Supplier due diligence
Japanese Counterparty Evidence File
A good Japanese counterparty evidence file preserves search terms, identity anchors, source URLs, record dates, and decision notes.
Key takeaways
- Evidence files should make the decision understandable months later.
- Search terms and source URLs are as important as the final conclusion.
- Identity-match reasoning should be documented before risk interpretation.
- Unresolved gaps should be visible, not hidden.
Practical workflow
- 1Save the counterparty-provided names, address, website, and Corporate Number.
- 2Record the RegBase search terms and matched company profile.
- 3Save source URLs, dates, regulator names, and record titles for any matches.
- 4Write the entity-match rationale and risk relevance note.
- 5List follow-up actions, approvals, or renewal dates.
What to include
The evidence file should show what was searched, what was found, what was not found, and why the reviewer reached a decision. This is more useful than a screenshot alone.
For Japanese counterparties, the file should clearly separate identity evidence from risk evidence.
- Japanese registered name and English name variants
- Corporate Number, address, status, and source date
- Public enforcement or public-risk record source URLs
- Reviewer notes on entity match, severity, and relevance
Why evidence files matter
Procurement, compliance, finance, and legal teams may revisit a review when an issue appears later. A structured evidence file reduces rework and makes the original decision easier to defend.
Important limitation
RegBase supports public-source screening and evidence collection. It is not a credit report, sanctions result, legal opinion, or final due-diligence conclusion.