There are in all probability a dozen methods of sending cash which are simpler than faxing a examine. Even so, it’s nonetheless potential 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.
When you ever must fax a examine, it’s necessary to observe a couple of 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 have the ability to mail it in time.
Since a fax goes by way of immediately, it could assist prevent from late charges if you end up in that unlikely state of affairs. 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 effectively.
- Verify that the enterprise accepts checks. Typically, when 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 way 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’ll be able to ship faxes with nearly any laptop or cellphone when 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. In case you have your individual Multi-Perform Printer (MFP) at dwelling, you may have the ability 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—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.
- Maintain the corporate’s contact data shut by. You’ll clearly want the fax quantity, however you’ll additionally need to observe up with the enterprise through telephone or e mail as quickly as you ship the fax to ensure it went by way of.
Pay attention to the potential safety points with on-line faxing, and take steps to mitigate them. Whereas most cloud faxing companies are extremely safe, it’s price taking the time to ensure the service you select is respected and has safety safeguards in place.
For max safety, search for companies which were round for some time, in addition to these which are designed to adjust to trade rules like HIPAA. Whilst 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 effectively.
What’s one of the best ways to fax a examine?
You’ll be able to both ship a fax the old school approach by utilizing an analog fax machine, or you should utilize an on-line 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 mean you can 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 when you’re utilizing one which’s been designed for sending monetary, authorized, or healthcare paperwork. They’re typically very low-cost, too, with a variety of costs based mostly on the amount of paperwork you’ll want to ship.
Moreover, on-line fax companies mean you can 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 e mail than the standard means of sending a fax — you simply kind in a telephone quantity as a substitute of an e mail handle.
When 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. In the end, you will have to fax utilizing the popular methodology of the individual or enterprise you’re sending the examine to.
How one can fax a examine utilizing an internet service
Sending utilizing an excellent on-line fax service is easy. There are a selection of simply accessible, low-cost fax companies out there on-line, from fundamental companies that ship easy faxes to extra advanced 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 standard infrastructure required to ship and obtain faxes.
If you’re utilizing a Voice over Web Protocol (VoIP) telephone service, your supplier could provide on-line fax options you should utilize 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 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 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 doubtful, use PDF.
If the recipient requires a fax cowl sheet, make sure you embrace one. It solely takes a couple of 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 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 whenever you’re about to make a telephone name.
Be sure to add any extensions or nation codes when you’re sending a fax outdoors of the U.S.
Upon getting reviewed all of the vital particulars. Hit ship. Your examine is on the way in which.
Step 3: Verify your examine was faxed
Most fax companies will mechanically 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 along with your on-line fax service.
Both approach, you need to get this affirmation and observe up with the enterprise to ensure not solely that the fax you despatched was acquired, but additionally that they will clearly learn the account and routing numbers on the examine.
How one can 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 fashion. The method is similar to sending an internet fax, with a couple of notable changes.
Step 1: Discover a fax machine
When you don’t have a fax machine at your house or workplace, you may 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’ll 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 unsuitable approach in regards to the co-space fax machine, for instance, it could 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 the rest you’ll 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 of them approach is up, however when you’re unsure, ask the one who owns the machine or confer with the handbook; oherwise, you could possibly 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 you add on any extensions or nation codes as wanted.
As soon as you’re blissful all the pieces is appropriate, hit ship. On most machines, this seems like a giant 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 way of, 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 replica of that log so you’ve gotten a paper path.
Ensure that to observe up with the enterprise to ensure your fax has gone by way 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 to your fax and never go away it sitting within the machine for nosy individuals to go snooping.