There are in all probability a dozen methods of sending cash which can be simpler than faxing a examine. Even so, it’s nonetheless potential and authorized to ship a examine with fax — and also you would possibly end up in a scenario the place it’s your solely selection.
Should you ever have to fax a examine, it’s necessary to comply with just a few steps to ensure 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 flexibility 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 of 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 scenario. Moreover, faxing a examine can 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 you need to do first to make sure it goes properly.
Affirm that the enterprise accepts checks. Usually, should 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 prone 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 an internet fax service. You possibly can ship faxes with nearly any pc or cellphone should you use an internet fax service, or you may go to a print store or UPS retailer to make use of an analog fax machine. When you have your personal Multi-Perform Printer (MFP) at residence, you would possibly 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 examine for a specific amount and embrace the rationale you’re sending the examine—for 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 area of the examine itself.
Maintain the corporate’s contact data shut by. You’ll clearly want the fax quantity, however you’ll additionally wish to comply with up with the enterprise through telephone or e mail as quickly as you ship the fax to ensure it went by means of.
Pay attention to the potential safety points with on-line faxing, and take steps to mitigate them. Whereas most cloud faxing providers are extremely safe, it’s price taking the time to ensure 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 can be designed to adjust to business rules like HIPAA. When you aren’t prone to be sending any healthcare data 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 properly.
What’s one of the best ways to fax a examine?
You possibly can both ship a fax the old style method by utilizing an analog fax machine, or you need to use an internet fax service.
Most individuals favor to make use of an internet fax service nowadays due to the comfort and lack of {hardware}. I do know I do. For instance, on-line choices assist you to 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 pc to ship faxes.
On-line fax providers are usually very safe — particularly should you’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 amount of paperwork it’s essential to ship.
Moreover, on-line fax providers assist you to 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 strategy of sending a fax — you simply sort in a telephone quantity as an alternative of an e mail tackle.
Should 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’ll have to fax utilizing the popular methodology of the particular person or enterprise you’re sending the examine to.
Easy methods to fax a examine utilizing an internet service
Sending utilizing a great on-line fax service is easy. There are a variety 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 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.
If you’re utilizing a Voice over Web Protocol (VoIP) telephone service, your supplier could supply on-line fax options you need to use 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 Function 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 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 aspect, an internet fax service requires you to scan or take an image of your paperwork along with your telephone.
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 sorts and sizes, whereas others are extra restricted. When unsure, use PDF.
If the recipient requires a fax cowl sheet, you’ll want to embrace one. It solely takes just a few seconds. Be at liberty 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 particular person you’re sending the fax to on a quantity pad, identical to you do if you’re about to make a telephone name.
Ensure you add any extensions or nation codes should you’re sending a fax exterior of the U.S.
After you have reviewed all of the vital particulars. Hit ship. Your examine is on the best way.
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 have to request this relying on the service or the best way the settings are configured along with your on-line fax service.
Both method, you need to get this affirmation and comply with up with the enterprise to ensure not solely that the fax you despatched was obtained, but additionally that they’ll clearly learn the account and routing numbers on the examine.
Easy methods to fax a examine utilizing conventional fax
It’s nonetheless potential to ship a examine utilizing a standard fax machine, and a few companies nonetheless require you to do it this manner. The method is similar to sending an internet fax, with just a few notable changes.
Step 1: Discover a fax machine
Should you don’t have a fax machine at your property or workplace, you may 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 it’s essential to discover a place to photocopy your examine, this is usually a good wager, too.
Faxing delicate data, 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 is likely to be higher to make use of UPS as a result of 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’s essential to ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon exhibiting you which of them method is up, however should you’re undecided, ask the one that owns the machine or discuss with the handbook; 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 sort within the variety of the particular person or enterprise you’re sending the fax to. Once more, you’ll want to add on any extensions or nation codes as wanted.
As soon as you might be blissful the whole lot 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 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 have to examine the fax log. The machine ought to preserve a file of all of the faxes it’s despatched and obtained, and you may typically get the machine to print out a replica of that log so you’ve gotten a paper path.
Be certain to comply with up with the enterprise to ensure your fax has gone by means of and is legible on their finish. One other good concept is to ensure that the particular person or enterprise you’re sending the fax to is aware of it’s coming, to allow them to be looking out to your fax and never go away it sitting within the machine for nosy individuals to go snooping.