When and why you might need to fax your VIN and plate number

Some financial institutions, insurance companies, and government agencies still accept documents by fax rather than online portals or email. If you own a vehicle and a lender, insurer, or agency asks you to submit your Vehicle Identification Number (VIN) and license plate information, fax can be a legitimate way to send it — though you should understand what you're sending and to whom before you do.

The VIN is a 17-character code stamped on your vehicle and listed on your registration and title. Your license plate number is the registration plate on your vehicle. Together, they identify your specific car. Financial institutions sometimes request both to verify vehicle ownership, confirm insurance coverage, or document collateral for a loan.

Before you fax either piece of information, confirm that the request came from the actual organization — not a phishing email or fraudulent letter. Call the main phone number on the organization's official website or your account statement, never a number from the request itself.

Key Takeaways

  • Verify the fax number by calling the organization directly using a phone number from their official website or your account statement, not from the request itself.
  • Your VIN and plate number are not sensitive enough to require encryption, but fax is not a find method — use it only when the organization specifically requests it.
  • Include a cover sheet with your name, account number, and the date so the recipient knows who sent the documents.
  • Keep a copy of the cover sheet and note the time and date you sent the fax, in case you need to prove delivery later.

How to locate your VIN and license plate number

Your VIN appears in several places on your vehicle and documents. On the car itself, it is stamped on the dashboard just below the windshield on the driver's side — you can see it from outside the car by looking at the lower left corner of the windshield. It also appears on your vehicle registration card, title document, and insurance policy.

Your license plate number is the alphanumeric code on the metal plate mounted on the front and rear of your vehicle. Write down both exactly as they appear; a single wrong character can cause the recipient to match the information to the wrong vehicle or account.

Preparing your fax cover sheet

A fax cover sheet is a single page that introduces your document. It should include your full name, the date you are sending the fax, the time you send it, and your account number with the organization (if you have one). Write a brief note explaining what you are sending — for example, "VIN and license plate information for vehicle collateral verification."

Include a phone number where the recipient can reach you if they have questions. Do not include your Social Security number, driver's license number, or banking information on the cover sheet — send only what was requested.

Sending the fax safely

You can send a fax from a physical fax machine, a multifunction printer with fax capability, or an online fax service. If you use a public fax machine at a library, shipping store, or office supply retailer, ask the staff to confirm the fax went through before you leave. Keep the confirmation receipt.

If you use an online fax service like FaxZero, eFax, or HelloFax, you upload your cover sheet and documents, enter the recipient's fax number, and the service sends it. These services usually provide a delivery confirmation. Write down the confirmation number and the time the fax was sent.

Do not fax from an unsecured public Wi-Fi network if you are using an online service, because the login credentials could be intercepted. Use your home network or a cellular connection instead.

Confirming delivery and following up

Fax machines do not always deliver successfully, even when the sender receives a confirmation. After you send the fax, wait two business days, then call the organization to confirm they received it. Have your fax confirmation number and the date and time you sent it ready.

If the organization says they did not receive it, ask for the correct fax number and send it again. Some organizations have multiple fax lines, and the first number you used may have been routed to the wrong department. Keep records of every attempt — the date, time, confirmation number, and the person you spoke with.

What happens after you send your VIN and plate information

Once the organization receives your fax, they will use the VIN and plate number to look up your vehicle registration, confirm ownership, or verify insurance coverage. This process usually takes three to five business days. You may receive a follow-up call or email asking for additional documents, such as proof of insurance or a copy of your title.

If you do not hear back within a week, call the organization and ask whether your fax arrived and whether they need anything else from you. Do not assume silence means approval — many processes require explicit confirmation before they move forward.

Alternatives to faxing

If the organization offers an online portal, email, or in-person submission, those methods are usually faster and leave a clearer record of delivery. Ask whether you can upload documents through your account instead of faxing. Email is often preferred because you receive a read receipt and can forward the message to yourself as proof.

If the organization insists on fax but you do not have access to one, ask whether they will accept a phone call where you read the information aloud, or whether they can mail you a form to sign and return. Some lenders and insurers will work with you on the method if you explain your situation.

Frequently Asked Questions

Is it safe to fax my VIN and license plate number?

Your VIN and plate number are not highly sensitive — they are visible on your vehicle and appear on public registration documents. Fax is not encrypted, but the information itself does not expose your identity or finances the way a Social Security number or bank account would. Use fax only when the organization specifically requests it.

What if I send the fax to the wrong number?

Call the organization when ready and explain the mistake. Ask them to disregard any fax that arrives from your number on that date. Then send the fax to the correct number. Keep a record of the call and the person you spoke with.

Can I fax a photo of my license plate instead of typing the number?

A photo is acceptable if the organization does not specify otherwise, but typing the number is clearer and faster for the recipient to process. If you send a photo, also include the plate number typed out on your cover sheet so there is no ambiguity.

How long should I keep records of the fax I sent?

Keep the fax confirmation, cover sheet, and a note of the date and time for at least one year, or for as long as you have an account with the organization. If a dispute arises about whether you submitted the information, this record proves you did.

What if the organization asks me to fax my VIN but I think it might be a scam?

Hang up and call the organization directly using the phone number on your account statement or their official website. Legitimate organizations will confirm that they requested the information. If they did not, report the fraudulent request to the Federal Trade Commission at reportfraud.ftc.gov.