How to Write a Proper Check: Filling Out Each Section
Gain clarity on how to correctly and securely fill out a check. Navigate each step for confident and accurate paper transactions.
A check serves as a written order instructing a bank to pay a specific amount of money from an account to a designated recipient. Despite the widespread use of digital payment methods, checks remain a common form of payment for various transactions. Understanding the proper way to complete a check is a fundamental aspect of managing personal finances.
The Essential Elements of a Check
Every standard check contains several distinct components, each with a specific purpose. The date line indicates when the check is written, which is important for processing timelines and record-keeping. Financial institutions honor checks for a period of six months from this date.
The payee line, often marked “Pay to the Order of,” is where the name of the individual or entity receiving the payment is written. The numerical amount box, usually located to the right of the payee line, is where the payment amount is written in numerical form.
Below the numerical amount box, the written amount line requires the payment amount to be spelled out in words. This serves as the legal amount of the check, and if there is a discrepancy with the numerical amount, the written amount typically takes precedence. The memo line is an optional space to include a brief note about the purpose of the payment, such as an account number or invoice reference. This aids record-keeping and helps the payee identify the payment.
The signature line requires the account holder’s authorized signature, which validates the check and authorizes the bank to release funds. Without a valid signature, the check is not legally binding. Located at the bottom left of the check, the routing number is a nine-digit code that identifies the financial institution. This number directs the check to the correct bank for processing.
Positioned next to the routing number, the account number identifies the specific checking account from which funds will be drawn. The check number, typically found in the top right corner and also at the bottom of the check, is a sequential identifier used for tracking transactions. This number helps in reconciling bank statements and maintaining a personal ledger.
Writing Your Check Correctly
Begin by writing the current date on the date line in the upper right corner. Using the actual date ensures the check’s validity and helps track its processing timeline. Avoid post-dating unless specifically agreed upon, as banks may process checks upon receipt regardless of a future date.
Next, write the full, legal name of the recipient on the “Pay to the Order of” line. If paying a business, use its full registered name.
Fill in the numerical amount in the dollar box, starting as far left as possible to prevent alteration. For example, write “$123.45” clearly, ensuring the decimal point and cents are legible. This placement reduces the opportunity for unauthorized additions.
On the line below, write out the exact same amount in words. Start writing at the far left of the line and fill any remaining space with a line to prevent additions. For instance, “One hundred twenty-three and 45/100 Dollars,” always ensuring the cents are written as a fraction over 100.
The memo line is optional but useful for noting the payment’s purpose, like “Rent – July” or an invoice number. This detail assists both your record-keeping and the recipient’s accounting. Keep this note concise and relevant to the transaction.
Finally, sign your name on the signature line exactly as it appears on your bank’s records. An illegible or mismatched signature can lead to the bank rejecting the check. Use a pen with permanent ink, preferably black or blue, to prevent alterations or fading. Consistent, clear handwriting for all entries enhances the check’s readability and processing efficiency. Always double-check all fields for accuracy before detaching the check.
After You’ve Written the Check
After completing and signing the check, record the transaction immediately in your check register or digital financial tracking system. This record should include the check number, date, payee, and the exact amount. Maintaining an accurate register helps in reconciling your bank statements, preventing overdrafts, and providing a comprehensive audit trail of your expenditures.
Securely detach the check from the checkbook, ensuring no other blank checks accidentally remain attached. A clean tear prevents damage to the check’s magnetic ink character recognition (MICR) line at the bottom, which is crucial for automated processing. Careless handling can lead to processing delays or the check being returned.
Before handing over or mailing the check, review all entries one last time for accuracy and completeness. Verify that the numerical and written amounts match, the payee’s name is correct, and your signature is clear. This final review can prevent processing delays or errors, and ensure the funds are disbursed as intended.
When mailing a check, consider using an opaque envelope that does not clearly identify its contents. Avoid leaving checks in unsecured mailboxes for extended periods. Promptly mailing from a secure location, like a post office, can further mitigate potential risks.