There are probably a dozen ways to send money that are easier than faxing a check. Even so, it is still possible and legal to fax a check, and you may find yourself in a situation where it is your only option.
If you ever need to fax a check, it's important to follow a few steps to make sure it works correctly and that you're doing it securely.
What you should know before faxing a check
Most people stopped faxing, but the technology still works and still exists.
Some businesses (typically in highly regulated markets) and some government agencies still rely on the ability to work with faxed checks. Some people prefer to fax checks when they need to pay a company with a check by a certain deadline and would not be able to mail it in time.
Since a fax is sent instantly, it can help you avoid late fees if you find yourself in that unlikely situation. Additionally, faxing a check is also secure because it leaves a paper trail for you to prove that you sent the check by a certain date.
Before you fax a check, there are a few things you should do first to make sure it goes well.
- Confirm that the company accepts checks. In most cases, if you fax a check to companies, it is because they have specifically asked you to do so; If they haven't, double check before faxing a check that won't be accepted.
- Make a photocopy of your check. Most fax machines require full-size paper to send faxes, so a check will likely be too small to fit through the machine. First make a copy of the check on printer paper and keep the original.
- Find a fax machine or online fax service. You can send faxes with almost any computer or cell phone if you use an online fax service, or you can go to a print shop or UPS store to use an analog fax machine. If you have your own multifunction printer (MFP) at home, you may be able to send a fax with it.
- Write a fax cover sheet. Faxes need cover pages so the recipient knows what they are receiving. Write that you are sending a check for a certain amount and include the reason you are sending the check; for example, “Payment of account 123”.
- Complete the check note. This can also be “Payment from Account 123” or whatever the reason is for sending the check. This goes in the note field of the check itself.
- Keep company contact information handy. You'll obviously need the fax number, but you'll also want to follow up with the company by phone or email as soon as you send the fax to make sure it was sent.
Be aware of the potential security issues associated with online faxing and take steps to mitigate them. While most cloud fax services are very secure, it's worth taking the time to make sure the service you choose is reputable and has security measures in place.
For maximum security, look for services that have been around for some time, as well as those that are designed to comply with industry regulations like HIPAA. While you're not likely to send healthcare information along with your check, simply complying with those types of regulatory measures is a good indication that it's secure enough to cover financial matters as well.
What is the best way to fax a check?
You can send a fax the old-fashioned way using an analog fax machine or you can use an online fax service.
Most people prefer to use an online fax service nowadays due to convenience and lack of hardware. I know. For example, online options allow you to send a fax from your iPhone or Android. This is often much more convenient than locating a fax machine or ordering a fax modem to allow your computer to send faxes.
Online fax services are generally very secure, especially if you use one that has been designed to send financial, legal, or healthcare documents. They are also typically very affordable, with a price range based on the volume of documents you need to send.
Additionally, online fax services allow you to send and receive faxes from anywhere without having to pay for a fax machine, paper or toner. The entire process is more similar to emailing a scan than the traditional process of sending a fax: you simply enter a phone number instead of an email address.
If you work with a company that requires you to send faxes through an analog machine in the first place, then there's not much you can do about it. Ultimately, you may need to fax using the preferred method of the person or company you are sending the check to.
How to Fax a Check Using an Online Service
Sending using a good online fax service is easy. There are a number of low-cost, easy-to-access fax services available online, from basic services that send simple faxes to more complex services with advanced security, fax history, email notifications, and more.
You don't need a landline to send faxes with an online service. You only need an Internet connection, the fax provider will host all the traditional infrastructure needed to send and receive faxes.
If you're using Voice over Internet Protocol (VoIP) phone service, your provider may offer online fax features that you can use right away without having to sign up for anything new. Please note that fax is a separate service from VoIP; Not all providers offer it and fax can be a complementary service.
DOWNLOAD this TechRepublic Premium VoIP Solutions Feature Comparison
While the exact steps for sending a fax using an online service will vary depending on the service you choose, they will generally be the same.
Step 1: Get your documentation in the proper format
While a traditional fax machine works like a copier or top-feed printer that requires you to put a document into a machine that then scans it and spits it out the other side, an online fax service requires you to scan or take a photograph of your documents. with your phone.
The particular online fax service you are using will specify what format your documents should be in. Some providers support a wide range of file types and sizes, while others are more limited. When in doubt, use PDF.
If the recipient requires a fax cover sheet, be sure to include it. It only takes a few seconds. Feel free to use a fax cover page template.
Step 2: Enter the fax number and press send
This usually happens on the next screen and you will need to type the fax number of the company or person you are sending the fax to on a keypad, just like you do when you are about to make a phone call.
Be sure to add extensions or country codes if you fax outside the US.
Once you have reviewed all the critical details. Press send. Your check is on the way.
Step 3: Confirm that your check was faxed
Most fax services will automatically show you a confirmation page once the fax has been sent, but sometimes you may need to request one depending on the service or how your online fax service settings are configured. .
Either way, you should get this confirmation and follow up with the company to make sure not only that the fax you sent was received, but also that they can clearly read the account and routing numbers on the check.
How to Fax a Check Using Traditional Fax
It is still possible to send a check using a traditional fax machine and some companies still require that you do it this way. The process is very similar to sending a fax online, with a few notable adjustments.
Step 1: Find a fax machine
If you don't have a fax machine in your home or office, you can often find one in co-working spaces, offices, and public libraries. UPS, FedEx, and other printing and shipping stores typically have public fax machines. If you need to find a place to photocopy your check, this may also be a good option.
Faxing sensitive information, such as a check, over a public network has its risks. If something bothers you about the co-space fax machine, for example, it might be better to use UPS because you know the company has invested heavily in network security.
Step 2: Place the fax documents in the feeder on top of the machine
After locating a fax machine, place your documents (including the cover page, the photocopy of your check, and anything else you need to send) face up in the document feeder on top of the machine.
The machine should have an icon that shows you which direction is up, but if you're not sure, ask the person who owns the machine or consult the manual; Otherwise, you could end up sending a blank fax.
Step 3: Enter the fax number and press send
Fax machines have keypads like traditional landlines, so use them to type in the number of the person or company you are sending the fax to. Again, be sure to add any extensions or country codes as needed.
Once you are satisfied that everything is correct, press submit. On most machines, it looks like a big green button and usually says “Submit” or “Start.”
Step 4: Get the confirmation page or check the fax log
Most fax machines will automatically print a confirmation page after the fax is sent, but if the one you are using doesn't, you may need to check the fax log. The machine must keep a log of all the faxes it sends and receives, and you can often have the machine print a copy of that log so you have a paper trail.
Be sure to follow up with the company to make sure your fax was sent and is legible on their end. Another good idea is to make sure the person or company you're sending the fax to knows it's coming, so they can keep an eye on your fax and not leave it in the machine for nosy people to snoop on.
