How to Fill Out a Check Correctly and Securely

A check functions as a written order instructing a financial institution to pay a specific amount of money from a designated account to a named recipient. While digital payment methods have become prevalent, checks continue to serve as a relevant tool for various payments, including rent, utility bills, or direct payments to individuals. Understanding the correct procedure for completing a check is important for secure financial transactions.

Identifying Key Check Components

A standard check contains several distinct fields, each serving a specific purpose. Located in the upper right-hand corner, the date line indicates when the check is written, establishing the validity period for the payment. Below the date line, the “Pay to the Order of” line is where the full legal name of the individual or entity receiving the funds is entered. Adjacent to this line, on the right side, is a box designated for the numeric amount of the payment.

Below the payee line, the written amount line requires the payment amount to be spelled out in words, followed by “and xx/100” for any cents. This written amount is considered the legal amount if a discrepancy arises with the numeric entry. The signature line, found in the bottom right corner, is where the account holder’s signature authorizes the bank to release the funds. In the bottom left, an optional memo line allows for a brief description or reference, such as an invoice number, though this note is not legally binding. The routing number, a nine-digit code identifying the bank, and the account number, which identifies the specific account, are printed along the bottom of the check, alongside the check number used for record-keeping.

Step-by-Step Check Completion

Completing a check accurately begins by filling in the date in the designated line. Write the full name of the intended recipient on the “Pay to the Order of” line. Enter the exact dollar amount numerically in the small box, ensuring numbers are written closely to the dollar sign to prevent fraudulent alteration. For example, a payment of fifty dollars and zero cents would be entered as “50.00.”

After the numeric entry, write out the amount in words on the designated line, for instance, “Fifty and 00/100.” Draw a line from the end of the written amount to “Dollars” to prevent additional text. Authorize the check by signing your name on the signature line. The memo line can be used for a brief note. Use a pen and ensure legibility to prevent common errors or blank spaces that could be exploited.

Post-Completion Actions and Security

After completing a check, record the transaction immediately. This involves noting the check number, date, payee’s name, and exact amount in a check register or an online financial tracking system. Maintaining meticulous records helps reconcile your bank account and track expenditures.

Once completed, safeguard the check until it can be delivered to the recipient, treating it with the same care as cash. Never pre-sign blank checks, as this could lead to unauthorized use if lost or stolen.

If an error occurs or the check is no longer needed, void it by writing “VOID” in large letters across the entire front, ensuring all key fields are covered. Then, shred it to prevent misuse. Always verify the recipient’s identity, especially when issuing checks for substantial sums.