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  • Client record administration

    Here you'll find information about administering client records, including notification of a legal practitioner, proof-of-identity (POI) requirements and links to relevant law administration practice statements.

    Before you contact us on behalf of a client, you must be able to:

    • meet POI requirements, and
    • be nominated as their legal representative.

    On this page:

    Proof-of-identity requirements for legal practitioners

    Once you are recorded as your client's authorised legal practitioner, you must be able to provide the following POI information about your client when you phone us:

    • one of the following account identifiers    
      • tax file number (TFN)
      • Australian business number (ABN)
      • account name
       
    • one item of proof from an ATO generated notice or lodged return relating to the taxpayer.

    Nomination of legal practitioner

    Before you deal with us on behalf of an individual or entity, either:

    • your client needs to advise us that you are representing them
    • you must provide written advice of your appointment on your firm's letterhead.

    Notification by your client

    The quickest way for your client to nominate you as their legal practitioner is by using our online services. To update the authorised contact for:

    If your client doesn’t have access to our online services, they can either:

    Notification by you

    If your client cannot notify us of your appointment, you can provide written proof of your appointment on your firm's letterhead.

    Copy and paste the information from the example below to your firm's letterhead. Complete the relevant details and send to us using the Business Portal.

    Example – Notification of appointment of legal practitioner(s)

    The person identified below has appointed <me to represent them as a legal practitioner / me and the additional legal practitioners identified in this letter to represent them>.

    CLIENT DETAILS

    Name:

    Date of birth (individuals only):

    TFN or ABN:

    Phone number:

    Address:

     

    LEGAL PRACTITIONER DETAILS

    If more than one legal practitioner include details for each person.

    Name: <This must be the name of an individual legal practitioner, enrolled to practice>

    Legal practice name:

    Phone number:

    Email:

    Each practitioner must be enrolled to practice in the relevant state, territory or federal court.

    PURPOSE

    This notification is for <me, as a legal practitioner / the legal practitioners identified above>, to represent the client in relation to the selected matters below.

    <include only the relevant tax matters. If you are representing all their tax matters only include 'All of their tax affairs'>

    All of their tax matters [OR]

    The following matters:

    • income tax
    • goods and services tax (GST)
    • superannuation
    • excise
    • fringe benefits tax
    • pay as you go (PAYG) withholding
    • pay as you go (PAYG) instalments

    Any other specific matter e.g. GST objection <include matter>

    This notification will endure until the client gives notice to the ATO that the client has terminated <my appointment as a legal practitioner/the appointment of the legal practitioners identified above> to represent them.

    DECLARATION

    I have informed the client that, as <a legal practitioner / legal practitioners> nominated to represent them, the ATO will provide <me / us> with information concerning their affairs for the purposes indicated above until such time as the client notifies the ATO that <I / we> no longer represent them. A copy of this letter has been provided to the client.

    Yours faithfully,

    <Your name and signature>

    <Date>

    End of example

    Urgent requests

    If you don't have access to the Business Portal or it is an urgent case, you can notify us of your appointment by fax. An urgent notification of your appointment may be where your client has received a summons to appear in court and you have been appointed late in the process.

    The details will be updated by close of business the next business day. Any other actions will be subject to our normal service standards.

    When sending a request by fax:

    • write 'Urgent LR' in the subject line
    • fax it to 1300 130 917.

    It's important to know that:

    • any nomination will continue indefinitely until we are notified it no longer applies
    • nominating a legal practitioner does not cancel any previous nomination.

    Freedom of information

    You or your client can make a Freedom of Information request for an individual or a business.

    See also:

    Privacy

    Under the Privacy Act 1988, you must handle your client's personal information in accordance with the Australian Privacy Principles, including:

    • protecting an individual against unauthorised disclosures of personally identifiable information
    • maintaining physical and electronic copies and internal practices and procedures to ensure personal information is safeguarded.

    Find out more about your privacy obligations, as well as privacy resources and guides, by visiting the Office of the Australian Information CommissionerExternal Link.

    See also:

    Last modified: 24 Sep 2020QC 43937