How to Write a Check: Step-by-Step Instructions

A check is a written, dated, and signed document that instructs a bank to pay a specific sum of money from your account to another party. It provides a record of payment and can be a secure way to transfer funds.

Understanding Check Components

A standard check contains several important fields and pre-printed details, each serving a distinct purpose. The date line, located in the top right corner, is where the check’s issue date is recorded. The “Pay to the Order of” line is designated for the name of the person or organization that will receive the funds.

To the right of the payee line, a small box is present for the numerical amount, where the payment value is written in figures. Below the payee line, the written amount line requires the payment value to be spelled out in words, providing an additional layer of clarity and security. The memo line, situated in the bottom left, is an optional space for a brief note about the payment.

The signature line, found in the bottom right corner, is where the account holder authorizes the payment by signing their name. Along the bottom edge of the check are pre-printed numbers: the routing number, which identifies the bank, and your specific account number, from which the funds will be drawn. A check number helps track individual checks.

Step-by-Step Guide to Writing a Check

Filling out a check involves a series of sequential steps. Begin by writing the current date on the date line in the top right corner of the check.

Next, on the “Pay to the Order of” line, clearly write the full name of the person or organization designated to receive the payment. Accurate spelling of the payee’s name is important to avoid any processing delays. Then, in the small box to the right, write the exact dollar amount in numerical form, starting the figures close to the dollar sign to prevent any alteration.

On the line below the payee’s name, write out the dollar amount in words, ensuring it matches the numerical amount. For amounts with cents, write them as a fraction over 100, such as “and 45/100.” Draw a line from the end of the written amount to the pre-printed “dollars” or the end of the line to prevent unauthorized additions.

Optionally, use the “Memo” line in the bottom left to include a brief description of the payment, like a bill number or the purpose of the transaction. Finally, sign your name on the signature line in the bottom right corner, ensuring your signature matches the one on file with your bank, as an unsigned check is not valid.

Best Practices for Check Writing

Always use a pen with permanent ink and write clearly and legibly to prevent alterations and ensure the check is processed correctly. Illegible writing can lead to delays or errors in processing.

It is important to fill in all relevant lines completely and draw a line through any unused space after the written amount to deter unauthorized additions. This practice helps safeguard against fraudulent modifications to the check. Maintain a check register or a record of all checks written, including the check number, date, payee, and amount, to easily track your expenditures and reconcile your bank statements.

While it is possible to post-date a check by writing a future date, banks may sometimes process checks immediately regardless of the date, potentially leading to an overdraft if funds are not yet available. If a mistake is made while writing a check, immediately write “VOID” in large letters across the entire front of the check. Do not discard it; instead, keep it for your records and note it in your check register to account for the check number.