How to Mail a Check Safely

Why people still mail checks

Surprisingly, with all the different payment methods available, mailing checks is still a common practice. There are good reasons people continue to mail checks and reasonable situations where doing so makes sense. At The Letter Pilot, we do not mail checks directly, but online providers can help with those services. In this guide, we'll share what we've learned from running an online mail service, including the surprising reason we're so familiar with keeping checks safe in the mail.

Good Check Writing Practices

It may surprise you, but ink from a standard ballpoint pen can sometimes be removed from a paper check. Criminals use chemicals such as acetone or bleach to wash away the payee, dollar amount, or both, then rewrite the check before cashing it. This is called check washing. A black gel pen or another pen with indelible black ink is harder to remove and is a better choice when writing checks.

1. Fill In the Payee. Never under any circumstances mail a check with a blank payee. Fill out the line completely.
2. Start the numeric amount next to the dollar sign. Fill unused space so another digit cannot be added.
3. Write the amount in words without gaps. Draw a line through the unused portion of that line.
4. Use the memo line carefully. Don't put personal or sensitive information here. Use it only to reference what the check is for, such as an invoice number. Never include a Social Security number, driver's license number, or similar personal information.
5. Save the details. Make note of the check number and details so you can verify it's cashed correctly after mailing.

Conceal the check and address the envelope clearly

Don't advertise that there's a check in your envelope. Don't label the envelope anywhere to indicate that a payment or check is enclosed.

• Fold or wrap the check inside another piece of paper. You can use an invoice, a letter, or a plain sheet of paper. This helps obscure the contents from anyone trying to see through the envelope.
• Make sure you seal the envelope well. There should be no loose spots along the seal.
• As with any letter, make sure the recipient address is clear and accurate, as well as your return address. You don't want to mail your check to the wrong person.

Choose the USPS service for the proof you need

The dollar amount is not the only consideration. Think about the payment deadline, whether the recipient disputes receipt, and how difficult it would be to stop and replace the check.

Use a secure drop-off and do not let the envelope sit

The best practice is to hand the envelope to a Postal employee inside your Post Office. Registered Mail must be presented to a retail employee or rural carrier. For Certified Mail, hand it to an employee when you want a postmarked mailing receipt. If you're sending a First-Class Mail letter and you're in a rush, avoid an outdoor blue collection box and use a clearly labeled interior Post Office mail drop instead. Double-check the posted collection time so your check does not sit there longer than necessary, and make sure the envelope falls completely into the slot. You don't want your check or letter sticking out where someone could grab it. Always make sure you have proper postage before sending your mail.

Track Your Payment

Delivery is only half of the process. A delivered envelope can still be misplaced, and a stolen check can be deposited after a delay. It's important to confirm that your payment was successfully applied to the correct account. We like to verify that the balance updates in whatever system we're paying through, even if that means picking up the phone and checking with the business directly.

What to do if the check is lost, altered, or stolen

Move quickly, but do not send a replacement blindly. Two valid-looking checks can create a second problem if the original later appears.

1. Contact your bank or credit union immediately. Ask what it needs for a stop-payment order or a fraud claim. If it cannot stop payment, ask how you should proceed. Its team should be able to help you with the next steps.
2. Save evidence. Keep the check number, check image, mailing receipt, tracking history, messages with the payee, and any altered cleared-check image.
3. Report suspected mail theft or check washing. File with the U.S. Postal Inspection Service and your local police department.
4. Watch the rest of the account. A stolen check exposes your bank routing number, account number, name, address, and signature.
5. Coordinate the replacement. Confirm the original has not been deposited and follow your financial institution's advice before issuing a new check.

Other Check Issues

So, if The Letter Pilot doesn't mail checks, why are we writing about them so much? Checks caught our attention very early in the mailing process. We have had systems in place for some time to prevent scam mail from being sent through our platform, and one of the earliest scams our automated processes caught involved a fake check.

We won't reproduce any fake-check images here, but some of the examples we have seen are so absurd that you might think no one could fall for them. One scammer, for example, tried to send someone a fake check for nearly a billion dollars. The problem is that these checks can look just convincing enough to persuade someone to send money to a scammer because they believe they have received a large payment, or to draw them into a similar scheme.

If you receive a check printed on an ordinary sheet of paper, treat it as suspicious. Take any unexpected check to your bank and ask them to help verify its authenticity before you deposit it or send money to anyone. Scammers and thieves seem to be everywhere, so stay safe!

Frequently asked questions