How insurance agents request a voided check from clients
By Arthur Teboul, DokuTrak · Published
In short
Ask the policyholder for a voided check, or a bank letter with the routing and account numbers, from the account that will pay the premium by EFT. Ask for it before binding when the first installment is drafted electronically. The name on the account should be the policyholder’s, or the person who signs the EFT authorization.
Why insurance agents need a voided check
Monthly EFT plans need exact bank details on the carrier’s authorization form. One wrong digit means a returned payment, and a returned premium payment can trigger a late notice or a notice of cancellation. Taking the numbers from a voided check rather than from memory removes the typo at the source.
What exactly to ask for
One check from the paying account with VOID written across it, leaving the routing and account numbers at the bottom readable. A deposit slip is a poor substitute because it can carry a different routing number. If the applicant has no checks, a direct deposit form or bank letter showing the same numbers works.
What to check when it arrives
- The routing number has nine digits and the account number is fully visible below the VOID mark.
- The name on the check matches the policyholder or the person signing the EFT authorization.
- It is a regular checking account check, not a credit card convenience check.
Email to send your client
Replace the bracketed parts. The same text fits in the message of a DokuTrak request (up to 1,000 characters).
Subject: A voided check for your monthly premium
Hi [Client name],
You chose to pay your premium monthly from your bank account, which is easy to set up. I just need a voided check from that account so the bank details are exact.
Write VOID across a check without covering the numbers at the bottom, then send a photo or scan. If you do not use checks, a letter or form from your bank with the routing and account numbers works too.
Could you send it by [date]? That way your first payment goes through smoothly.
Thank you, [Your name]
Ask once. DokuTrak does the chasing.
- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a voided check or an unreadable or blurry scan. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.