How to Mail a Check Securely and Correctly

A personal check remains a payment method for various transactions, such as paying bills or sending money. It acts as a written instruction to your bank to transfer a specific amount of money from your account to a designated recipient. Understanding how to prepare, send, and secure checks is important to ensure payments reach their destination safely. This guide provides step-by-step instructions for mailing a check.

Preparing Your Check and Envelope

Before mailing a check, gather the materials: a checkbook, a pen with blue or black ink, a standard envelope, a postage stamp, and the recipient’s full mailing address. Begin by writing the current date in the upper right-hand corner of the check. Next, fill in the “Pay to the Order of” line with the full name of the person or organization receiving the payment, ensuring accurate spelling to prevent errors.

In the box to the right of the payee line, write the payment amount in numbers, such as “$150.00”. Below this, write the amount in words on the designated line, matching the numeric value. For example, if the amount is $150.00, write “One hundred fifty and 00/100.” Draw a line through any remaining space after the written amount to prevent unauthorized alterations.

The memo line, in the bottom left corner, is optional but useful for noting the purpose of the payment, such as an account number or invoice number. Finally, sign your name on the signature line in the bottom right corner, as it is not valid without your signature. Once the check is filled out, prepare the envelope by writing the recipient’s full name and mailing address in the center of the front. Your return address, including your full name and address, should be placed in the top left corner of the envelope. Fold the check, insert it into the envelope, and seal the flap.

Sending Your Check

Once your check is filled out and the envelope is prepared, affix a postage stamp to the upper right-hand corner of the envelope. A standard First-Class Mail Forever stamp is typically sufficient for a regular letter. After applying postage, you have several options for sending it.

You can deposit the envelope into a USPS collection box, ensuring it is fully inside. Alternatively, you can drop off your letter at a local post office during business hours. Handing the letter to a mail carrier is another option. Domestic First-Class Mail typically arrives within 1 to 5 business days, though timelines vary by distance.

Security and Record Keeping

Security is important when mailing a check to protect financial information. Never send cash through the mail, as it is untraceable and carries a high risk of theft. Double-check the recipient’s address to prevent misdelivery and fraud. Consider using a secure, indoor mailbox at a post office rather than a public collection box, especially after hours. An opaque, security-tinted envelope can also help conceal the contents.

Maintaining records of mailed checks is a good financial practice. Before sending, photocopy or photograph both sides of the completed check for your files. Record the check number, date, payee, and amount in a check register or personal finance software. This record-keeping allows you to track payments, monitor your account balance, and reconcile bank statements, helping to identify discrepancies or unauthorized transactions.