How to Properly Send a Check to Someone

A check functions as a written order directing a bank to pay a specific sum of money from a person’s account to the individual or entity named on the document. While digital payment methods are widely used today, checks remain a relevant option for various financial transactions. People often choose to send checks for purposes like paying rent, contributing to charitable organizations, or giving monetary gifts, especially when digital alternatives are not available or preferred by the recipient.

Filling Out Your Check

Properly completing a check begins with accurately dating the document. Write the current date in the top right corner, ensuring the month, day, and year are legible. Following this, the payee line requires the exact legal name of the recipient, whether an individual or a business. Using the precise legal name helps ensure funds are deposited into the correct account.

The numerical amount of the payment is entered into the box to the right of the payee line. This figure should precisely match the amount you intend to pay, written without alterations. Below the payee line, the same amount must be written out in words, starting at the far left to prevent additions. For example, “One Hundred Twenty-Five and 50/100” represents $125.50, with “and” connecting the dollar and cent amounts.

Your signature, matching the one on file with your bank, is placed on the signature line. This authorizes the bank to release funds from your account. An optional but beneficial step involves using the memo line. This space allows you to briefly describe the payment’s purpose, such as “June Rent” or “Birthday Gift,” which can be helpful for your records and the recipient’s understanding.

Preparing for Mailing

Once the check is accurately filled out, prepare it for mailing. Begin by selecting a standard business envelope, which is appropriately sized for securely enclosing a folded check. The recipient’s complete mailing address must be written on the front of the envelope. This address includes their full name or business name, street number and name, apartment or suite number if applicable, city, state, and ZIP code.

Your return address should be placed in the upper left corner of the envelope. This includes your full name, street address, city, state, and ZIP code. The return address ensures the letter can be sent back to you if it cannot be delivered. Finally, apply the correct postage stamp or stamps. Postage costs are based on the envelope’s weight and destination, so adequate postage prevents delivery delays.

Sending the Check

With the check prepared and the envelope addressed and stamped, the mailing process can begin. You can deposit the envelope into a blue United States Postal Service (USPS) collection box, deliver it directly to a post office, or arrange for postal pickup services if available. Each method provides a reliable way to initiate payment shipment.

For payments requiring proof of delivery or added security, consider using services like Certified Mail with a Return Receipt. Certified Mail provides evidence of mailing and confirmation of delivery. A Return Receipt offers a physical or electronic signature from the recipient upon delivery, confirming they received the item. These services incur an additional fee but provide valuable documentation for important transactions.

If a check does not arrive at its destination within a reasonable timeframe, contact the recipient to confirm non-receipt. After a waiting period, you may need to place a stop payment order with your bank. A stop payment order prevents the check from being cashed, though banks charge a fee for this service.