Outsourcing your check mailing service can be a smart move. It’s one less thing for your internal team to worry about, and it often speeds up your payment process. However, if you’re not careful in selecting the right provider, you could end up dealing with headaches you didn’t sign up for, including delays, fraud exposure, or even damaged relationships with vendors.
The goal here isn’t to run through a list of must-have features. Instead, we’re going to explore what not to do.
Below are five common mistakes businesses make when choosing a provider for outsourced check writing services, and how you can avoid them.
1. Overlooking the Importance of Security
Too many businesses assume that once the check is out the door, it’s out of their hands. But the risks don’t disappear with a postage stamp. The U.S. Postal Service has become a prime target for fraud. According to FinCEN, over 680,000 suspicious activity reports for check fraud were filed in 2022 alone, up from 350,000 the year before.
Criminals have gotten creative. Some steal checks directly from mailboxes or USPS drop boxes. Others use chemical solutions to wash off the ink, changing the payee and dollar amount. These altered checks get deposited and cashed quickly, sometimes before the intended recipient even realizes it’s missing.
So, how do you protect yourself?
A reliable check mailing service provider will use:
- High-security check stock with watermarks or thermochromatic ink
- Blackout security envelopes that hide the contents
- MICR ink for enhanced scan accuracy
- Positive Pay to catch tampering before a check is cashed
Also worth noting is that any provider handling sensitive payment data should undergo regular audits. Look for certifications like SOC compliance or ISO/IEC 27001. These indicate the company takes data protection seriously.
2. Ignoring Turnaround Time Commitments
Let’s say your payroll checks arrive a day late or a vendor payment doesn’t show up as expected. Suddenly, a simple mail delay becomes a credibility problem. Maybe even a legal one.
Timeliness is often treated as a bonus rather than a baseline. That’s a mistake.
You should expect your outsourced check printing services partner to provide clear turnaround windows and honor them. CheckIssuing processes same-day mailings as late as 5:30 PM EST. That flexibility can be a lifesaver during month-end or emergency payouts.
Here’s what to ask during your search:
- What is your daily cutoff time?
- Do you offer real-time USPS or FedEx tracking?
- How do you handle large batches or unexpected volume spikes?
Also, request examples of past delivery metrics if available. Processing delays might not seem urgent until you’re the one fielding questions from a frustrated payee.
3. Going With the Cheapest Option Without Asking Why
Let’s be honest: cost matters. However, if the lowest quote also leaves out security, tracking, or support, it could end up costing you more in the long run.
Here’s what happens all too often. A provider advertises a rock-bottom per-check rate, but you later discover fees for things like:
- Custom logos or envelopes
- Check reprints
- Rush mailing or delivery tracking
- API access for automation
What you thought was a great deal becomes a nickel-and-dime situation. And when problems pop up? Don’t expect much help from a budget vendor that’s spread too thin.
Businesses that invest in more full-featured check mailing solutions report fewer disruptions and lower fraud exposure over time.
Before you sign, always ask for a full quote with line items. Compare providers not just by cost, but by value. What are you getting for that monthly fee or per-check rate? Does the service come with automation tools, high-security paper, or built-in fraud protection?
Cheap solutions may work in the short term, but they rarely scale well.
4. Skipping the Reputation Check
You’d vet an employee before hiring them. Your check mailing service deserves the same due diligence.
Start by asking the following questions:
- How long have they been in business?
- Do they have clients in your industry?
- Are there reviews or testimonials from companies similar to yours?
One red flag is when a provider has no real presence outside their own website. A lack of public case studies or third-party reviews should give you pause. While flashy sales presentations are nice, they don’t tell you how the provider handles errors, missing checks, or last-minute changes.
Support is another key factor. Some vendors make it difficult to reach a human being, especially after the sale. Look for companies that offer live chat, direct phone support, or account reps you can reach when something urgent comes up.
In short, don’t treat this like a vendor decision. Think of it as choosing a business partner who’s handling sensitive, time-bound transactions on your behalf.
5. Choosing a Check Mailing Service Provider That Doesn’t Fit How You Work
Your business might pay contractors weekly, or maybe you mail thousands of checks once a quarter. Some companies use QuickBooks or Xero. Others rely on custom-built systems. Regardless of how your payment flow works, your check mailing service provider needs to integrate without friction.
Problems arise when businesses select a one-size-fits-all solution, only to discover the platform can’t handle:
- Multi-bank setups
- Custom check templates
- Recurring or scheduled payments
- Integration with their existing finance stack
What you end up with is a series of workarounds: manual uploads, duplicate data entry, or disconnected approval processes. Not only is that inefficient, but it increases your risk of errors.
CheckIssuing supports a wide range of business needs. From batch check processing to sub-account management and custom branding, we allow teams to automate tasks without losing control or visibility.
When evaluating services, ask: Will this provider grow with us? Will they support our payment policies, compliance requirements, and tools we already use?
If the answer feels unclear, keep looking.
Partner With a Check Mailing Service Provider You Can Trust
There’s no shortage of options when it comes to outsourced check writing services. The challenge is knowing which provider will support your goals, protect your data, and deliver checks accurately and on time.
The mistakes listed here, such as skipping the security questions, chasing the lowest price, or ignoring operational fit, are the reasons businesses end up switching providers midstream, sometimes after serious issues.
Avoid the avoidable.
At CheckIssuing, we help businesses eliminate these pitfalls from day one. Our platform is built for transparency, security, and speed, with same-day mailings, high-security check stock, real-time tracking, and full admin control.
If you’re looking to outsource check printing services without sacrificing quality or accountability, contact us.