What to Write in Each Section of a Check
Gain confidence in writing checks. This guide covers the complete process for accurate completion and secure handling, ensuring your payments are valid.
Checks remain a widely used payment method. Understanding how to correctly fill out a check ensures accurate processing and safeguards your financial information. This guide clarifies the essential elements of check writing.
Understanding the Parts of a Check
A standard check contains several distinct areas. At the top right, a line is designated for the date, indicating when the check was written. Below this, the “Pay to the Order of” line specifies the recipient of the funds.
Adjacent to the payee line, a small box typically marked with a dollar sign is used for the numerical representation of the payment amount. Directly beneath the payee line, a longer line is provided for writing out the payment amount in words. In the bottom left corner, a “Memo” or “For” line offers space for a brief note about the check’s purpose.
The bottom right of the check features the signature line. Along the bottom edge of the check, a series of numbers includes the bank routing number, the account number, and the check number. The routing number identifies the financial institution, while the account number specifies the individual account from which funds will be drawn. The check number provides a unique identifier for each check within a series.
How to Correctly Fill Out Each Field
Filling out a check accurately begins by writing the current date on the date line, typically in the top right corner. This date can be in a numerical format, such as MM/DD/YYYY, or with the month spelled out, for example, “August 4, 2025”. Using the accurate current date is generally advisable for clear record-keeping.
Next, on the “Pay to the Order of” line, write the full and accurate legal name of the individual or organization receiving the payment. It is important to avoid abbreviations unless they are part of the official name, ensuring clarity for the recipient and the bank. Filling this line precisely helps prevent delays or misdirection of funds.
The numerical amount box, positioned near the payee line, requires the payment amount written in numbers. Start writing the numbers as close to the dollar sign as possible to prevent any unauthorized additions. Always include cents, even if the amount is a whole dollar, by writing “.00” after the dollar amount, such as “$125.00”.
On the line below the payee line, write out the payment amount in words. Begin writing the words at the far left of the line to prevent alterations. For example, “One Hundred Twenty-Five and 50/100” would represent $125.50. After writing the amount in words, draw a line through any remaining space on the line to deter anyone from adding extra words or numbers. Banks typically prioritize the amount written in words if there is a discrepancy with the numerical amount.
The memo line, located in the bottom left, is optional but can be useful for your personal records or to provide a brief explanation of the payment. You might include an account number, invoice number, or a short description like “Rent” or “Electric Bill”. This helps you track the purpose of the payment later.
Finally, sign your name on the signature line, positioned in the bottom right corner of the check. Your signature authorizes the bank to release the funds from your account. The signature should match the one on file with your bank to ensure the check’s validity.
Important Steps After Writing a Check
After writing a check, manage the transaction and maintain financial security. Record the check details immediately in a check register or digital tracking system. This record should include the check number, date, payee, and the amount. Maintaining a check register helps keep an accurate running balance and assists in reconciling bank statements.
If an error is made, void the check properly rather than attempting to correct it. To void a check, write “VOID” in large, clear letters across the front of the check. Record the voided check in your register with a note explaining why it was voided.
Security practices apply to physical checks. Store blank checks in a secure location where they are not easily accessible to unauthorized individuals. Never sign a blank check, as this could allow someone else to fill in any amount and payee, potentially leading to financial loss. When disposing of old or voided checks, shred them to protect your account information.