How to Fill Out a Check Correctly and Securely

A check is a written, dated, and signed instruction to a bank, directing it to pay a specific amount of money from your account to a designated recipient. This instrument allows for financial transactions without physical cash. While electronic payment methods have become widespread, checks continue to be used for various purposes, such as paying rent, utilities, or making payments to individuals or small businesses that prefer or require physical checks. Properly completing a check helps ensure the funds reach the intended party, minimizing errors and potential fraud.

Key Parts of a Check

Every check contains distinct fields. At the top right, the date line indicates when the check was issued. Below this, the “Pay to the Order of” line specifies the individual or entity, known as the payee, who will receive the payment. To the right of the payee line, a small box, typically preceded by a dollar sign, is reserved for the numerical amount of the payment.

Directly underneath the payee line, a longer line requires the payment amount to be written out in words. The memo line, located at the bottom left, offers an optional space for a brief note, such as an account number or the purpose of the payment. At the bottom right, the signature line is where the account holder authorizes the payment with their signature.

Along the bottom of the check are three sets of numbers. The nine-digit routing number identifies the bank, directing the payment to the correct financial institution. Adjacent to this, the account number specifies the particular checking account from which the funds will be drawn. Finally, the check number, often found in the top right corner and also among the numbers at the bottom, serves as a unique identifier for that specific check within a series.

Writing Out the Check

When preparing a check, begin by writing the current date on the date line, usually in a month/day/year format. Next, accurately print the full name of the person or organization receiving the funds on the “Pay to the Order of” line.

Move to the small box located to the right of the payee line and enter the numerical amount of the payment. It is advisable to write the numbers as close to the dollar sign as possible, which helps prevent any unauthorized additions or alterations to the amount. Following this, write out the payment amount in words on the long line below the payee line. For instance, a check for one hundred dollars and fifty cents should be written as “One Hundred and 50/100.”

After writing the amount in words, draw a line from the end of the written amount to the pre-printed word “Dollars” or to the end of the line itself. This practice serves as a security measure, preventing anyone from adding extra words or numbers that could change the payment amount. The optional memo line can then be used to add a brief, clear description, such as “August Rent” or an invoice number.

The final step in writing the check involves signing your name on the signature line at the bottom right. This signature must match the one on file with your bank, as it legally authorizes the payment from your account. Using a pen with permanent ink, such as blue or black, is recommended for all entries to enhance legibility and security, making it harder for information to be erased or altered.

Completing and Managing Your Check

Once all fields on the check are accurately completed, the final step involves signing the check on the designated signature line. An unsigned check is invalid and will not be honored by the bank, meaning the payment will not be processed.

Immediately after writing a check, it is important to record the transaction in a check register or personal financial ledger. This record should include the check number, date, the payee’s name, and the exact amount of the payment. Maintaining this detailed record allows for accurate tracking of your account balance, which helps in reconciling your bank statements and preventing potential overdrafts.

For security purposes, always store your unused blank checks in a secure location, away from potential theft or unauthorized access. It is important to never pre-sign blank checks, as this would allow anyone who obtains the check to fill in any amount and payee, making you financially responsible for the full amount. If a check is mistakenly filled out or is no longer needed, it should be voided by writing “VOID” largely across the front and then shredded or torn up to prevent any misuse.