Navigating VIF Compliance for Directors without a PPS Number: A Smarter Approach

Feb 26, 2025

Time to read:

minutes

Who should read this?

This article is written for foreign directors and international entrepreneurs who need to navigate Irish company regulations.

It's especially valuable for those without a PPS number who must complete the Verification of Identity Form process.

Key Takeaways

The Verification of Identity Form (VIF) is a legal requirement for directors without a PPS number when incorporating or joining Irish companies.
Non-compliance with VIF requirements can cause significant delays in company registration and directorship appointments.
The VIF process requires proper form completion and notarization with a wet ink signature by a licensed notary public.
Foreign directors face specific challenges including limited access to notaries familiar with Irish requirements and document shipping delays.
Shareholders holding more than 25% of shares also require VIF compliance for the Register of Beneficial Ownership if they lack a PPS number.
Open Forest provides expert regulatory guidance and document preparation support for foreign directors navigating Irish company formation.

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Becoming a director of an Irish company as a non-resident involves additional regulatory steps, one of the most crucial being the Verification of Identity Form (VIF). The Companies Registration Office (CRO) requires this form to confirm the identity of individuals who do not have a Personal Public Service Number (PPSN). While essential for corporate transparency, the process can be complex and time-consuming for directors based abroad.

This article outlines the key steps of VIF compliance and how Open Forest and Legitify can help simplify the process for directors without a PPS number. Understanding the significance of VIF compliance is the first step toward ensuring a smooth transition into an Irish directorship.

Why VIF Compliance Matters for directors without a PPS numbers

The VIF form is a legal requirement designed to prevent fraudulent directorships and uphold governance standards for Irish companies. For directors residing outside Ireland, completing this requirement can be challenging due to notarization logistics, unfamiliarity with CRO regulations, and time constraints.

Non-compliance can lead to delays in company registration or complications in assuming a directorship role. Ensuring the process is handled correctly from the outset is crucial to avoid setbacks.

When Is the VIF Required?

The Verification of Identity Form (VIF) is necessary for directors without a PPS number in specific scenarios, including:

Incorporating a New Irish Company – If a director does not have a Personal Public Service Number (PPSN), they must complete the VIF to register the company with the Companies Registration Office (CRO).
Becoming a Director of an Existing Irish Company – When a non-Irish individual is appointed as a director of an already established Irish company, they must submit the VIF to verify their identity.
Filing Certain CRO Forms Requiring a Director’s PPSN/VIN – For filings like the Annual Return (Form B1) and Change of Directorships (Form B10), directors must provide either a PPSN or VIN. If they don’t have a PPSN, they must obtain a VIN by submitting a VIF.
Compliance with Corporate Transparency Rules – The VIF plays a role in preventing fraudulent directorships, ensuring that all directors in Irish companies are properly identified.
Additionally, where a person becomes a shareholder of an Irish company and holds more than 25% of those shares, they are required to be registered on the Register of Beneficial Ownership register and if they do not have a PPS number, a VIF number will also be required here.

Understanding these scenarios helps directors without a PPS number determine when they need to complete the VIF, ensuring they stay compliant and avoid registration delays.

Steps to Complete the VIF Process

To fulfil the VIF requirement, directors without a PPS number must:

Obtain the Correct Form – Download the official VIF form from the CRO website.
Complete the Required Information – Provide personal details and identification as required.
Get the Form Notarised – A licensed notary public must verify the director’s identity and apply a wet ink signature.
Submit the Form to the CRO – The completed, notarized form must be sent to the Companies Registration Office for approval.

Each of these steps requires accuracy to prevent unnecessary delays. Given the complexities involved, professional guidance can help streamline the process. This is where Open Forest plays a key role in assisting directors without a PPS number.

How Open Forest Supports Directors without a PPS Number

Open Forest specialises in helping foreign entrepreneurs and directors navigate Irish company formation and compliance. With extensive knowledge of Irish corporate regulations, Open Forest ensures that directors meet all necessary requirements efficiently. Their solutions include:

Expert regulatory guidance – Ensuring directors understand their compliance obligations and avoid common mistakes.
Document preparation support – Automatic completion of forms to prevent rejections or delays.
Comprehensive compliance solutions – Streamlining directorship setup and company registration requirements.

By leveraging Open Forest’s expertise, directors without a PPS number can ensure a smooth and hassle-free compliance process. However, once the documentation is ready, obtaining notarisation remains a critical step.

Challenges of Notarisation

For directors without a PPS number, the notarisation process can be particularly cumbersome due to various challenges:

Limited Access to Notaries Familiar with Irish Requirements – Not all notaries understand the specific requirements of the VIF process, which can lead to improper notarisation and rejected applications.
Inconvenient Scheduling and Availability – Traditional notarisation often requires in-person appointments, which may be difficult to arrange, particularly across different time zones.
Strict Wet Ink Signature Requirements – The Irish CRO mandates that all VIF forms include a physical wet ink signature, ruling out many fully digital notarisation solutions.
Document Handling and Shipping Delays – Once notarised, the form must be physically mailed to Ireland, adding extra time and potential postal service inefficiencies.
High Costs – Traditional notarization services can be expensive, especially when factoring in appointment fees, courier charges, and expedited processing.

These challenges can cause significant delays and additional costs, making the notarization process a major obstacle for directors without a PPS number seeking compliance. Fortunately, Legitify offers a modern solution that simplifies the entire process

How Legitify Simplifies Notarisation for VIF Compliance

Legitify offers a remote, legally compliant solution that removes the inefficiencies of traditional notarisation. Key advantages include:

Remote notarisation from anywhere – Directors can complete the process without needing to visit a physical notary.
CRO-compliant notarisation – Ensuring documents meet Irish regulatory standards, including the requirement for wet ink signatures.
Fast and secure processing – Avoiding delays associated with scheduling in-person notarization and mailing documents internationally.
Time and cost savings – With remote access and streamlined processing, directors save time and money compared to traditional notarization method

With Legitify, directors without a PPS number can complete their VIF notarisation quickly and conveniently, no matter their location.

A Smarter Approach to Compliance

VIF compliance can feel overwhelming, but it doesn’t have to be. With the right support, the process becomes straightforward and stress-free.

Ready to simplify the process? Visit www.openforest.co for automatic company registration in Ireland and www.legitify.eu for seamless notarization globally.

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Frequently Asked Questions (FAQs)

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When exactly is a Verification of Identity Form required for directors?

A VIF is required when a director without a PPS number is incorporating a new Irish company, joining an existing Irish company, filing certain CRO forms, or complying with corporate transparency rules.

What are the main challenges for foreign directors during the VIF notarisation process?

Foreign directors face challenges including limited access to notaries familiar with Irish requirements, inconvenient scheduling across time zones, strict wet ink signature requirements, shipping delays, and high costs.

How does Legitify's solution differ from traditional notarisation?

Legitify offers remote notarisation that's CRO-compliant with wet ink signatures, allowing directors to complete the process from anywhere, avoiding scheduling delays and international mailing while providing cost and time savings.

Do shareholders also need to complete a VIF?

Yes, shareholders holding more than 25% of shares in an Irish company must be registered on the Register of Beneficial Ownership and will need a VIF if they don't have a PPS number.

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