How to Mail Checks Correctly and Safely

Mailing checks remains a common practice for various financial transactions, even with the rise of digital payment methods. Ensuring checks are completed and mailed correctly helps guarantee successful delivery and protects against potential fraud. Adhering to proper procedures is important for maintaining financial security and preventing complications. This process involves careful attention to detail at each step, from filling out the check to selecting the right mailing method.

Correctly Completing Your Check

The accuracy of information written on a check is important for its successful processing and for safeguarding against fraud. Begin by dating the check, typically in the top right corner, using the current date. Next, identify the payee by writing their full name or company name on the “Pay to the order of” line. Avoid writing “cash” on this line, as it allows anyone to cash the check if it is lost or stolen.

The numerical amount should be written clearly in the dollar box, positioned close to the dollar sign to prevent alterations. The legal amount in words must be written on the line below the payee name, starting from the far left of the line. For example, “One hundred twenty-three and 45/100” for $123.45.

Filling the entire space on this line helps prevent unauthorized additions. Using indelible ink makes it more difficult for criminals to alter the check through methods like check washing. Finally, sign the check on the signature line, matching the signature on file with your bank, and consider using the memo line for a brief description of the payment, such as an account number or invoice number.

Preparing Your Envelope for Mailing

Once the check is accurately completed, preparing the envelope properly is the next important step to ensure it reaches its intended recipient. Fold the check neatly to fit inside a standard letter-sized envelope, typically in thirds. This allows for smooth insertion. For added security, especially with sensitive payments, consider using a security envelope or wrapping the check in a piece of paper before placing it inside a standard envelope.

The recipient’s full mailing address should be written clearly in the center of the envelope. This includes the full name or company name, street address with apartment or suite number if applicable, city, state, and zip code. Placing a return address in the upper left corner of the envelope is also necessary. This ensures the mail can be returned to you if it cannot be delivered. After addressing, securely seal the envelope flap to prevent the check from falling out or being tampered with during transit.

Sending Your Check Safely

Proper postage is required for your check to be delivered by the postal service. The cost for a First-Class Mail Forever stamp for a standard 1-ounce letter is $0.78. If your letter weighs more than one ounce, an additional postage fee of $0.29 per extra ounce applies. You can determine the correct postage by weighing your envelope, or by visiting a post office.

When sending your check, choosing a secure method helps minimize risks. Depositing mail directly into a U.S. Postal Service (USPS) collection box or taking it to a post office counter is more secure than leaving it in an unlocked residential mailbox.

For payments requiring proof of mailing or delivery, services like Certified Mail are available. Certified Mail provides proof of mailing and proof of delivery, with a base fee of $5.30 in addition to the standard postage. A Return Receipt, confirming delivery with a signature, can be added for an additional cost, either $4.40 for a mailed receipt or $2.82 for an electronic receipt.

After Your Check is Mailed

After mailing a check, maintaining diligent records and monitoring your accounts are important practices. Keep a record of the check details, such as the check number, date written, payee, and amount. This can be done by noting the information on the check stub, taking a digital photo of the completed check, or entering it into a check register.

Regularly monitoring your bank statements is also important to confirm the check clears for the correct amount and to detect any unauthorized activity promptly. Most financial institutions offer online banking and mobile app services that allow for frequent account monitoring and setting up alerts for transactions. If a mailed check does not clear within an expected timeframe, or if you notice any suspicious transactions, contact your bank immediately. You may need to issue a stop payment on the check to prevent it from being cashed.