How to Send Cheques by Mail: Order Business and Personal Cheques Online
Shipping cheques by mail allows you to overcome the various cons of paying online, like getting your bank accounts hacked and leaking financial information. You can use an online cheque writer to create, print, and mail cheques without such risks. An excellent example is PostGrid, that assists you during the process to save time and trouble.
After all, a report by PYMNTS and Hawk AI states that financial institutions incurred an average loss of CAD 3.8 million in 2023, up from CAD 2.3 million in 2022—a 65% surge.
This figure shows that safeguarding your business from financial fraud is the need of the hour. With cybercrimes on the rise, it might be better to restrict yourself from online transfers to unknown sources and digital cheque payments.
The alternative? The old-fashioned way of sending cheques in the mail. Let’s dig in!
Key Takeaways:
- It is better to send cheques via mail than using digital cheques. However, you must take the necessary security measures, like using dark-colored envelopes and adding the MICR (Magnetic Ink Character Recognition) line.
- You can write, print, and mail cheques yourself without contacting your bank. Just take care to follow the bank’s standards.
- Technology has revolutionized the way you send cheques by mail. You can pick the style, format, and colors to suit your branding to promote your business via cheques.
- PostGrid’s cheque API lets you create, print, and send cheques all in one place. It is the easiest, safest, fastest, and most affordable method.
Step-by-Step Guide on Sending Cheques by Mail
Step 1: Create or Write Your cheques
Ensure you add all the necessary elements to your cheque, like the payee’s correct name, the amount, and your signature. If you create your own cheques, you must also take care of inserting the MICR line and printing it using magnetic ink.
Step 2: Prepare Your Envelopes
Avoid using normal envelopes you get at an office supply store to send cheques by mail. Instead, invest in tamper-evident envelopes that have seals or markings.
It is also a good practice to use envelopes with darker colors so that nobody can see through the contents of your cheque.
Step 3: Secure Your Mailpieces
Whether it’s a business or personal cheque, you must secure them when shipping them via the post. Write the correct mailing address to avoid the mailpiece from falling into the wrong hands. You can always run an address verification to cross-check whether the address you have is valid, preventing misplacements or delivery failures.
Also, it is best to inform your customer, vendor, or another payee to whom you are sending the cheque in advance. Tell them they have an incoming cheque to deposit, so they can contact you if they don’t receive it on time.
Step 4: Send the cheque
You can drop off the cheque mailer at a secure location, like a locked mailbox near your residence or office. Other alternatives are handing it to a carrier or directly taking it to the Post Office. Avoid dropping it off in an unsecured mailbox, where it would likely be sitting for days, and run the risk of getting your mail item robbed.
If you want to avoid spending the time to create cheques, buy secure envelopes, and take them to the Post Office, you can use a different approach. Use a cheque API, like PostGrid, to design, print, and mail cheques online—from your computer to your payee’s mailbox. Get a demo to know more!
Why Should You Send Cheques by Mail?
Shipping cheques by mail tightens security for your payment process by preventing you from entering your financial information on unknown websites. You also don’t need to send digital cheques, transfer large amounts to unverified bank accounts, or sign in to unauthorized sources.
Simply write and send a cheque directly to the payee. With less digital footprint around your financial activities, you can ensure there are fewer chances of getting yourself trapped in financial fraud. Use a cheque writer online to complete the payment process and ship your cheques to physical mailboxes.
How to Enhance Security When Shipping Cheques by Mail?
There are many ways cheque fraud can happen, like someone stealing the envelope, opening it up, and making a copy to store your financial information to create fake cheques. They might also tamper with the cheque to write their own name in the payee field. You can avoid these things by following these security measures:
Use Watermarks and Print cheques Only on cheque Paper Stock
When you order cheques online, ensure they have the relevant watermarks to prevent someone from presenting counterfeit cheques or copying yours.
Shop for secure business cheques that have a classic design but have diagonal watermarks, allowing the bank staff to know when a counterfeit tool is presented. Additionally, always follow the bank security standards and print out a cheque on your cheque paper free to safely complete payments.
Monitoring Bank Accounts
Try checking your recent transactions whenever you receive or deposit payments. Track your bank accounts regularly to guarantee no one has taken money out of your account without your knowledge.
Add Specific Restrictions
When sending cheques in the mail, add terms like, “For Deposit Only” or “A/C Payee” to avoid someone using them to credit the money to their account. These phrases instruct the staff to cross-verify the payee’s information on the bank cheque before initiating the transfer.
How is Technology Revolutionizing Offline Cheque Payments?
Businesses can now use digital cheque writing, printing, and mailing services, like PostGrid, to simplify payments. They don’t need to order a chequebook from their bank each time they need to pay someone. Nor do they have to stick with the same cheque designs.
You can get a selection of personal and business cheques with a variety of designs using such advanced platforms. Furthermore, you can choose designs featuring your brand by adding your logo and custom messages.
The best part is you can integrate PostGrid’s cheque API into your financial software to set up payment triggers, track financial transactions, and maintain records. PostGrid integrates into QuickBooks and several other platforms, and you can check them here.
More About PostGrid’s Cheque Print and Mail Services
PostGrid’s cheque printing and mailing services allow you to manage your cash flow and get your cheques prepared and mailed without manual effort. Our 2-business-day SLA lets you ship the mailers quickly, ensuring there are no delays or time gaps.
Our in-built cheque templates let you write cheques within minutes. You can simply choose your bank, and PostGrid can auto-populate the cheque with its details according to the financial institution’s standards.
The good news is that you can set up multiple bank accounts within your PostGrid account, letting you send cheques from different accounts as per your requirements.
Request a demo to start printing and shipping your cheques by mail via PostGrid’s automated solutions. Click here!
