There are most likely a dozen methods of sending cash which can be simpler than faxing a verify. Even so, it’s nonetheless potential and authorized to ship a verify with fax — and also you may end up in a scenario the place it’s your solely alternative.
In the event you ever have to fax a verify, it’s essential to observe a couple of steps to verify it’ll work correctly and that you just’re doing it securely.
What to know earlier than you fax a verify
Most individuals moved on from faxing, however the know-how nonetheless works, and it’s nonetheless round.
Some companies (usually in extremely regulated markets) and a few authorities companies nonetheless depend on the flexibility to work with faxed checks. There are people preferring faxing checks when they should pay a enterprise with a verify by a sure deadline and wouldn’t be capable of mail it in time.
Since a fax goes by immediately, it may well assist prevent from late charges if you end up in that unlikely scenario. Moreover, faxing a verify can be safe as a result of it leaves a paper path so that you can show that you just despatched within the verify by a sure date.
Earlier than you fax a verify, there are some things it is best to do first to make sure it goes nicely.
- Verify that the enterprise accepts checks. Usually, for those who’re faxing a verify to companies, it’s as a result of they’ve particularly requested you to take action; in the event that they haven’t, double-check earlier than you ship a faxed verify that received’t be accepted.
- Make a photocopy of your verify. Most fax machines require full-sized paper to ship faxes, so a verify is more likely to be too small to place by the machine. Make a replica of the verify first on printer paper, and maintain onto the unique.
- Discover a fax machine or an internet fax service. You’ll be able to ship faxes with nearly any pc or cellphone for those who use an internet fax service, or you possibly can go to a print store or UPS retailer to make use of an analog fax machine. When you’ve got your individual Multi-Perform Printer (MFP) at house, you may be capable of ship a fax utilizing that.
- Draft a fax cowl sheet. Faxes want cowl sheets so the recipient is aware of what they’re getting. Write that you just’re sending a verify for a certain quantity and embody the rationale you’re sending the verify—as an example, “Cost for account 123.”
- Fill out the verify memo. This may also be, “Cost for account 123,” or no matter the reason being that you just’re sending the verify. This goes within the memo area of the verify itself.
- Preserve the corporate’s contact info shut by. You’ll clearly want the fax quantity, however you’ll additionally wish to observe up with the enterprise through cellphone or e mail as quickly as you ship the fax to verify it went by.
Concentrate on the potential safety points with on-line faxing, and take steps to mitigate them. Whereas most cloud faxing companies are extremely safe, it’s value taking the time to verify the service you select is respected and has safety safeguards in place.
For max safety, search for companies which have been round for some time, in addition to these which can be designed to adjust to business rules like HIPAA. When you aren’t more likely to be sending any healthcare info alongside along with your verify, merely complying with these sorts of regulatory measures is an effective indication that it’s safe sufficient to cowl monetary issues as nicely.
What’s one of the best ways to fax a verify?
You’ll be able to both ship a fax the old school approach by utilizing an analog fax machine, or you should use an on-line fax service.
Most individuals desire to make use of an internet fax service today due to the comfort and lack of {hardware}. I do know I do. For instance, on-line choices will let you ship a fax out of your iPhone or Android. That’s often much more handy than monitoring down a fax machine or ordering a fax modem to allow your pc to ship faxes.
On-line fax companies are usually very safe — particularly for those who’re utilizing one which’s been designed for sending monetary, authorized, or healthcare paperwork. They’re usually very low cost, too, with a variety of costs based mostly on the quantity of paperwork that you must ship.
Moreover, on-line fax companies will let you ship and obtain faxes from wherever, and with out having to pay for a fax machine, paper, or ink toner. The entire course of is extra just like sending a scan through e mail than the normal technique of sending a fax — you simply kind in a cellphone quantity as a substitute of an e mail deal with.
In the event you’re working with a enterprise that requires you to ship faxes through an analog machine within the first place, then there’s not a lot you are able to do about that. Finally, you will have to fax utilizing the popular technique of the individual or enterprise you’re sending the verify to.
How you can fax a verify utilizing an internet service
Sending utilizing an excellent on-line fax service is easy. There are a variety of simply accessible, low-cost fax companies out there on-line, from primary companies that ship easy faxes to extra complicated companies with superior safety, fax historical past, e mail notifications, and extra.
You do not want a landline to ship faxes with an internet service. You simply want an web connection, the fax supplier will host all the normal infrastructure required to ship and obtain faxes.
In case you are utilizing a Voice over Web Protocol (VoIP) cellphone service, your supplier might supply on-line fax options you should use immediately with out having to join something new. Keep in mind, fax is a separate service from VoIP — not each supplier gives it, and fax could also be an add-on service.
DOWNLOAD this VoIP Options Characteristic Comparability from TechRepublic Premium
Whereas the precise steps for sending a fax utilizing an internet service will fluctuate relying on the service you select, the steps will usually be the identical.
Step 1: Get your documentation within the correct format
Whereas a conventional fax machine works like a copier or top-feed printer that requires you to place a doc right into a machine which then scans and spits it out the opposite facet, an internet fax service requires you to scan or take an image of your paperwork along with your cellphone.
The actual on-line fax service you’re utilizing will specify which format your paperwork must be in. Some distributors help a variety of file varieties and sizes, whereas others are extra restricted. When unsure, use PDF.
If the recipient requires a fax cowl sheet, make sure to embody one. It solely takes a couple of seconds. Be happy to make use of a fax cowl sheet template.
Step 2: Enter the fax quantity and hit ship
This often occurs on the subsequent display screen, and also you’ll kind within the fax variety of the enterprise or individual you’re sending the fax to on a quantity pad, identical to you do whenever you’re about to make a cellphone name.
Be sure you add any extensions or nation codes for those who’re sending a fax outdoors of the U.S.
After getting reviewed all of the essential particulars. Hit ship. Your verify is on the best way.
Step 3: Verify your verify was faxed
Most fax companies will robotically present you a affirmation web page as soon as your fax has been despatched, however generally chances are you’ll have to request this relying on the service or the best way the settings are configured along with your on-line fax service.
Both approach, it is best to get this affirmation and observe up with the enterprise to verify not solely that the fax you despatched was acquired, but in addition that they will clearly learn the account and routing numbers on the verify.
How you can fax a verify utilizing conventional fax
It’s nonetheless potential to ship a verify utilizing a conventional fax machine, and a few companies nonetheless require you to do it this manner. The method is similar to sending an internet fax, with a couple of notable changes.
Step 1: Discover a fax machine
In the event you don’t have a fax machine at your private home or workplace, you possibly can typically discover one in co-working areas, workplace shops, and public libraries. UPS, FedEx, and different print & ship shops usually have public fax machines. If that you must discover a place to photocopy your verify, this could be a good guess, too.
Faxing delicate info, like a verify, over a public community has its dangers. If something rubs you the unsuitable approach in regards to the co-space fax machine, for instance, it is perhaps higher to make use of UPS as a result of you recognize the corporate has invested closely in community safety.
Step 2: Place fax paperwork within the feeder on the prime of the machine
After you find a fax machine, place your paperwork — together with your cowl sheet, the photocopy of your verify, and the rest that you must ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon displaying you which ones approach is up, however for those who’re undecided, ask the one that owns the machine or seek advice from the guide; oherwise, you would find yourself sending a clean fax.
Step 3: Enter the fax quantity and hit ship
Fax machines have quantity pads like conventional landline telephones, so use that to kind within the variety of the individual or enterprise you’re sending the fax to. Once more, make sure to add on any extensions or nation codes as wanted.
As soon as you might be completely satisfied the whole lot is appropriate, hit ship. On most machines, this seems to be like an enormous inexperienced button, and it often says “Ship” or “Begin” on it.
Step 4: Get the affirmation web page or verify the fax log
Most fax machines will robotically print out a affirmation web page after your fax goes by, but when the one you’re utilizing doesn’t, chances are you’ll have to verify the fax log. The machine ought to hold a file of all of the faxes it’s despatched and acquired, and you’ll typically get the machine to print out a replica of that log so you’ve gotten a paper path.
Be certain to observe up with the enterprise to verify your fax has gone by and is legible on their finish. One other good concept is to make it possible for the individual or enterprise you’re sending the fax to is aware of it’s coming, to allow them to be looking out on your fax and never go away it sitting within the machine for nosy folks to go snooping.