There are in all probability 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 may end up in a state of affairs the place it’s your solely alternative.
In case you ever must fax a examine, it’s essential to comply with just a few 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 expertise nonetheless works, and it’s nonetheless round.
Some companies (sometimes in extremely regulated markets) and a few authorities companies 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 could possibly assist prevent from late charges if you end up in that unlikely state of affairs. 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 effectively.
- Affirm that the enterprise accepts checks. Generally, in the event you’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 gained’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 replica of the examine first on printer paper, and maintain onto the unique.
- Discover a fax machine or a web-based fax service. You possibly can ship faxes with nearly any laptop or cellphone in the event you use a web-based fax service, or you possibly can go to a print store or UPS retailer to make use of an analog fax machine. You probably have your individual Multi-Perform Printer (MFP) at house, you may 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, “Cost for account 123.”
- Fill out the examine memo. This may also be, “Cost for account 123,” or no matter the reason being that you just’re sending the examine. This goes within the memo subject of the examine itself.
- Preserve the corporate’s contact data shut by. You’ll clearly want the fax quantity, however you’ll additionally need to comply with up with the enterprise through 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 providers are extremely safe, it’s value taking the time to verify the service you select is respected and has safety safeguards in place.
For optimum safety, search for providers 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 data alongside along with your examine, merely complying with these sorts of regulatory measures is an efficient indication that it’s safe sufficient to cowl monetary issues as effectively.
What’s the easiest way to fax a examine?
You possibly can 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 choose to make use of a web-based fax service lately 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 laptop to ship faxes.
On-line fax providers are usually very safe — particularly in the event you’re utilizing one which’s been designed for sending monetary, authorized, or healthcare paperwork. They’re usually very low-cost, too, with a spread of costs based mostly on the quantity of paperwork you want to ship.
Moreover, on-line fax providers will let you ship and obtain faxes from anyplace, 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 standard technique of sending a fax — you simply sort in a cellphone quantity as an alternative of an e-mail handle.
In case 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 might have to fax utilizing the popular technique of the individual or enterprise you’re sending the examine to.
Learn how to fax a examine utilizing a web-based service
Sending utilizing on-line fax service is simple. There are a selection of simply accessible, low-cost fax providers out there on-line, from fundamental providers that ship easy faxes to extra advanced providers with superior safety, fax historical past, e-mail notifications, and extra.
You don’t want a landline to ship faxes with a web-based service. You simply want an web connection, the fax supplier will host all the standard 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 instantly with out having to join something new. Keep in mind, fax is a separate service from VoIP — not each supplier presents it, and fax could also be an add-on service.
DOWNLOAD this VoIP Options Function Comparability from TechRepublic Premium
Whereas the precise steps for sending a fax utilizing a web-based 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 standard 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, a web-based 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 have to be in. Some distributors assist a variety of file sorts and sizes, whereas others are extra restricted. When doubtful, use PDF.
If the recipient requires a fax cowl sheet, make sure you embody one. It solely takes just a few 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 sort within the fax variety of the enterprise or individual you’re sending the fax to on a quantity pad, similar to you do if you’re about to make a cellphone name.
Be sure you add any extensions or nation codes in the event you’re sending a fax outdoors of the U.S.
After getting reviewed all of the important particulars. Hit ship. Your examine is on the way in which.
Step 3: Affirm your examine was faxed
Most fax providers will mechanically 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 comply with up with the enterprise to verify not solely that the fax you despatched was acquired, 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 standard fax machine, and a few companies nonetheless require you to do it this fashion. The method is similar to sending a web-based fax, with just a few notable changes.
Step 1: Discover a fax machine
In case you don’t have a fax machine at your house or workplace, you possibly can usually 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 could be a good wager, too.
Faxing delicate data, like a examine, over a public community has its dangers. If something rubs you the flawed method concerning the co-space fax machine, for instance, it may be higher to make use of UPS as a result of you realize 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 examine, and anything you want to ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon exhibiting you which ones method is up, however in the event you’re undecided, ask the one that owns the machine or seek advice from the guide; oherwise, you may 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, make sure you add on any extensions or nation codes as wanted.
As soon as you might be blissful every little thing is right, hit ship. On most machines, this appears like an enormous inexperienced button, and it often says “Ship” or “Begin” on it.
Step 4: Get the affirmation web page or examine the fax log
Most fax machines will mechanically 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 file of all of the faxes it’s despatched and acquired, and you may usually get the machine to print out a replica of that log so you might have a paper path.
Be certain that to comply with up with the enterprise to verify your fax has gone by means of 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 depart it sitting within the machine for nosy individuals to go snooping.
