How to Send a Voided Check by Mail or Email

A voided check serves as an important document for individuals and organizations, used to provide banking information without enabling a transaction. Employers or service providers often request a voided check to set up direct deposit or recurring electronic payments. This process ensures correct routing of funds to the intended bank account.

Understanding a Voided Check

A voided check is a standard check made unusable for payment, but still displays your bank’s routing and personal account numbers. The nine-digit routing number identifies your financial institution, and the account number specifies your individual account. Both are printed along the bottom of the check, usually in magnetic ink.

Organizations request this document for electronic fund transfers, such as through the Automated Clearing House (ACH) network. Employers often require a voided check to initiate direct deposit of wages. Utility companies or loan servicers may also request one to set up automatic bill payments directly from your account.

Preparing Your Voided Check

Select a blank, unused personal check from your checkbook. Use a fresh check to prevent confusion or accidental transactions. Use a pen with indelible ink, such as a black or blue ballpoint, to ensure clear writing that will not smudge.

Write “VOID” in large, prominent letters across the entire front of the check. Ensure the word covers the payee line, numerical amount box, written amount line, and signature line. This immediately invalidates the check for any monetary transaction, while leaving the pre-printed routing and account numbers visible and legible.

Sending Your Voided Check

Once voided, submit your check via physical mail or digital means, depending on the recipient’s requirements. For physical mail, place the voided check into a standard business envelope, folded neatly. Clearly address the envelope with the recipient’s full mailing address and your return address. Tracking is generally not mandatory for a voided check.

For digital submission, scan the voided check using a scanner or smartphone application. Ensure the scan is clear, well-lit, and captures all corners of the check, with the routing and account numbers easily readable. Save the scanned image as a PDF or JPEG to ensure compatibility. Attach the file to an email or upload it directly to a secure online portal as instructed by the requesting party.

Important Considerations and Alternatives

Prioritize the security of your banking information when sending a voided check. After successful submission, shred any physical or digital copies. Only provide it to trusted entities with a legitimate need for your banking details.

If a voided check is unavailable or preferred, alternatives can provide the necessary banking information. Many financial institutions offer pre-filled direct deposit forms with your routing and account numbers, often available through your online banking portal or at a branch. You can also request a formal letter from your bank confirming your account details, which serves the same purpose as a voided check.