There are most likely a dozen methods of sending cash which might be simpler than faxing a test. Even so, it’s nonetheless doable and authorized to ship a test with fax — and also you would possibly end up in a state of affairs the place it’s your solely selection.
Should you ever have to fax a test, it’s essential to comply with just a few steps to verify it’ll work correctly and that you just’re doing it securely.
What to know earlier than you fax a test
Most individuals moved on from faxing, however the expertise nonetheless works, and it’s nonetheless round.
Some companies (usually 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 test by a sure deadline and wouldn’t have the ability to 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 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 just despatched within the test by a sure date.
Earlier than you fax a test, there are some things it’s best to do first to make sure it goes properly.
- Affirm that the enterprise accepts checks. Typically, should 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 gained’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 means of the machine. Make a duplicate of the test first on printer paper, and maintain onto the unique.
- Discover a fax machine or a web-based fax service. You’ll be able to ship faxes with nearly any laptop or cellphone should you use a web-based 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-Operate Printer (MFP) at dwelling, you would possibly 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 test for a specific amount and embody the rationale you’re sending the test—as an example, “Fee for account 123.”
- Fill out the test memo. This may also be, “Fee for account 123,” or no matter the reason being that you just’re sending the test. This goes within the memo area of the test itself.
- Maintain the corporate’s contact info shut by. You’ll clearly want the fax quantity, however you’ll additionally wish to comply with up with the enterprise by way of 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 max safety, search for providers which have been round for some time, in addition to these which might be designed to adjust to trade rules like HIPAA. When you aren’t prone to be sending any healthcare info alongside along 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 one of the simplest ways to fax a test?
You’ll be able to both ship a fax the old school 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 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 laptop 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 primarily based on the amount of paperwork you should 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 by way of e-mail than the normal means of sending a fax — you simply sort in a telephone quantity as a substitute of an e-mail tackle.
Should you’re working with a enterprise that requires you to ship faxes by way of an analog machine within the first place, then there’s not a lot you are able to do about that. Finally, you will have to fax utilizing the popular methodology of the particular person or enterprise you’re sending the test to.
fax a test utilizing a web-based service
Sending utilizing a great on-line fax service is simple. There are a selection 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 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 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 Characteristic 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 usually 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 along with your telephone.
The actual on-line fax service you’re utilizing will specify which format your paperwork should 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, be sure you embody one. It solely takes just a few seconds. Be happy 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, 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 once you’re about to make a telephone name.
Be sure you add any extensions or nation codes should you’re sending a fax exterior of the U.S.
After getting reviewed all of the essential particulars. Hit ship. Your test is on the way in which.
Step 3: Affirm your test was faxed
Most fax providers will routinely present you a affirmation web page as soon as your fax has been despatched, however generally you could have to request this relying on the service or the way in which the settings are configured along with your on-line fax service.
Both means, it’s best to get this affirmation and comply with up with the enterprise to verify not solely that the fax you despatched was obtained, but additionally that they will clearly learn the account and routing numbers on the test.
fax a test utilizing conventional fax
It’s nonetheless doable 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 just a few notable changes.
Step 1: Discover a fax machine
Should you don’t have a fax machine at your own home or workplace, you may 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 generally is a good wager, too.
Faxing delicate info, like a test, over a public community has its dangers. If something rubs you the unsuitable means concerning the co-space fax machine, for instance, it may 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 high 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 should you’re undecided, ask the one that owns the machine or discuss with the guide; 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, be sure you add on any extensions or nation codes as wanted.
As soon as you’re joyful every part is right, hit ship. On most machines, this seems like a giant inexperienced button, and it often says “Ship” or “Begin” on it.
Step 4: Get the affirmation web page or test 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 could have to test the fax log. The machine ought to hold a report of all of the faxes it’s despatched and obtained, and you may typically get the machine to print out a duplicate of that log so you’ve a paper path.
Be certain that to comply with 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 make it possible for the particular person or enterprise you’re sending the fax to is aware of it’s coming, to allow them to be looking out in your fax and never depart it sitting within the machine for nosy folks to go snooping.
