How to Correctly Write Someone a Check
Learn to accurately complete and manage checks for secure and error-free financial transactions.
Checks remain a common method for exchanging funds, serving as a written instruction to a bank to transfer funds. They facilitate transactions without requiring physical cash, providing a documented record of payment. Understanding how to properly complete a check ensures a smooth and secure financial exchange for both the payer and the recipient.
Understanding Check Elements
A standard check contains several distinct areas, each with a specific function. At the top left, your personal information, including your name and address, is pre-printed. The check number, a unique identifier, is found in the upper right corner and repeated at the bottom.
The date line, located near the top right, is where the transaction’s date is recorded. Below this, the “Pay to the order of” line designates the recipient of the funds. To the right of the payee line, a box with a dollar sign is provided for the numerical amount of the payment.
A longer line beneath the numerical amount box is reserved for writing out the payment amount in words. The memo line, in the bottom left, offers space for a brief description of the payment’s purpose. The signature line in the bottom right corner authorizes the payment. Along the bottom of the check are the routing number, identifying your bank, and your account number, specifying your individual account.
Step-by-Step Check Writing
When preparing a check, begin by entering the current date on the date line in the upper right corner. You can use either a numerical format (e.g., 08/08/2025) or write out the month (e.g., August 8, 2025). Next, on the “Pay to the order of” line, write the full and accurate name of the individual or entity receiving the payment.
Then, enter the numerical amount of the payment in the small box to the right of the payee line. Ensure the numbers are written clearly and start as far left as possible to prevent alterations. For instance, for an amount like “$50.00,” the “5” should be against the left edge of the box.
On the line below the payee line, spell out the payment amount in words. If the amount includes cents, write them as a fraction over 100, such as “Fifty and 00/100” for a whole dollar amount or “Fifty and 25/100” for fifty dollars and twenty-five cents. Draw a line through any remaining blank space on this line to prevent unauthorized additions.
Using the memo line to briefly state the purpose of the payment, such as “August Rent” or “Utility Bill,” can be helpful for record-keeping.
Finally, sign your name clearly on the signature line in the bottom right corner, matching the signature your bank has on file. Always use a blue or black pen for all entries to ensure permanence and prevent alterations.
Post-Writing Best Practices
After completing a check, record the transaction in your check register or a digital tracking system. Note the check number, date, payee, and amount to maintain an accurate record of your expenditures. This practice helps in balancing your account and provides a clear financial trail.
If an error is made while writing a check, or if it is no longer needed, it should be voided to prevent misuse. To void a check, write “VOID” in large letters across the entire front of the check, ensuring it covers the amount and signature lines. While voided, the check’s routing and account numbers remain visible, which can be useful for setting up direct deposits or electronic payments.
For security, handle written checks carefully before they are delivered to the payee. Keep them in a secure location, and shred any voided checks to protect your financial information from unauthorized access.