to its jurisdiction, identifier and required documents so the search supports the right onboarding file.
Approved organisational senders can email agent@fill-easy.com in ordinary prose, a table or an attached Excel file. The bot organises the request into order items and asks for clarification where needed. Availability, price and expected turnaround are confirmed when the order is accepted.
The information that matters
| Detail | What to provide |
|---|---|
| Company | Exact legal name, including the local-language name where useful |
| Jurisdiction | Country or territory of incorporation; state or registry where relevant |
| Identifier | BRN, UEN, credit code, CIN or equivalent, where known |
| Documents | Name each record and specify the period or certification needed |
| Reference | Your case, client or matter reference |
| Summary | Say whether you want a referenced summary of the retrieved documents |
The document list follows the review question. Current particulars may support identity and status, while an annual return can provide filed shareholder evidence at its date. If you need a certified document, a historical filing or evidence for a branch, state that distinction rather than assume it is included in a general company search.
One company
Please retrieve current company particulars, the latest annual return and the Business Registration Certificate for [Hong Kong legal name], BRN [number]. Reference: [case reference]. Please include a summary report and confirm availability, price and turnaround.
This gives the agent a specific entity, three requested records and a file reference. If the company is too new to have an annual return, the clarification can identify the gap and let your team consider the appropriate formation evidence. The reviewer still decides which substitute supports the purpose of the review.
Several companies or ownership layers
A mixed-country request works best when each row identifies one entity and its required records. Add the formation jurisdiction rather than relying on a group’s website or trading location. For a US company, the state of formation can be important; for a UAE company, include the relevant emirate or free zone where known.
| Entity | Jurisdiction | Identifier | Requested evidence | Reference |
|---|---|---|---|---|
| [Legal name] | Hong Kong | [BRN] | Particulars and latest annual return | [Case] |
| [Legal name] | Singapore | [UEN] | Current Business Profile | [Case] |
| [Registered Chinese name] | Mainland China | [Credit code] | Current company report | [Case] |
For a longer list, attach an Excel file containing the same fields and explain whether the document requirement applies to every row. Distinct references help your team reconcile separate clients or matters without splitting the list into many emails.
Resolving ambiguities
A clarification is part of selecting reliable evidence. If the name matches several companies, reply with the identifier or other distinguishing details. If a document is unavailable, tell the agent whether to skip it or consider an alternative. Keep that response in the thread so the delivered evidence and any remaining gap can be understood together.
Requests for private shareholder evidence or beneficial ownership information need their applicable access route. Name the evidence required and ask the agent to confirm feasibility; an ordinary public company search may leave those questions unresolved. Individual checks also use a separate consent and handling process, described in the KYC batch guide.
What comes back
The agent returns retrieved company documents as PDFs in the same thread. Each result carries its source, retrieval time and request ID, with your reference retained. An optional summary brings the findings together with references to the underlying records.
Your team can then compare the documents with the client’s ownership chart, authority evidence and commercial explanation. The regional guides help plan that evidence, and how the email bot works explains the confirmation and delivery stages.