There are most likely a dozen methods of sending cash which might be simpler than faxing a examine. Even so, it’s nonetheless attainable and authorized to ship a examine with fax — and also you would possibly end up in a scenario the place it’s your solely alternative.
In case you ever must fax a examine, it’s necessary 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 examine
Most individuals moved on from faxing, however the know-how nonetheless works, and it’s nonetheless round.
Some companies (sometimes in extremely regulated markets) and a few authorities businesses nonetheless depend on the power to work with faxed checks. There are people preferring faxing checks when they should pay a enterprise with a examine by a sure deadline and wouldn’t be capable to mail it in time.
Since a fax goes by means of immediately, it will probably assist prevent from late charges if you end up in that unlikely scenario. Moreover, faxing a examine can also be safe as a result of it leaves a paper path so that you can show that you just despatched within the examine by a sure date.
Earlier than you fax a examine, there are some things it’s best to do first to make sure it goes nicely.
- Affirm that the enterprise accepts checks. Normally, if you happen to’re faxing a examine 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 examine that received’t be accepted.
- Make a photocopy of your examine. Most fax machines require full-sized paper to ship faxes, so a examine is more likely to be too small to place by means of the machine. Make a duplicate of the examine first on printer paper, and maintain onto the unique.
- Discover a fax machine or an internet fax service. You may ship faxes with nearly any laptop or cellphone if you happen to 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 have your individual Multi-Operate Printer (MFP) at dwelling, you would possibly be capable to 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 examine for a specific amount and embody the explanation you’re sending the examine—as an example, “Fee for account 123.”
- Fill out the examine memo. This may also be, “Fee for account 123,” or no matter the reason being that you just’re sending the examine. This goes within the memo area of the examine itself.
- Maintain 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 by way of cellphone or e mail as quickly as you ship the fax to verify it went by means of.
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 might be designed to adjust to trade rules like HIPAA. When you aren’t more likely to be sending any healthcare info alongside along with your examine, 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 simplest ways to fax a examine?
You may both ship a fax the old style method by utilizing an analog fax machine, or you should utilize an on-line fax service.
Most individuals want to make use of an internet fax service as of late due to the comfort and lack of {hardware}. I do know I do. For instance, on-line choices help you ship a fax out of your iPhone or Android. That’s normally much more handy than monitoring down a fax machine or ordering a fax modem to allow your laptop to ship faxes.
On-line fax companies are typically very safe — particularly if you happen to’re utilizing one which’s been designed for sending monetary, authorized, or healthcare paperwork. They’re typically very low-cost, too, with a spread of costs based mostly on the quantity of paperwork you want to ship.
Moreover, on-line fax companies help 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 much like sending a scan by way of e mail than the normal technique of sending a fax — you simply sort in a cellphone quantity as a substitute of an e mail deal with.
In case you’re working with a enterprise that requires you to ship faxes by way of an analog machine within the first place, then there’s not a lot you are able to do about that. In the end, you will have to fax utilizing the popular methodology of the individual or enterprise you’re sending the examine to.
Learn how to fax a examine utilizing an internet service
Sending utilizing a superb on-line fax service is easy. There are a selection 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 don’t 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.
If you’re utilizing a Voice over Web Protocol (VoIP) cellphone service, your supplier might supply on-line fax options you should utilize immediately with out having to enroll in something new. Keep in mind, fax is a separate service from VoIP — not each supplier affords 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 range relying on the service you select, the steps will typically 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 aspect, 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 should be in. Some distributors help a variety of file sorts and sizes, whereas others are extra restricted. When doubtful, use PDF.
If the recipient requires a fax cowl sheet, be sure you 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 normally occurs on the following display screen, and also you’ll sort within the fax variety of the enterprise or individual you’re sending the fax to on a quantity pad, identical to you do if you’re about to make a cellphone name.
Be sure to add any extensions or nation codes if you happen to’re sending a fax exterior of the U.S.
After you have reviewed all of the essential particulars. Hit ship. Your examine is on the way in which.
Step 3: Affirm your examine was faxed
Most fax companies will robotically present you a affirmation web page as soon as your fax has been despatched, however typically you could must request this relying on the service or the way in which the settings are configured along with your on-line fax service.
Both method, it’s best to get this affirmation and observe up with the enterprise to verify not solely that the fax you despatched was obtained, but additionally that they will clearly learn the account and routing numbers on the examine.
Learn how to fax a examine utilizing conventional fax
It’s nonetheless attainable to ship a examine utilizing a conventional fax machine, and a few companies nonetheless require you to do it this fashion. The method is similar to sending an internet fax, with a couple of notable changes.
Step 1: Discover a fax machine
In case you don’t have a fax machine at your own 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 sometimes have public fax machines. If you want to discover a place to photocopy your examine, this is usually a good wager, too.
Faxing delicate info, like a examine, over a public community has its dangers. If something rubs you the mistaken method concerning the co-space fax machine, for instance, it may be 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 high of the machine
After you find a fax machine, place your paperwork — together with your cowl sheet, the photocopy of your examine, and the rest you want to ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon displaying you which ones method is up, however if you happen to’re undecided, ask the one who owns the machine or discuss with the guide; oherwise, you might 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 sort within the variety of the individual or enterprise you’re sending the fax to. Once more, be sure you add on any extensions or nation codes as wanted.
As soon as you’re completely happy every part is right, hit ship. On most machines, this seems to be like an enormous inexperienced button, and it normally says “Ship” or “Begin” on it.
Step 4: Get the affirmation web page or examine the fax log
Most fax machines will robotically print out a affirmation web page after your fax goes by means of, but when the one you’re utilizing doesn’t, you could must examine the fax log. The machine ought to hold a document of all of the faxes it’s despatched and obtained, and you’ll typically get the machine to print out a duplicate of that log so you could have a paper path.
Be certain to observe up with the enterprise to verify your fax has gone by means of and is legible on their finish. One other good thought is to guarantee that 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 depart it sitting within the machine for nosy folks to go snooping.