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

A check is a written instruction to a financial institution, directing it to pay a specific sum of money from an account to a designated recipient. This document facilitates payments without the direct exchange of physical currency, offering a record of the transaction.

Understanding Check Elements

A standard check contains several distinct areas, each serving a specific purpose in authorizing a payment. The upper right corner has a line for the date. The “Pay to the Order of” line identifies the recipient. A small box near the payee line is for the numerical amount, and a longer line below it is for the written amount.

The memo line, usually in the bottom left, allows for a brief note about the payment’s purpose. The signature line, in the bottom right, is where the account holder authorizes the transaction. Checks also feature pre-printed information along the bottom, including the routing number, account number, and check number.

Filling Out Each Section

Always use a non-erasable pen, preferably black or blue ink, to ensure permanence and prevent alteration. Start by accurately dating the check on the designated line in the upper right corner, using either a full date format like “Month Day, Year” or “MM/DD/YYYY.” Next, write the full legal name of the recipient on the “Pay to the Order of” line. Be specific and avoid leaving this line blank to prevent unauthorized use.

Enter the numerical amount into the small box, starting the numbers close to the left edge. Include both dollars and cents, separating them with a decimal point, such as “$125.50” or “$500.00” if it’s a whole dollar amount. Then, spell out the dollar amount in words on the line below the payee’s name. For instance, “One Hundred Twenty-Five and 50/100” would be appropriate for $125.50. After writing the cents as a fraction over 100, draw a line through any remaining blank space on this line to prevent additional words or numbers from being added.

The memo line, while optional, serves as a helpful space for a brief description of the payment’s purpose, such as “June Rent” or “Invoice #123.” This assists with personal record-keeping and provides clarity for the recipient. Finally, sign your name on the signature line in the bottom right corner. Your signature must match the one on file with your bank for validity and authorization.

Finalizing and Recording the Transaction

After completing and signing the check, immediately record the transaction details in a check register or digital tracking system. This record should include the check number, the date the check was written, the name of the payee, the exact amount of the payment, and a brief note about its purpose. Maintaining an up-to-date record allows for accurate budgeting, helps track your account balance, and simplifies the reconciliation process with your bank statements. Once recorded, the check is ready for the payee to deposit or cash.