Supplier Bank Details Change Confirmation Form

What is a bank details change confirmation?

One of the most common and costly frauds against businesses is simple: an email that looks like it comes from a real supplier asks you to pay future invoices into a new account. The email may come from the supplier's own hacked mailbox and may reference real invoices. By the time the real supplier chases payment, the money is gone. The defence that works is a disciplined call-back to a contact you already know, using a number that did not come from the request.

This form records the request (when it came in, how, the account it replaces and the reason given) and the new details the supplier confirms in its own name. It then records your verification: who called whom, on what number, where that number came from, the details the contact confirmed, any second approval and whether a test payment was made. Both parties sign, agree that later changes must go through the same process and never by email alone, and promise to warn each other if their systems may be compromised.

When to use a bank details change confirmation

• A supplier emails to say it has moved banks and attaches new details
• An invoice arrives showing a different account number from last month
• A new finance manager setting a standard control for every bank change
• A bookkeeper documenting checks for a client's payment run
• An auditor asking for evidence of how vendor bank changes are approved

What you fill in

21 blanks, then the name and email of each person who signs: supplier, customer.

What the bank details change confirmation covers

1. Part A — The Supplier's notice
2. Part B — The Customer's verification
3. Part C — Agreement

Using the bank details change confirmation, step by step

1 Record the request

Enter the supplier, how and when the change was requested, the account currently on file and the reason given.

2 Enter the new details

Add the account name, bank, account number or IBAN, bank code, SWIFT if needed and the date from which payments go to the new account.

3 Call back and record it

Call a contact using a number from your existing records, the contract or earlier correspondence, never from the request. Ask the contact to read the new details to you rather than reading them out yourself, then enter who called whom, when, the source of the number, any second approver and any test payment.

4 Sign and file

Send it for signature to the supplier contact's email address from your existing records, then sign it yourself. Keep the signed form with the supplier's record in your vault.

Tips before you send it

• Send this form only to a supplier email address from your existing records, never one taken from the change request. A form sent to the address in a fraudulent request reaches the fraudster.
• Be suspicious of urgency, a change of account name, a foreign account for a local supplier, or a request to keep the change quiet.
• Use a second approver who did not make the call. Fraud often relies on one person under pressure.
• A small test payment confirmed by phone adds a further check before a large payment.

Bank details change confirmation: frequently asked questions

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This template is a general starting point, not legal advice. Laws differ between countries and states — have a lawyer review the agreement for your situation before you rely on it. Page last reviewed 2026-10-25.