How to Properly Write and Fill Out a Check

Checks remain a relevant financial tool for many individuals and businesses. Understanding how to properly complete and manage a check is important for accurate transactions. This guide will walk you through writing a check correctly.

Understanding Check Components

A standard check contains several distinct sections. At the top right, a date line indicates when the check is written. Below this, the “Pay to the Order of” line is where the recipient’s name is entered.

To the right of the payee line, a small box marked with a dollar sign ($) is for the numerical amount. Immediately below the payee line, a longer line is used to write out the payment amount in words, which serves as a verification against the numerical entry. On the bottom left, a memo line offers space for a brief note. Finally, a signature line in the bottom right corner authorizes the payment.

Pre-printed information along the bottom of the check includes the bank’s routing number, which identifies the financial institution, followed by the account number. Each check also carries a unique check number, found in the upper right corner and repeated in the magnetic ink character recognition (MICR) line at the bottom.

Step-by-Step Guide to Writing a Check

Begin by writing the current date in the top right corner of the check. While various formats are acceptable, ensure the month, day, and year are clearly legible. Writing the date ensures proper record-keeping for both the payer and the payee.

Next, on the “Pay to the Order of” line, write the full legal name of the person or organization receiving the payment. Accuracy here is important, as this name identifies the only party authorized to cash or deposit the check. If the recipient is an individual, include their first and last name for clarity.

Proceed to the small box next to the dollar sign ($) and write the payment amount numerically, using figures like “$130.45.” Fill the space within the box to prevent unauthorized alterations, and always include cents, even if the amount is a whole dollar, such as “500.00.” On the line below the payee, spell out the exact payment amount in words. For example, “$130.45” would be written as “One hundred thirty and 45/100.” After writing the words, draw a line from the end of the written amount to the “Dollars” placeholder to deter additions.

The memo line is optional but useful for noting the check’s purpose, such as “Rent – October” or “Invoice #123.” This detail helps both you and the recipient remember the reason for the payment. Conclude by signing your name on the signature line. Your signature authorizes the payment and is a requirement for the check to be valid.

Ensuring Security and Accuracy

To protect your financial information, always use a pen with permanent blue or black gel ink when writing a check. This type of ink is more difficult to alter or “wash” using chemicals, a common method used in check fraud. Ensure all fields are filled completely, leaving no large blank spaces where additional numbers or words could be inserted. Drawing a line through any unused portions of the amount line or numerical box can further prevent tampering.

It is important that the numerical amount and the written amount on the check match exactly, as a discrepancy can cause processing delays or rejection by the bank. If a mistake is made while writing a check, do not attempt to correct it by crossing out or erasing. Instead, void the check by writing “VOID” in large, clear letters across the entire front of it, ensuring the routing and account numbers remain visible for reference if needed. Record the voided check in your register and securely dispose of it. Safeguarding your checkbook is also important; keep it in a secure location to prevent unauthorized access and potential theft.

Recording Your Transactions

Maintaining a record of all checks written is important for managing your finances. Using a check register, often provided with your checks, allows you to track your spending and monitor your account balance in real-time. This practice is useful as online bank statements may not immediately reflect recently written checks, which can take a few days to clear.

For each check you write, immediately record the check number, the date, the payee’s name, and the exact amount of the payment in your register. This detailed record helps reconcile your account against your monthly bank statement, identifying any discrepancies or unauthorized transactions. Consistent use of a check register promotes financial awareness, helps prevent overdrafts, and provides a clear audit trail for your expenditures.