There are most likely a dozen methods of sending cash which might be simpler than faxing a examine. Even so, it’s nonetheless doable 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 selection.
If you ever must fax a examine, it’s necessary to observe just a few steps to ensure it’ll work correctly and that you just’re doing it securely.
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What to know earlier than you fax a examine
Most folks moved on from faxing, however the expertise nonetheless works, and it’s nonetheless round.
Some companies (usually 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 via immediately, it might probably assist prevent from late charges if you end up in that unlikely state of affairs. Additionally, 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.
Before you fax a examine, there are some things it is best to do first to make sure it goes properly.
Confirm that the enterprise accepts checks. In most circumstances, 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 received’t be accepted.
Make a photocopy of your examine. Most fax machines require full-sized paper to ship faxes, so a examine is prone to be too small to place via the machine. Make a duplicate of the examine first on printer paper, and maintain onto the unique.
Find a fax machine or a web-based fax service. You can ship faxes with virtually any laptop or cellphone in the event you use a web-based fax service, or you’ll be able to go to a print store or UPS retailer to make use of an analog fax machine. If you’ve your personal Multi-Function 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 certain quantity and embrace the explanation you’re sending the examine—for example, “Payment for account 123.”
Fill out the examine memo. This will also be, “Payment 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.
Keep 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 telephone or electronic mail as quickly as you ship the fax to ensure it went via.
Be conscious of the potential safety points with on-line faxing, and take steps to mitigate them. While most cloud faxing providers are extremely safe, it’s value taking the time to ensure the service you select is respected and has safety safeguards in place.
For most 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. While you aren’t prone to be sending any healthcare info alongside together 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 properly.
What is the easiest way to fax a examine?
You can both ship a fax the old style method through the use of an analog fax machine, or you need to use a web-based fax service.
Most folks want to make use of a web-based 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 laptop to ship faxes.
Online fax providers are typically very safe — particularly in the event you’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 it is advisable to ship.
Additionally, on-line fax providers 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 much like sending a scan through electronic mail than the normal technique of sending a fax — you simply kind in a telephone quantity as an alternative of an electronic mail handle.
If 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. Ultimately, you’ll have to fax utilizing the popular technique of the individual or enterprise you’re sending the examine to.
How to fax a examine utilizing a web-based service
Sending utilizing a superb on-line fax service is easy. There are quite a few simply accessible, low-cost fax providers accessible on-line, from primary providers that ship easy faxes to extra advanced providers with superior safety, fax historical past, electronic 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 normal infrastructure required to ship and obtain faxes.
If you’re utilizing a Voice over Internet Protocol (VoIP) telephone service, your supplier might provide on-line fax options you need to use immediately with out having to join something new. Bear in thoughts, fax is a separate service from VoIP — not each supplier presents it, and fax could also be an add-on service.
DOWNLOAD this VoIP Solutions Feature Comparison from TechRepublic Premium
While the precise steps for sending a fax utilizing a web-based 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
While 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, a web-based fax service requires you to scan or take an image of your paperwork together with your telephone.
The explicit on-line fax service you’re utilizing will specify which format your paperwork must be in. Some distributors assist a variety of file sorts and sizes, whereas others are extra restricted. When unsure, use PDF.
If the recipient requires a fax cowl sheet, make sure to embrace one. It solely takes just a few seconds. Feel free 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, 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 once you’re about to make a telephone name.
Make certain you add any extensions or nation codes in the event you’re sending a fax outdoors of the U.S.
Once you’ve reviewed all of the crucial particulars. Hit ship. Your examine is on the way in which.
Step 3: Confirm your examine was faxed
Most fax providers will routinely present you a affirmation web page as soon as your fax has been despatched, however generally chances are you’ll must request this relying on the service or the way in which the settings are configured together with your on-line fax service.
Either method, it is best to get this affirmation and observe up with the enterprise to ensure not solely that the fax you despatched was acquired, but in addition that they’ll clearly learn the account and routing numbers on the examine.
How to fax a examine utilizing conventional fax
It’s nonetheless doable to ship a examine utilizing a conventional fax machine, and a few companies nonetheless require you to do it this fashion. The course of is similar to sending a web-based fax, with just a few notable changes.
Step 1: Find a fax machine
If you don’t have a fax machine at your private home or workplace, you’ll be able to usually discover one in co-working areas, workplace shops, and public libraries. UPS, FedEx, and different print & ship shops usually have public fax machines. If it is advisable to discover a place to photocopy your examine, this could be a good guess, 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 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 it is advisable to ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon displaying you which of them method is up, however in the event you’re undecided, ask the one that owns the machine or discuss with the handbook; oherwise, you possibly can 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. Again, make sure to add on any extensions or nation codes as wanted.
Once you’re comfortable every part is appropriate, hit ship. On most machines, this seems to be like a giant inexperienced button, and it often says “Send” or “Start” on it.
Step 4: Get the affirmation web page or examine the fax log
Most fax machines will routinely print out a affirmation web page after your fax goes via, but when the one you’re utilizing doesn’t, chances are you’ll must examine the fax log. The machine ought to maintain a document of all of the faxes it’s despatched and acquired, and you may usually get the machine to print out a duplicate of that log so you’ve a paper path.
Make certain to observe up with the enterprise to ensure your fax has gone via and is legible on their finish. Another good thought 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 in your fax and never depart it sitting within the machine for nosy folks to go snooping.