There are in all probability a dozen methods of sending cash which are simpler than faxing a test. Even so, it’s nonetheless potential and authorized to ship a test with fax — and also you may end up in a state of affairs the place it’s your solely alternative.
Should you ever have to fax a test, it’s necessary to observe a couple of steps to ensure it’ll work correctly and that you simply’re doing it securely.
What to know earlier than you fax a test
Most individuals moved on from faxing, however the know-how nonetheless works, and it’s nonetheless round.
Some companies (usually in extremely regulated markets) and a few authorities companies nonetheless depend on the flexibility to work with faxed checks. There are people preferring faxing checks when they should pay a enterprise with a test by a sure deadline and wouldn’t be capable to mail it in time.
Since a fax goes by immediately, it will possibly assist prevent from late charges if you end up in that unlikely state of affairs. Moreover, faxing a test can be safe as a result of it leaves a paper path so that you can show that you simply despatched within the test by a sure date.
Earlier than you fax a test, there are some things it is best to do first to make sure it goes properly.
- Affirm that the enterprise accepts checks. Generally, when you’re faxing a test 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 test that received’t be accepted.
- Make a photocopy of your test. Most fax machines require full-sized paper to ship faxes, so a test is prone to be too small to place by the machine. Make a replica of the test first on printer paper, and maintain onto the unique.
- Discover a fax machine or a web-based fax service. You possibly can ship faxes with virtually any pc or cellphone when 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. When you have your personal Multi-Operate 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 simply’re sending a test for a specific amount and embrace the explanation you’re sending the test—as an example, “Fee for account 123.”
- Fill out the test memo. This can be, “Fee for account 123,” or no matter the reason being that you simply’re sending the test. This goes within the memo discipline of the test itself.
- Preserve the corporate’s contact info 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.
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 business rules like HIPAA. Whilst you aren’t prone to be sending any healthcare info alongside together with your test, 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 the easiest way to fax a test?
You possibly can both ship a fax the old style means by utilizing an analog fax machine, or you need to use an on-line fax service.
Most individuals desire 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 can help you 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 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 quantity of paperwork you should ship.
Moreover, on-line fax companies can help you 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 just like sending a scan through e-mail than the normal means 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. In the end, you might have to fax utilizing the popular methodology of the particular person or enterprise you’re sending the test to.
How you can fax a test utilizing a web-based service
Sending utilizing a great on-line fax service is simple. There are a variety of simply accessible, low-cost fax companies obtainable 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 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 normal 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 immediately with out having to join 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 Characteristic Comparability from TechRepublic Premium
Whereas the precise steps for sending a fax utilizing a web-based service will fluctuate relying on the service you select, the steps will typically be the identical.
Step 1: Get your documentation within the correct format
Whereas 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 facet, a web-based fax service requires you to scan or take an image of your paperwork together with your telephone.
The actual on-line fax service you’re utilizing will specify which format your paperwork have to 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, 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 sort within the fax variety of the enterprise or particular person you’re sending the fax to on a quantity pad, similar to you do while 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.
After you have reviewed all of the vital particulars. Hit ship. Your test is on the best way.
Step 3: Affirm your test was faxed
Most fax companies will mechanically present you a affirmation web page as soon as your fax has been despatched, however typically it’s possible you’ll have to request this relying on the service or the best way the settings are configured together with your on-line fax service.
Both means, 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 test.
How you can fax a test utilizing conventional fax
It’s nonetheless potential to ship a test utilizing a conventional fax machine, and a few companies nonetheless require you to do it this fashion. The method is similar to sending a web-based fax, with a couple of notable changes.
Step 1: Discover a fax machine
Should 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 usually have public fax machines. If you should discover a place to photocopy your test, this could be a good wager, too.
Faxing delicate info, like a test, over a public community has its dangers. If something rubs you the flawed means concerning the co-space fax machine, for instance, it could 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 test, and the rest you should 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 means is up, however when you’re undecided, ask the one who owns the machine or consult with the handbook; oherwise, you might 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, make sure you add on any extensions or nation codes as wanted.
As soon as you’re blissful the whole lot is right, hit ship. On most machines, this seems to be like a giant inexperienced button, and it normally says “Ship” or “Begin” on it.
Step 4: Get the affirmation web page or test the fax log
Most fax machines will mechanically print out a affirmation web page after your fax goes by, but when the one you’re utilizing doesn’t, it’s possible you’ll have to test the fax log. The machine ought to maintain a document 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 might have a paper path.
Ensure to observe up with the enterprise to ensure your fax has gone by 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 folks to go snooping.