Direct Mail

How to Send a Check Through the Mail Safely

By 13 March 2024April 22nd, 2024No Comments
Targeted Direct Mail

How to Send Checks Securely Through the Mail

Checks… Umm, they are not a thing of the past- No, Not yet!

Yes, this simple piece of paper called checks is a viable payment option. Buyers and sellers alike prefer mailing checks because they are affordable, efficient, and easy to work with, even in the high-tech world, today.

We know exactly what you are thinking right now!

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What are the risks of mailing a check, and what can you do to ensure it ends up in the wrong hands?

Well, if you ask us… We would say regular mail is working fine, but you can take measures to enhance the security of your payments and protect your personal information.

How?

Well, PostGrid facilitates safe check mailing and can help you fulfill your payments on time and without any hassles. Moreover, our platform can assist you in drafting and printing checks.

Our all-in-one services are meant to reduce your workload and mail your checks affordably, effectively, and safely. It also facilitates the check-by-mail payment method.

PostGrid provides several mailing options. You can select from the customizations available, the security envelopes, and other things that can help us safeguard your checks. With PostGrid, you no longer need to wonder about how to post a cheque.

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However, we know you are still sitting back scratching your head with many questions. And, to help you out with the same, we have compiled everything you need to know about mailing checks safely.

Let’s dive deep into the depths of this topic!

What Precautions Are to Be Taken to Mail Checks Safely?

The answer is simple– You can use the services of the USPS or other mailing vendors. However, according to our experts at PostGrid, direct mail is the best way to mail a check, if done in the right manner. A few precautions can make it an effective way to make payments on time.

Businesses and individuals need to take extra care about some things. This way, they can be in a better position to print and mail checks safely. You can make sure that all the checks reach the respective clients, without any issues in transit. Below are some of the precautions through which cheques in the mail can be sent safely.

1. Never send cash or Money Order

You should never consider completing your payments through cash. It can be easily stolen and used by anyone. Moreover, you can’t limit anyone from using that money. Sending cash in the mail is not recommended.

The USPS guidelines also prohibit sending cash by mail. It can cause an increase in the number of lost mail items – which directly contributes to your company’s losses. Instead, always use a mailed check payment.

Although checks can be forged and spammed, it is still possible to take precautions and avoid this from happening. Besides, you should not send checks that are payable in cash. The most important thing to be kept in mind is to never mention the word “cash” in the payee field.

You can consider how to send a check online. Online mailing services like PostGrid can help you draft your checks as well. All you have to do is

2. Avoid mentioning extra details

Many people add their social security, credit card, driver’s license, and phone numbers to their checks. It can prompt criminals to make the wrong use of your details easily.

Thus, it is always recommended to avoid mentioning any extra details on your checks and to take care of everything that you are writing on them.

How to send a check to someone without mentioning any extra details?

For this, you need to know about the information required to be written on the check, and the details that can be avoided. All the details that are filled in should be exact, and only as much as needed. This step can safeguard you from a lot of trouble.

Along with avoiding the mention of extra details, you must never leave the amount and payee fields unfilled. If the payee field is left blank, anyone can address the check to themself and encash it very easily from your bank. Many people think – is it safe to send a check in the mail? In reality – it is, only if you write your checks smartly.

3. Restrict your checks

Restricting your checks is a very simple step. But, this small step acts as the greatest weapon against all types of forgery and fraud. Even if a person manages to steal your check in some way, the limitations will block him from encashing that check with forged details and signatures.

When you restrict a check – you assign a specific payee for that check. You can learn how to mail a check for a deposit only. You must include the words “for deposit only”. It restricts third parties to interfere and get the check cashed under their name.

Mentioning the payee’s full name and details allows the bank to remit payments only to a particular bank account. Consider knowing – what does a mail check mean? Mailed checks are the type of checks that cannot be cashed by anyone, except the person or organization to which it is addressed to.

4. Use colorful envelopes

There are special types of envelopes available that provide more safety to your checks. Many people use dark-colored envelopes to mail checks. Dark colors restrict thieves from knowing the contents of the envelope.

It is the safest way to send money in the mail. The postal services also allow you to bring your envelope for mailing your check. Elsewise, you can ask the post office to give you one.

There are also security envelopes available at the post office and office supply stores, specially made in a way to conceal the contents of an envelope and keep them intact. Is it safe to mail a check by hiding it? The answer would be: to a great extent.

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5. Hide your checks using greeting cards

Although colored envelopes are a great way to hide your checks, there are several other methods to do it. The safest way to send a check through the mail while hiding it is to make it look like it is just a postcard or letter – that is of no use to the frauds.

You need to know how to send money safely through the mail in a way that is not suspicious to thieves or frauds. If the mail items land in their hands, they should not be tempted to open them.

Needless to say, once they know it is a check, they can apply several methods to forge the check and transfer the money to their account. Hence, hiding your check or making it look regular can help in safeguarding it.

Please note: Checks should not be folded as it might make them unreadable. You can hide your checks by folding the thick paper around them. By folding several times, you can hide the contents more precisely.

Alternatively, you can send a greeting card to your clients, while enclosing the check within the card. Pick a greeting card that is relevant to the season or an upcoming festival.

There are two benefits of hiding your checks in greeting cards – it acts as great material to make your clients happy and it helps your checks reach the intended people safely.

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6. Carry your checks to the post office personally or use trusted mailing services

If you are printing and mailing checks on your own, it is advisable to carry your mail to the post office yourself. You can be relieved that at least your checks reached the post office safely – after which you can leave it up to your mailing service provider to get them delivered.

Elsewise, you can use PostGrid’s check printing and mailing services to conduct everything from processing, printing, stamping, folding, and stuffing to mailing. Our platform and API can help you automate the entire process and also assure the safe mailing of your checks.

With PostGrid, you don’t have to ponder: can you mail a check to someone or can you send a check through email? You can always be assured that we can get the job done securely. PostGrid can also help you draft your checks quickly and email them to the payee.

7. Track all your checks

After submitting your checks to the USPS, you will receive all the tracking numbers. Through these details, you can track the progress of your checks in real-time. It ensures that the checks are progressively being processed and transferred from one unit to another – making sure that the checks reach on time and without any unwanted delays. Delays in the delivery of checks can increase the chances of fraud.

Hence, the deliveries must be completed accurately and in the least amount of time possible. Using PostGrid’s automation platform, you can get the tracking numbers immediately after mailing, and you can view the reports anytime.

Furthermore, you will receive delivery confirmations through our platform, helping you know the exact time when your checks were delivered. Can you send checks through email? PostGrid can help you with that as well. Our platform also allows you to view the history and records of all the checks sent via email.

If you want to know everything about how to send a check via mail, below are some other things that can be taken care of. To send a cheque by courier, you need to simply follow all these steps carefully:

Monitoring your accounts

Companies and individuals need to regularly check their bank accounts and keep an eye on suspicious activities. This step can help you to spot any fraud immediately, allowing you to stop the payments and safeguard your checks.

Many banks prompt their customers to set up notifications or alerts to inform them of any suspicious login attempts and transactions. With online and phone banking, it is easy for you to keep checking your account frequently. It is one of the most important steps in knowing how to send money through the mail. You should be able to monitor your accounts smartly.

Use cashier checks

Cashier checks are checks that are drawn by you and fulfilled through the bank’s funds. The bank guarantees that the payment shall be honored, avoiding bounced checks. Sending a cashier's check in the mail is a dependable form of payment.

These checks typically come with extra security features. Personal checks can be stolen and forged. But, in the case of cashier checks, it is much more difficult for spammers to write over and misuse the check. You should know how to mail a cashier's check – as it provides advanced safety.

Sending a certified check in the mail

Encashing certified checks requires the payee to sign on the receipt form before receiving them. This receipt is sent to the payer with the payee’s signature as proof of receipt. It can help block imposters from receiving the check.

Furthermore, their signature can help catch hold of them, in case of any fraud. Ask your post office how to mail a certified check, and use them for frequent mailing. However, PostGrid can help you send certified checks without visiting the post office.

Also Read: What is a Mail Stop Code?

Worried about the risks when sending electronic payments?

Print and mail checks that match your in-office printing requirements while keeping up with the security-related needs to write them without worrying about the security.

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Time Involved in Sending Checks Through the Mail

Since checks are time-bound and sensitive documents, they must reach the recipients on time. Moreover, speedy deliveries help secure the check from criminals. The faster the delivery of the check, the less the chances of fraud.

Therefore, before mailing a check, you should consider the time involved. For better convenience, contact your mailing vendor and request the estimated time taken to mail a document.

The USPS has different mailing options – which you can select according to the urgency of your checks and your needs. If the idea of how to send check-in mail is not clear, you can always talk to your mailing vendor and clear all doubts. Facilitating quick and efficient deliveries can also help strengthen the relationship between you and your clients.

  • If you select the regular mail option to send your checks through the USPS, your mail will be delivered in around 3-6 working days.
  • The second option is to select priority mail and get your mail items delivered in just 1-3 working days. Most companies opt for this option, as it is very convenient and affordable for mailing checks. You can ask the staff at the nearest post office about the best way to send a large check. They will guide you about sending large checks in the mail and the time involved.
  • The first-class mail option offered by the USPS may sound like priority mail. But, the name is meant to state the size of the document. It is cheaper than priority mail and delivers in the same time frame. However, priority mail items are always sorted and sent first. Hence, though the ultimate delivery period is the same, the priority mail option is safer.
  • Another option available with the USPS is express mail. This option is the fastest way to mail a check and delivers your check within 1-2 business days or even overnight, in some cases.

International mail items can take up to a few weeks to be delivered by the USPS. Hence, it is advised to send your checks in advance, so that it reaches the destination before the last date to encash the check.

Consult your mailing vendors and choose a mailing option that best suits your needs. Select a vendor after knowing their views on how to mail a check safely. If their overall services are safe and reassuring, you can choose them as your mailing partner confidently.

Also Read: Pre-printed Checks vs Blank Checks

What To Do When Something Happens to Your Mailed Check?

There’s always a risk that something might happen to the check you send to your clients, suppliers, vendors, or other stakeholders. It persists even after senders take all precautions to secure the mailings. 

Someone can alter checks or forge the account holder’s signature to steal their money—if they get the envelope. However, the new banking tech and modern checking systems have made it challenging to commit fraud. 

Also, the fraud might need to visit a bank to use fake endorsements and accept checks. They would need proper government-authorized IDs to complete this process, making stealing check envelopes hard. If they do—you can learn their identities effortlessly and initiate legal action against the crime.

However, contact your bank and the authorities immediately if the thieves get out money from your accounts via issued checks. The state laws might protect you, but you must ensure you follow the correct procedures for the specific US states. 

Your bank might be liable in the law’s eyes if it cashed the check without proper authorization, leading to you suffering losses. 

Also, set up email or text notifications from your bank to get updates whenever someone deposits a check. Tracking payments and contacting your bank as soon as possible can help trace the thief faster and stop them from stealing your money.

Another thing to do is to stop the payment through your bank if the check doesn’t arrive at its destination on time. Or whenever the postal services lose it in transit. 

The bank can flag these checks, stopping frauds to cash them. However, you may need to pay a small fee to stop payments. 

Please remember to claim a refund from the Post Office if you use Certified Mail for mailing checks and they don’t arrive at their destinations. 

You can contact the authorities if the fraud cashes or deposits the check within the US. The US has many strict rules and regulations to identify customers and pay to the mentioned recipient only. However, other countries might have different systems. 

Stay In Touch With Your Check Recipients

Contact recipients to follow up about your check’s receipt whenever possible. 

Senders must stay in touch with the intended recipients throughout the mailing journey and after the tracking status shows ‘delivered.’ 

Sometimes, USPS delivers the envelope to the mentioned location. However, someone might still steal it from the recipient’s mailbox, porch, or elsewhere. Thus, confirming receipt is essential to avoid identity theft and fraud. 

You can email or call recipients to ensure they signed for the check. However, this step might be a long shot while sending checks to large corporations. You can still try to get a person’s name and contact details from the finance department to stay connected.

Try calling the office and ask to transfer the call to the finance or accounting department after a week. It helps you know whether they cashed the check. 

Also, cross-check your bank account updates and messages to check when recipients deposit their checks and from which account. 

You can stop the payment in many ways if the recipient didn’t receive the check or somebody stole it. However, moving fast is vital to prevent fraud. 

Visit your local bank or where you have your account and talk to someone about the matter. The cashier or customer service executive might guide you through the process and ask you to provide the details at the designated counter. 

Please note that the bank might not refund your money or take the necessary action immediately if the fraud has transferred the money a while back. 

You must file a police report about the check theft or identity fraud. Also, consider closing your bank account or opening another one if you are worried about more issues in the future. 

Since the thieves know your bank details, they might try to steal money from your account again or commit online thefts. Hence, you should take more steps than restrict your accounts.

Identity thefts are more dangerous than one-time check thefts. The account holders can face a series of frauds, resulting in thousands of dollars worth of losses. 

Hence, report identity theft incidents immediately and use legal and solid action via the identitytheft.gov website. 

Stop Check Payments

Please remember the following whenever you want to request your bank to stop payments or report missing checks:

  1. The bank flags your check number when you order the stop payment request. Hence, it won’t cash the check even if the recipient wants to deposit it within this period. Thus, inform the payee about your decision before requesting the bank to prevent check clearance for maintaining positive relationships. 
  2. All US banks have different fees to stop check payments. Hence, stay informed beforehand to avoid surprises at the last minute. The typical fee ranges between $15 and $35. Some institutions waive these charges if you lose a blank check or when you have a premium checking account. 
  3. Stop payment requests might last for up to six months. Many state laws say that phone-made requests lapse after 14 days only. Hence, requesting the bank to avoid clearing a check in writing is better than using digital orders. Cross-check with your banking institution whether you must fill out forms to put a hold on the payments for six months or more. 
  4. Banks allow account holders to renew their payment stop orders for another six months if they suspect further criminal activities after the period expires. However, they might need to pay the renewal charge to avail of this service.

PostGrid’s print and mail services allow businesses to send checks using many security features, like the MICR markings. Also, the well-printed checks on high-quality paper stock make our solutions more secure.

You can send on-demand checks or mail them at scale to clear timely payments. Also, you can track the items through the PostGrid dashboard from start to finish and send follow-up messages hassle-free.

Why Do You Need to Take Precautions While Mailing a Check?

There are many reasons why sending checks through the mail is risky. Below are some of the prime reasons why you need to take care of your checks and ensure that they are mailed securely:

Stealing of sensitive information

It is not always that your checks are stolen or lost in transit. Sometimes, your checks reach the intended recipient safely. But, your account information and other details are already copied and stored by thieves.

These details can be used in a lot of ways to transfer funds from your account online or shop with your account’s funds. Either way, your bank account is in serious trouble if your account information reaches the wrong person.

You never know about the people who are going to handle your check during transit or are handling it after reaching the destination. Therefore, it is important to mail your checks with the highest level of security.

Can you fold checks to safeguard them? You should know that it is not advisable to fold checks. Rather, use paper to cover your sensitive details.

Protection from frauds

If your checks are stolen while sent through the mail, you need to report them within a certain number of days. When you fail to do so, your report will not be entertained and you will have to bear the entire loss.

There will be no action taken at all. Hence, if someone fraudulently steals money from your account through a check, you should immediately report it to your bank. Although your bank will offer some protection to you, it is still not assured whether you will receive the entire amount back in your account.

Therefore, it is recommended that you know how to mail a check for deposit and do the needful.

Counterfeit checks

Counterfeit checks are fake checks created by spammers using other people’s account details. It is done to steal money from their accounts. Many checks are counterfeited and fraud transactions are processed. Altered checks and forged signatures are other risks associated with check mailing.

To prevent someone from creating counterfeit checks, look up how to send a cashier's check in the mail. Cashier checks are safer and better for mailing.

These risks are sure to make companies and individuals ponder the thought: How to send money through the mail safely? If done correctly, sending checks in the mail is safe.

Using PostGrid’s online check mailing services, you can be assured that all your checks will be mailed safely and on time.

Also Read: Efficiency Offered by Outsourcing Check Printing Services

Using Postgrid’s Check Mailing Services

PostGrid’s automation platform and API can help you to send your checks safely via mail. It can assist you in every step of the check mailing process and assure you that all your checks will be delivered to your clients safely and efficiently.

Connects with your CRM

PostGrid’s API can be connected to your payments or CRM software, enabling you to process your checks quickly and conveniently. Furthermore, the main benefit of this integration is that you don’t have to stress about the drafting of your checks. Our platform can take care of filling in the necessary details accurately, not mentioning any additional information, restricting the checks, and making sure that the checks are overall drafted in a way to block criminals from misusing them.

Can you mail a check manually? Sure, but the manual process of drafting checks is prone to human errors. Even the slightest mistake can cause forging or counterfeiting of checks. Therefore, it is of utmost importance that all the checks are drafted carefully and the necessary precautions are taken.

Event-triggered mail items

Sending event-triggered checks is useful while honoring payments frequently. It can help you automate your check mailing tasks and get them done, without the need for time-to-time manual commands. PostGrid can allow you to set up specific dates and events beforehand, enabling you to mail checks upon these triggers. All the tracking reports for these event-driven checks are available for you at any time. Hence, you can track and view the status of your checks, sent on-demand or by specific triggers. Companies can easily focus on how to send money in the mail safely and on time, with the help of PostGrid’s platform.

Reporting

Every check sent through PostGrid’s platform or API is recorded. The progress and delivery reports are available on your dashboard, from where you can track the status of your checks. This feature is available for you free of charge. It can help you keep a complete track of your mail items, and know when they get delivered. If there are issues or the check’s delivery is delayed, you can immediately contact your mailing vendor to find out the reason for the delay. This step can safeguard your checks, as you can immediately stop the payment by calling your bank – in case of any fraud alerts. The next time you think about how to send a check by mail, remember that PostGrid can do it for you easily.

Mailing options

PostGrid provides all the mailing options that we discussed earlier. You can select from the available alternatives as per your needs. Our platform ensures that all your checks are following the postal regulations laid down by the USPS. Moreover, PostGrid is a CASS verified  & HIPAA Compliant platform.

MICR Printing

At PostGrid, we understand the benefits of Magnetic Ink Character Recognition Line printing and its ability to facilitate the utilization of the routing numbers securely. The financial services industry is not immune to fraud. Through the use of special magnetic ink with a unique font, MICR printing can help prevent financial fraud. Additionally, this printing technology makes it more difficult for a check to be altered.

As a result, PostGrid’s automation platform and check API offer the safest way to mail a check. If you are thinking about sending a check in the mail, PostGrid offers safe mailing and assists you in every step of the process.

Also Read: How to Send Tax Documents Securely

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Conclusion

Undoubtedly, there are possibilities of check forgeries and misuse. While mailing a check, there are always concerns about its safety. However, there are several methods through which you can combat these frauds and get your mail delivered securely.

But, with PostGrid, you no longer need to worry about how to mail a check to someone. We take several precautions to make sure that nobody touches your checks and that they are mailed efficiently. Our team of professionals understands the fact that restricting the checks to using security envelopes and using MICR printing is crucial when sending checks in the mail on a day-to-day basis.

Lastly, PostGrid’s check printing and mailing services can help you in sending checks securely. Using our platform and print and mail API, you can be confident that all your payments are completed on time securely.

If you still have any concerns about how to mail a check or how to send a check via email, you can talk to us to learn more about PostGrid’s check mailing services.

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