How to Fill Out a Check to Give to Someone Else

A check serves as a common and secure financial instrument for transferring funds between individuals or entities. It functions as a written order directing a bank to pay a specified sum of money from a designated account to the person or organization named on the document. Checks incorporate security features, such as serial numbers and watermarks, ensuring authenticity and safe money movement. This method provides a verifiable record of payment for both the payer and the recipient.

Filling Out the Check

Completing a check accurately requires attention to several distinct fields to ensure proper processing. The process begins by writing the current date in the designated space, in the upper right-hand corner. Including the correct date is important for tracking purposes and helps prevent the check from becoming stale-dated, which occurs if it is not cashed within six months.

Next, identify the payee and write their full name or organization’s name on the “Pay to the Order of” line. Precision ensures the check can only be deposited or cashed by the intended recipient. Any inaccuracies here could delay or prevent the successful transfer of funds.

The monetary amount must be written twice on the check: first numerically in the box to the right of the payee line, and then in words on the line below. For instance, “$150.00” in the box would correspond to “One hundred fifty and 00/100” on the written amount line. If there is a discrepancy, banking institutions honor the written amount, making accuracy paramount.

After writing the amount in words, draw a line from the end of the written amount to the “Dollars” pre-printed text to prevent unauthorized additions. The memo line, in the lower left corner, is optional and provides space for a brief note, such as “Rent for July” or an account number. This note is for personal record-keeping and does not affect the check’s validity.

Finally, the account holder must sign the check on the signature line, in the lower right-hand corner. This signature authorizes the bank to release the specified funds from the account. Bank information, including routing and account numbers, is pre-printed at the bottom of the check and requires no input from the individual writing the check.

Specific Considerations When Writing a Check

When preparing a check, various scenarios may require specific actions. One such instance involves making a check out to “Cash,” allowing anyone in possession to cash or deposit it. While occasionally used for immediate personal withdrawals, writing a check to “Cash” carries significant risk due to lack of security and potential financial loss if misplaced or stolen.

Should an error occur while writing a check, void it properly to prevent misuse. Void a check by writing “VOID” in large letters across the front. This indicates the check is invalid and should not be processed, ensuring fund security and account integrity.

Before writing any check, confirm sufficient funds are available in the associated bank account. Issuing a check without adequate funds, a bounced check, can result in fees from both banks. This can also negatively impact your financial standing and inconvenience the payee.

For enhanced security, consider adding a specific instruction for the payee. While “For Deposit Only” is typically added by the recipient on the back, you can indicate this preference on the memo line, such as “For Deposit Only to Payee’s Account.” This suggests the recipient deposit the check directly, reducing the risk of it being cashed by someone other than the intended party.

Delivering the Check

After accurately completing a check, the next step involves its delivery to the intended recipient. The most direct method is a physical handover, where the check is given directly to the payee. This approach ensures immediate receipt and allows for direct confirmation that the check has been received securely.

Alternatively, if physical delivery is not possible, mailing the check is a common practice. When mailing a check, it is advisable to use a secure envelope and ensure the correct mailing address is clearly visible. For additional security, some individuals opt for certified mail, which provides proof of mailing and delivery confirmation, particularly for significant payments.

Regardless of the delivery method, maintaining a detailed record of the issued check is a prudent financial practice. This record should include the date the check was written, the payee’s name, and the exact amount. Many individuals use a check register or simply take a photo of the completed check before sending it, providing a personal reference for financial tracking and as proof of payment.

Following the delivery, it is good practice to monitor your bank account statement to confirm that the check has successfully cleared. This verification ensures that the funds have been properly transferred from your account to the recipient’s. Monitoring your statement also helps identify any potential issues, such as unauthorized transactions or checks that have not yet been processed.