What should I say when a client says the check is in the mail?

Thank them, ask for the date it was sent and the check number so you can match it, and say when you'll follow up if it hasn't arrived. That keeps it friendly and gives you a date in writing.

How long should I wait for a check in the mail?

About a week from the date they say it was sent, for mail within the same country. After that, follow up and ask whether the check has been cashed; if it hasn't, it can be cancelled and reissued.

All resources

Client says the check is in the mail? What to do next

Sometimes it is. Sometimes it is a way to end the conversation. You don't need to know which to handle it well.

CollectlyOctober 2, 20264 min read

The short answer: thank them, ask for the date it was sent and the check number, and tell them when you'll check back. A real payment has both details to hand. A stall usually doesn't. Either way, you now have a date in writing and a reason to follow up that isn't awkward.

Thanks, that's great to hear. So I can match it when it arrives, could you send me the date it went out and the check number? If it hasn't reached us by the 14th I'll let you know, in case it's gone astray.

Why ask for the check number

It isn't a test, and it shouldn't read like one. You genuinely need it to match the payment to the right invoice when it lands, and if the check is lost, they need it to cancel and reissue. It also gently turns "it's in the mail" from a sentence into a fact with details attached.

How long to wait

Mail within the same country usually takes a few business days. Give it about a week from the date they say it was sent, then follow up. Put the date in the email, as above, so the follow-up is something you both agreed rather than something you sprang on them.

If it doesn't arrive

Say so plainly and without blame: it hasn't arrived, and you'd like to sort it out.
Ask them to check whether the check has been cashed. If it hasn't, it can be cancelled and reissued.
Offer a faster way to pay this time, a bank transfer or a payment link, so nobody waits on the post twice.
If they promised a date and it passes with no check and no reply, treat it as a missed promise: quote their own words back and ask for a new date.

Hi Sam, the check for invoice 1042 hasn't reached us yet, and it's been ten days since you sent it. Could you check whether it's been cashed? If not, a bank transfer to the details on the invoice would save us both waiting on the post again.

Stop it happening next time

Put an electronic payment option on every invoice: bank details, or a payment link if you use one. Customers who pay by check usually do it out of habit, not preference, and most will switch if the other way is printed right there.

Common questions

What should I say when a client says the check is in the mail?: Thank them, ask for the date it was sent and the check number so you can match it, and say when you'll follow up if it hasn't arrived. That keeps it friendly and gives you a date in writing.
How long should I wait for a check in the mail?: About a week from the date they say it was sent, for mail within the same country. After that, follow up and ask whether the check has been cashed; if it hasn't, it can be cancelled and reissued.