Guidance for members when sending legal documents and returning forms

Forms and Letters of Authority

Original forms are required but to make things easier for our members and to avoid postal delays, members can return forms electronically by sending a PDF by email.  The table below details the requirements when returning forms.  

Document Original PDF Notes
Letters of Authority Yes Yes

 
Discharge forms
– a transfer-out of the Plan		 Yes Yes

A PDF is acceptable when sent from an employee's IBM email address.

All members must return the original Deferred Pension Certificate or indicate on the discharge form that the Certificate has been lost.
Switch form
– an accumulated investment switch for an employee		 Yes Yes A PDF is acceptable when sent from an employee's IBM email address
Switch form
– an accumulated investment switch for a deferred member		 Yes Yes A PDF is acceptable when sent via email.  Members must confirm: Date of Birth, NI Number, home address and date joined IBM.
Beneficiary nomination Yes Employees only A PDF is acceptable when sent from an employee's IBM email address

Legal documents

There are times when members and/or their dependants have to provide evidence of their identity.  Original documents are required but in most cases, a copy that has been certified by a solicitor may be acceptable.  The table below details the legal documents that may be required and in which instances copies are accepted. 

Document Original Certified copy from a solicitor Photocopy Notes
Death certificate Yes No No
Marriage certificate Yes Yes No
Spouse or Civil Partner's Birth certificate Yes Yes No Where a spouse or a Civil Partner was born in a country where a birth certificate is not available, an original valid passport may be accepted.
Child's Birth certificate Yes Yes No Where a full certificate is not available, an abbreviated version may be accepted.
Deed Poll, Decree Absolute, Adoption certificate Yes Yes No Members wishing to change their name must provide evidence, such as a marriage certificate.
Pension Sharing Order Yes Yes No Must be stamped by the Court
Power of Attorney or Court of Protection Order Yes Yes No Must be stamped by the Court

 

Last Updated: 07/11/2011

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