How to Complete a Check Correctly and Securely
Learn to accurately and securely complete paper checks, minimizing errors and protecting your financial transactions.
Checks remain a widely used method for making payments, offering a tangible record of financial transactions. While digital payment options have grown, understanding how to properly complete a paper check is still a valuable skill. Correctly filling out a check helps ensure your payment is processed accurately and avoids potential delays or complications.
Understanding Check Components
A standard check contains several distinct areas, each serving a specific purpose in authorizing a payment. The date line, near the top right, indicates when the check was written. This date can be current or post-dated, influencing when the check can be cashed.
Below the date line is the “Pay to the Order of” line, which is where you designate the recipient of the funds. This payee can be an individual, a business, or an organization. To the right of the payee line is a small box for the numeric amount, where the payment value is written in figures.
The written amount line, appearing below the payee line, requires the payment value to be spelled out in words. This line is particularly important as, in cases of discrepancy, the written amount generally takes precedence over the numeric amount. Located in the bottom right corner, the signature line is where the account holder signs to authorize the payment.
An optional memo line, usually in the bottom left corner, allows you to include a brief note or reference for the payment, such as an account number or purpose. At the bottom of the check, pre-printed numbers include the routing number, which identifies the bank, and your account number, which identifies your specific checking account.
Step-by-Step Check Completion
Begin by writing the current date on the designated date line, typically located in the upper right corner of the check. This establishes the validity period for the payment. Next, clearly print the full legal name of the person or organization receiving the funds on the “Pay to the Order of” line.
After identifying the payee, enter the exact payment amount in numerical form within the small box to the right of the payee line. For example, for seventy-five dollars and fifty cents, write “75.50.” Directly below this, write out the same amount in words on the long line provided. For instance, “Seventy-Five and 50/100” or “Seventy-Five Dollars and Fifty Cents.” To prevent alteration, draw a line through any remaining blank space on this line.
The written amount is legally binding, so ensure it precisely matches the numeric amount. Finally, sign your name legibly on the signature line in the bottom right corner. This signature authorizes your bank to release the specified funds.
Utilize the memo line in the bottom left corner for any relevant notes, such as an invoice number or the purpose of the payment. While optional, this can be helpful for record-keeping for both you and the recipient.
Accuracy and Security Tips
Always review the completed check carefully before signing to confirm all information is accurate. Double-check the date, the payee’s name, and both the numeric and written amounts for any errors. In the event of a discrepancy, the written amount is generally considered the legal amount, though inconsistencies can lead to processing delays or rejection.
To prevent unauthorized alterations, use indelible ink, such as black or blue ballpoint pen, when filling out a check. Never sign a blank check, as this allows anyone to fill in any amount and payee, potentially leading to significant financial loss.
Maintain a clear record of all checks issued by promptly noting the check number, date, payee, and amount in a check register or personal ledger. This practice helps reconcile your bank statements and track your expenditures. Store blank checks in a secure location, such as a locked drawer or safe, to prevent theft and unauthorized use.