How to Mail a Check Correctly and Securely

Mailing a check remains common for various financial transactions, from paying bills to sending monetary gifts. While seemingly straightforward, accuracy and security are important. Understanding the proper steps can help prevent delayed payments or potential fraud.

Filling Out Your Check

Accurately completing the check is the first important step. Begin by writing the current date in the designated area, typically at the top right. This date indicates when the check was written, though some financial institutions may process post-dated checks immediately.

Next, fill in the “Pay to the order of” line with the full and correct name of the recipient or organization. Using a complete, legal name helps avoid confusion. In the small box to the right, clearly write the numerical dollar amount.

Below the payee line, spell out the dollar amount in words, starting at the far left to prevent alterations. For instance, if paying $130.45, write “One hundred thirty and 45/100.” If the amount is a round number, still include “and 00/100” for clarity. Drawing a line through any remaining blank space deters fraudulent additions.

The memo line, while optional, serves as a helpful reference for both you and the recipient. Use it to note the purpose of the payment, such as an account number, invoice number, or “July Rent.” Its primary function is for record-keeping, as banks do not typically use it for processing.

Finally, sign your name clearly and consistently on the signature line. For security, always use a pen with permanent, non-erasable ink, preferably black or blue gel ink, as it soaks into the paper and is more difficult to alter. If an error occurs, void the check immediately by writing “VOID” across it.

Preparing the Envelope and Postage

Once the check is accurately completed, preparing the envelope ensures it reaches its destination. On the front, write the recipient’s full name on the first line in the center. Below the name, provide the complete street address or Post Office box number. The city, state, and ZIP code should appear on the third line. Using capital letters and printing clearly enhances readability for postal sorting equipment.

Your return address, consisting of your name and full address, should be placed in the upper left-hand corner. This information is important for the mail to be returned if it cannot be delivered. USPS guidelines specify that addresses should be printed parallel to the longest side, leaving adequate clear space, particularly for barcode placement.

Affixing the correct postage is necessary for delivery. For a standard 1-ounce letter, a First-Class Mail stamp is typically required. As of July 13, 2025, the cost for a 1-ounce First-Class letter stamp is $0.78. Heavier envelopes or those exceeding standard dimensions will require additional postage, determined by weighing the mailpiece. Stamps can be purchased at a post office, from self-service kiosks, or through various retailers.

The Mailing Process

With the check filled out and the envelope properly addressed and stamped, the final step involves securely mailing the item. Fold the check to fit neatly inside the envelope, ensuring it is fully concealed. Placing a blank piece of paper around the check adds an additional layer of security, making it harder to identify through the envelope. After inserting the check, securely seal the envelope completely to prevent its contents from being tampered with or falling out.

Choosing a secure drop-off location is important for the safe delivery of your check. Options include official USPS blue collection boxes, which are widely available in public areas. For enhanced security, consider depositing mail inside a U.S. Post Office at a retail counter or a lobby drop slot. Avoiding leaving mail, especially containing checks, in unsecured personal mailboxes can help mitigate theft risks.

For highly important checks, consider using additional services such as Certified Mail. This service provides proof of mailing, a unique tracking number, and requires a signature upon delivery, offering a record of the transaction. While Certified Mail costs more, it provides an added layer of accountability and peace of mind by confirming receipt. Tracking information for Certified Mail can be accessed through the USPS website using the provided tracking number.