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How to Avoid Payment Holds and Delays

Payment delays are often caused by incomplete, unclear, or inconsistent beneficiary information. To help ensure payments are processed smoothly, please follow the guidance within this article when setting up payments.

PAYMENTS DELAYS

Payment delays are often caused by incomplete, unclear, or inconsistent beneficiary information. To help ensure payments are processed smoothly, please follow the guidance below when setting up payments.

Best Practice Tips

Are you paying an individual (e.g. for payroll) or an organisation?

Individual

Company

1. Provide the full individual's name

Always provide the individual’s full legal name as it appears on official documents. Always include first, middle, and last name. Avoid initials or shortened names.

❌ “J Carter”
✅ “James Edward Carter”

2. Do not include titles or qualifications

Remove prefixes and suffixes such as Mr, Mrs, Dr, Prof, or professional qualifications.

❌ “Dr Helen Smith MD”
✅ “Helen Smith”

3. Include date of birth where available

This helps reduce matching issues and significantly speeds up sanctions screening.

Format: DOB DDMMMYYYY
Example: “DOB 03MAR1985”

4. Provide full address details

Include the complete residential address where available. Do not use abbreviations, PO Boxes or area names.

❌ “Mayfair”
✅ “12 Berkeley Square, Mayfair, London, W1J 6BD”

5. Provide the full legal name of entities

Always spell out the full official company or institution name - no abbreviations.

❌ “HSBC PB”
❌ “CITI”
✅ “HSBC Private Bank”
✅ “Citibank N.A.”

Using abbreviations or shortened bank names can result in additional processing checks or delays.

6. Avoid abbreviations and local characters

Write all details in full.

❌ “ST”, “RD”, “BR”
✅ “STREET”, “ROAD”, “BRANCH”

7. Include the purpose of payment

Clearly state the nature of the payment, especially for salary, pension, or payroll runs.

“Payroll payment”, “Pension payment”

8. Use clear, full payment references

Combine name, payment purpose, and date of birth in the reference field.

Example:

“PAYROLL PAYMENT JAMES EDWARD SMITH DOB 03JAN1982”

1. Use full legal company names

Always provide the organisation’s full registered legal name as it appears on official records.

❌ “HSBC PB”
✅ HSBC Private Bank

2. Do not include trading names or internal abbreviations

Use only the official legal entity name. Remove shortened brand names, internal codes, or shorthand references.

❌ “CITI”
✅ Citibank N.A.

3. Provide full registered office address

Include the complete registered office address where available. Do not abbreviate or shorten address fields.

❌ “Canary Wharf”
✅ “33 Canada Square, Canary Wharf, London, E14 5LB”

4. Avoid abbreviations and shorthand in all fields

Write all details in full.

❌ “ST”, “RD”, “CO”, “LTD” (when avoidable in narrative fields)
✅ “STREET”, “ROAD”, “COMPANY LIMITED”

6. Include a clear purpose of payment

State the nature of the transaction clearly, especially for operational or finance flows.

Examples:
“Invoice payment”, “Supplier payment”, “Service fee”, “Refund settlement”

7. Use clear structured payment references

Combine company name, payment purpose, and invoice or reference number where available.