Why the Bank Is Asking for Proof of Payment
Banks are required to perform currency control and AML/KYC checks on international transfers. A document request is a standard procedure, not a sign of suspicion. It is a legal requirement: the bank must confirm that the transfer matches the stated purpose and that there are no signs of illegal activity.
What Documents Are Typically Requested
Regarding the purpose of the transfer:
- Service agreement or supply contract
- Invoice from the foreign counterparty
- Completion certificate or act of services rendered
- Offer or commercial proposal
Regarding the source of funds:
- Bank account statement
- Proof of income or tax return
- Contract from which the funds were received
Regarding identity or company:
- Passport or constitutional documents
- Proof of address (for individuals)
- Company registry extract (for legal entities)
Step-by-Step: Preparing Your Documents
- Get the official request from the bank. Clarify the list of required documents — preferably in writing (email).
- Prepare the invoice and contract. If no formal contract exists, draft a brief agreement or letter of intent. Include the amount, description of the service/goods, and the details of both parties.
- Translate documents if necessary. Many banks accept documents in the local language and English without notarized translation. Confirm the requirements.
- Write a cover letter. Explain: who you are transferring to, what for, and on what terms. 1–2 pages is sufficient.
- Verify that the figures match — the amount in the documents must match the transfer amount. Any discrepancy will trigger additional questions.
- Submit the package via the bank's specified channels (email, online banking, branch). Keep a confirmation of submission.
- Wait for a decision — usually 3–7 business days.
Special Cases
Individual sending payment for non-resident services. An invoice, a brief contract, and a bank statement are usually sufficient. Below certain thresholds (country-dependent), documents may not be required at all.
Corporate transfer under a contract. A full package is required: contract with details, invoice, passport of transaction (where applicable), and completion certificates.
Transfer to a relative or individual. Stating "gratuitous assistance" or "gift" is usually sufficient, with proof of relationship if requested.
Frequently Asked Questions
What happens if the documents do not meet requirements?
The bank may suspend or reject the transfer. You will be asked to revise the documents. If the package is ultimately not accepted, the funds will be returned to your account.
Can I make a transfer without a contract?
For small amounts and individuals — often yes. For legal entities and amounts above a threshold — generally no. An invoice plus a brief transaction description is sufficient in most cases.
Does a notarized translation of documents need to be provided?
In most banks — no. A plain translation or the original English document is typically accepted. Notarized translations are only required in specific cases or when requested by a court or regulator.
Marix helps businesses correctly prepare documentation for international payments and minimize the risk of delays.