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 have to fax a examine, it’s essential to observe just a few steps to verify it’ll work correctly and that you simply’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 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 actually 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 simply despatched within the examine by a sure date.
Earlier than you fax a examine, there are some things you must do first to make sure it goes nicely.
- Affirm that the enterprise accepts checks. Most often, in case 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 may ship faxes with nearly any pc or cellphone in case 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. You probably have your personal Multi-Perform Printer (MFP) at dwelling, 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 simply’re sending a examine for a certain quantity and embody the explanation you’re sending the examine—as an illustration, “Cost for account 123.”
- Fill out the examine memo. This will also be, “Cost for account 123,” or no matter the reason being that you simply’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 wish to observe up with the enterprise through telephone 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 business laws 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 nicely.
What’s one of the best ways to fax a examine?
You may both ship a fax the old school manner by utilizing an analog fax machine, or you need to use an on-line fax service.
Most individuals favor to make use of a web-based 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 often 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 typically very safe — particularly in case 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 primarily based on the quantity of paperwork you could ship.
Moreover, on-line fax providers assist you to 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 much like sending a scan through e-mail than the standard means of sending a fax — you simply sort in a telephone quantity as a substitute of an e-mail deal with.
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. In the end, you might have to fax utilizing the popular methodology of the individual or enterprise you’re sending the examine to.
How you can fax a examine utilizing a web-based service
Sending utilizing a great on-line fax service is easy. There are a selection of simply accessible, low-cost fax providers obtainable on-line, from primary providers that ship easy faxes to extra complicated providers with superior safety, fax historical past, e-mail notifications, and extra.
You do not 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.
In case you are utilizing a Voice over Web Protocol (VoIP) telephone service, your supplier might supply on-line fax options you need to use straight away with out having to enroll in 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 Function Comparability from TechRepublic Premium
Whereas 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
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 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, be sure you embody 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 often occurs on the following 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 telephone name.
Ensure you add any extensions or nation codes in case you’re sending a fax exterior of the U.S.
Upon getting 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 routinely present you a affirmation web page as soon as your fax has been despatched, however typically you might have to request this relying on the service or the best way the settings are configured along with your on-line fax service.
Both manner, you must get this affirmation and observe up with the enterprise to verify not solely that the fax you despatched was acquired, but additionally that they’ll clearly learn the account and routing numbers on the examine.
How you can 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 manner. 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’ll be able to 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 you could 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 flawed manner concerning the co-space fax machine, for instance, it is likely to be higher to make use of UPS as a result of you understand the corporate has invested closely in community safety.
Step 2: Place fax paperwork within the feeder on the high 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 could ship — face up within the doc feeder on the highest of the machine.
The machine ought to have an icon displaying you which ones manner is up, however in case you’re undecided, ask the one that owns the machine or check with the handbook; oherwise, you 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 sort within the variety of the individual or enterprise you’re sending the fax to. Once more, be sure you add on any extensions or nation codes as wanted.
As soon as you’re glad every part is appropriate, hit ship. On most machines, this appears to be like 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 routinely print out a affirmation web page after your fax goes by means of, but when the one you’re utilizing doesn’t, you might have to examine the fax log. The machine ought to preserve a report of all of the faxes it’s despatched and acquired, and you’ll typically get the machine to print out a replica of that log so you’ve got a paper path.
Be sure to observe up with the enterprise to verify your fax has gone by means of and is legible on their finish. One other good thought is to ensure 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 depart it sitting within the machine for nosy individuals to go snooping.
