How to Write a Check With Step-by-Step Examples

A check functions as a written instruction to a bank, directing it to transfer a specific sum of money from one account to another. While digital payments are common today, understanding how to properly use a check is still valuable for various situations.

Understanding the Sections of a Check

A standard personal check contains several distinct sections, each serving a specific purpose. In the upper left corner, your personal information, including your name and address, is typically pre-printed. Each check also features a unique check number, found in the upper right corner and along the bottom.

The date line, in the upper right, indicates when the check was written. Below that, the “Pay to the order of” line designates the recipient, known as the payee. To the right of the payee line, a small box is designated for the numerical amount of the payment, while a line below it requires the amount to be written out in words. The memo line, positioned in the lower left, is an optional space for noting the check’s purpose. The signature line in the lower right corner authorizes the payment. The bottom of the check also contains crucial banking information: the routing number, which identifies your bank within the financial system, and your specific account number.

Filling Out a Check Step-by-Step

Writing a check accurately requires filling out each section clearly and in a specific order to ensure proper processing. Begin by writing the current date on the date line in the upper right-hand corner; this can be in a numerical format or by spelling out the month. Next, on the “Pay to the order of” line, carefully write the full, legal name of the individual or organization receiving the payment.

In the small box to the right, enter the exact numerical amount of the payment, including both dollars and cents. For example, if paying fifty dollars and twenty-five cents, write “50.25”. Immediately below this, write out the payment amount in words on the designated line, ensuring it matches the numerical value. For instance, “Fifty and 25/100 Dollars” should be written.

The memo line, though optional, can be used to add a brief description of the payment, such as “Monthly Rent” or an invoice number, which aids in record-keeping. Sign your name clearly on the signature line in the bottom right corner. A check cannot be deposited or cashed without your signature, so sign only after all other details have been accurately completed.

Common Scenarios for Writing Checks

When writing a check to an individual, ensure you use their full, legal name on the “Pay to the order of” line to prevent any issues with cashing or depositing the funds.

For payments to a business, such as for a utility bill or a service, write the official name of the company exactly as it appears on their billing statements or invoices. Including an account number or invoice number in the memo line is a common practice that helps the business properly credit your payment. If you need cash, you can write a check to yourself by putting your own name on the “Pay to the order of” line, or by simply writing “Cash.” However, writing “Cash” makes the check negotiable by anyone who possesses it, carrying a higher risk if lost or stolen.

What to Do After Writing a Check

After completing a check, immediately record the check’s details, including the check number, date, payee, and amount, in a check register or personal financial records. This practice helps maintain an accurate, real-time balance of your checking account and allows for easy reconciliation with bank statements.

It is important to ensure sufficient funds remain in your account to cover the check until it clears. Checks typically clear within two business days. If a check is presented and there are insufficient funds, your bank may charge a non-sufficient funds (NSF) fee, and the payee’s bank might also charge a returned item fee. Monitoring your account balance proactively helps avoid these fees and maintains a healthy financial standing.