There are probably a dozen ways to send money that are easier than faxing a check. Even so, it’s still possible and legal to fax a check—and you may find yourself in a situation where it’s your only option.
If you ever need to fax a check, it’s important to take a few steps to make sure it works properly and that you’re doing it safely.
What you should know before you fax a check
Most people have moved on from faxing, but the technology still works and still exists.
Some typical businesses (only in highly regulated markets) and some government agencies still rely on the ability to fax checks. There are individuals who prefer faxing checks when they need to pay a business by check by a certain date and would not be able to send it in time.
Since the fax goes through instantly, it can help save you late fees if you find yourself in this unlikely situation. Plus, faxing a check is secure because it leaves a paper trail so you can prove you sent the check by a certain date.
Before you fax a check, there are a few things you should do to make sure it is in order.
- Confirm that the business accepts checks. In most cases, if you’re faxing a check to businesses, it’s because they’ve specifically asked you to; if they haven’t, check again before sending a faxed check that won’t be accepted.
- Make a photocopy of the check. Most fax machines require full size paper to send faxes, so the check will likely be too small to pass through the machine. First, make a copy of the check on printer paper and keep the original.
- Find a fax or online fax service. You can send faxes from almost any computer or cell phone if you use an online fax service, or you can go to a printer or UPS store and use an analog fax machine. If you have your own multifunction printer (MFP) at home, you can use it to send a fax.
- Design a fax cover sheet. Faxes need cover sheets so the recipient knows what they are getting. Write that you are sending a check for a certain amount and state the reason why you are sending the check – for example “Payment to account 123”.
- Complete the review note. It could also be “Payment to Account 123” or whatever reason you are sending the check. This will go into the memo field of the check itself.
- Keep company contact information close. Obviously, you’ll need a fax number, but you’ll also want to contact the business by phone or email once you’ve sent the fax to make sure it went through.
Be aware of the potential security issues with online faxing and take steps to mitigate them. While most cloud fax services are highly secure, it pays to take the time to make sure the service you choose is reputable and has security measures in place.
For maximum security, look for services that have been around for a while, as well as those that are designed to comply with industry regulations like HIPAA. While you likely won’t be sending any health care information with the check, just following these kinds of regulatory measures is a good sign that it’s secure enough to cover financial matters.
What is the best way to fax a check?
You can either send a fax the old-fashioned way with an analog fax machine, or you can use an online fax service.
Most people today prefer to use an online fax service because of the convenience and lack of hardware. I know you do. For example, online options allow you to send a fax from your iPhone or Android. This is usually much more convenient than tracking a fax or ordering a fax modem so your computer can send faxes.
Online fax services are generally very secure – especially if you’re using a service that was designed for sending financial, legal or health documents. They are also generally very cheap, with a range of prices depending on the volume of documents you need to send.
In addition, online fax services allow you to send and receive faxes from anywhere without having to pay for fax, paper or ink toner. The whole process is more like sending a scan by email than the traditional process of sending a fax – just enter a phone number instead of an email address.
If you work with a business that primarily requires sending faxes via analog equipment, then there’s not much you can do about it. Finally, you may need to fax using the preferred method of the person or business you are sending the check to.
How to fax a check using an online service
Sending with a good online fax service is simple. There are a variety of easy-to-use, low-cost fax services available online, from basic services that send simple faxes to more complex services with advanced security, fax history, email alerts, and more.
You don’t need a landline to send faxes using the online service. All you need is an internet connection, the fax provider will host all the traditional infrastructure needed to send and receive faxes.
If you use VoIP (Voice over Internet Protocol) phone service, your provider may offer online faxing features that you can use right away without having to sign up for anything new. Keep in mind that fax is a separate service from VoIP — not every provider offers it, and fax may be an additional service.
DOWNLOAD this feature comparison of VoIP solutions from TechRepublic Premium
While the exact steps for sending a fax using an online service will vary depending on the service you choose, the steps will generally be the same.
Step 1: Get the documentation in the right format
While a traditional fax works like a top-feed copier or printer that requires you to feed a document into a machine that scans it and spits it out the other side, an online fax service requires you to scan or photograph your documents. with your phone.
The particular online fax service you use will determine what format your documents must be in. Some vendors support a wide variety of file types and sizes, while others are more limited. When in doubt, use the PDF.
If the recipient requests a fax cover sheet, be sure to include it. It only takes a few seconds. Feel free to use the fax cover sheet template.
Step 2: Enter the fax number and press send
This usually happens on the next screen and you enter the fax number of the business or person you are faxing on the numeric keypad, just as you would when you were about to make a phone call.
If you are sending a fax outside of the US, be sure to include any extensions or country codes
Once you have checked all the important details. Press submit. Your check is on its way.
Step 3: Confirm that your check has been faxed
Most fax services will automatically show you a confirmation page after sending a fax, but sometimes you may need to request one depending on the service or how the settings are configured with your online fax service.
In any case, you should get this confirmation and contact the business to make sure that not only was the received fax you sent received, but that it clearly read the account and routing numbers on the check.
How to fax a check using a traditional fax machine
It’s still possible to send a check using a traditional fax, and some businesses still require you to do it that way. The process is very similar to sending an online fax with a few significant modifications.
Step 1: Find the fax machine
If you don’t have a fax machine in your home or office, you can often find one in co-working spaces, office supply stores, and public libraries. UPS, FedEx, and other print and shipping businesses usually have public fax machines. If you need to find a place to copy your check, this might be a good bet too.
Faxing sensitive information, such as a check, over a public network has its risks. If you’re worried about something like a co-space fax machine, it might be better to use a UPS because you know the company has invested heavily in network security.
Step 2: Place the fax documents in the feeder at the top of the machine
After you locate the fax machine, place your documents—including the cover sheet, photocopy of the check, and anything else you need to send—face up in the document feeder at the top of the machine.
There should be an icon on the machine showing which way is up, but if you’re not sure, ask the person who owns the machine or look in the manual; otherwise you could end up sending a blank fax.
Step 3: Enter the fax number and press send
Fax machines have number pads like traditional landlines, so use them to enter the number of the person or business you’re faxing. Again, remember to add any extensions or country codes as needed.
Once you’re satisfied everything is fine, press Submit. On most computers, it looks like a big green button and usually says “Submit” or “Run”.
Step 4: Get a confirmation page or check the fax log
Most fax machines automatically print a confirmation page after your fax goes through, but if the one you’re using doesn’t, you may need to check the fax log. The machine should keep a record of all faxes sent and received, and you can often have the machine print a copy of this log so you have a paper trail.
Be sure to contact the business to make sure your fax went through and is legible on their end. Another good idea is to make sure the person or business you’re sending the fax to knows it’s coming so they can look for your fax and not leave it sitting in the machine for prying eyes to snoop on.