How to Send Bank Statements Through Email
A complete guide to emailing bank statements securely, from preparation to ensuring your financial data is protected.
Sending bank statements through email is often necessary for financial activities. These documents contain sensitive information, so prioritizing security is important. Understanding how to prepare, send, and secure them protects your data from unauthorized access.
Preparing Your Bank Statement
Before emailing, ensure your bank statement is in a universally readable and secure digital format. Most banks offer the option to download statements directly from their online banking portals or mobile apps. Look for sections labeled “Statements,” “E-Documents,” or “Document Center” to find and download your statements, ideally in PDF format. PDF is preferred because it maintains the document’s formatting and is generally more difficult to alter compared to other file types.
If you only have a physical bank statement, you will need to convert it into a digital file. This can be done using a scanner or a smartphone scanning application, which offers the ability to save the scanned document as a PDF. Once digitized, assign a clear and descriptive file name, such as “BankName_Statement_MonthYear.pdf,” to help with organization and easy identification.
Emailing Your Statement Step-by-Step
Once prepared as a PDF, securely attach and send your bank statement via email. Begin by composing a new email, entering the recipient’s accurate email address, and crafting a clear subject line indicating the email’s purpose. The body of the email should be brief and professional.
Attaching the prepared PDF file to your email is straightforward, done by clicking an “attach file” or paperclip icon within your email client. A key security measure is to password protect the PDF document before attaching it. Many PDF viewing or editing software, such as Adobe Acrobat, offer built-in features to add password protection, often found under “Protect” or “Encrypt” options. Some online tools also provide this functionality, but ensure you use a reputable service. When setting the password, choose a strong, unique combination of letters, numbers, and symbols.
After attaching the password-protected PDF, send the password through a separate communication channel. This means sending the password via a text message, a phone call, or a completely different email address, rather than including it in the same email as the statement. This practice ensures that if the email containing the bank statement is intercepted, the password needed to open it is not compromised alongside the file, adding a significant layer of security. Before finalizing and sending, always double-check the recipient’s email address to prevent accidental disclosure of sensitive information.
Ensuring Email Security
Beyond securing the document, maintaining email security is important when handling sensitive financial information. Always verify the recipient’s identity through a separate, trusted communication method, such as a phone call, before sending any confidential documents. This helps confirm you are sending the statement to the correct and intended party.
Protect your email accounts by using strong, unique passwords and enabling two-factor authentication (2FA). Two-factor authentication adds an extra layer of security by requiring a second verification method beyond just your password, making it much harder for unauthorized individuals to access your account. Be cautious of phishing attempts, which are fraudulent emails or messages designed to trick you into revealing personal information. Always scrutinize suspicious links or requests for financial details, as legitimate institutions rarely ask for sensitive information via email.
Avoid sending sensitive emails while connected to unsecured public Wi-Fi networks, as these connections can be vulnerable to interception. If you must use public Wi-Fi, consider using a Virtual Private Network (VPN) for an encrypted connection. After sending a sensitive document, some choose to delete the email from their sent folder as an additional security measure. Many financial institutions provide secure portals for document submission, which can be a safer alternative to email for highly sensitive data.