To write a check, date it, name the payee, fill the amount in numbers and words, add a memo if needed, then sign the check.
Paper checks still matter for rent, refunds, deposits, and bills from small vendors. If you’ve never filled one out, this walk-through shows every box, common slip-ups, and security habits to keep your money safe. You’ll also see the parts of a check, what each line does, and how to record the payment so your balance stays accurate.
Step-By-Step: Filling Out A Bank Check
- Write the date. Use today’s date in month/day/year or a clear written format. Banks can present a post-dated check, so assume it may process right away.
- Enter the payee. On the “Pay to the order of” line, write the full name of the person or business. Match the spelling on the invoice or account.
- Fill the numeric amount. In the box, write the amount aligned to the left, with a decimal and two digits. Add a leading zero for amounts under one dollar (such as 0.75).
- Write the amount in words. On the long line, write dollars in words and cents as a fraction over 100. Draw a short line through any leftover space.
- Memo (optional). Use this line to note an invoice number, account number, or reason for payment.
- Sign. Use the same signature your bank has on file. Sign once, inside the box, in permanent ink.
| Field | What To Write | Quick Tips |
|---|---|---|
| Date | Today’s date | Avoid post-dating; it may still clear |
| Payee | Full legal name | Match the bill or account |
| Amount (box) | 1234.56 | Left-align; add leading zero under $1 |
| Amount (words) | One thousand two hundred thirty-four and 56/100 | Use “and” only before the fraction |
| Memo | Purpose or account ID | Helps the payee apply the payment |
| Signature | Your usual signature | Permanent ink; one signature |
| Check register | Record the payment | Log date, payee, amount, new balance |
What Each Part Of A Personal Check Means
A standard check carries printed numbers and boxes banks use to route and post your payment. Those pieces are:
- Routing number. Nine digits that identify your bank for clearing.
- Account number. Your demand deposit account number used to withdraw funds.
- Check number. A sequence that helps you track payments.
- MICR line. Magnetic ink characters that machines can read.
- Security backer. Fine print or patterns that deter copying.
In U.S. law, a check is a type of negotiable instrument—an order to pay a fixed sum of money that meets certain criteria. Knowing that definition helps when you correct errors or endorse transfers.
Common Mistakes And How To Avoid Them
Numbers And Words Don’t Match
If the numeric box and the words disagree, banks rely on the written words. Always fill the words line with care, then match the box to it.
Blank Space On The Words Line
After the cents fraction, draw a line through any leftover space. That reduces the chance of someone adding words.
Stray Marks Or Erasures
Avoid scratching out amounts. If you must correct a minor typo in the payee line, write neat initials next to the change and alert the payee. For amount errors, void the check and start over.
Post-Dating And Holds
Writing a later date does not guarantee a delay. Many banks process items on presentment. If timing matters, use your bank’s bill-pay or schedule the payment through the payee’s portal.
Endorsing, Depositing, And Mobile Check Tips
When you receive a check, wait to sign the back until you are ready to deposit. Sign within the endorsement area. For extra control, add a restriction such as “For mobile deposit only to account ####1234.” Keep the paper until your bank confirms the deposit has cleared, then shred it.
Mobile apps accept photos of the front and back. Shoot in good light on a flat surface. Keep all four corners in frame. If your bank requires a special phrase on the back for mobile items, add it. Some banks require “For mobile deposit only” wording; follow their instruction so the item isn’t rejected.
How To Fill Out A Bank Check Safely
If you came here asking how to fill out a check, this is the precise flow: date, payee, numbers, words, memo, signature, and record. That order keeps you from skipping a box and gives the payee what they need to post the money. Keep your handwriting clear, avoid cursive flourishes in amounts, and print long names. When paying a business with a multi-part name, copy it directly from the bill to reduce posting delays.
Security Habits To Reduce Check Fraud
Check washing and mail theft have raised risks for paper items. Simple habits lower exposure: use a black gel pen, seal envelopes fully, and mail from an indoor counter or a locked slot. Avoid leaving outgoing mail in an open box overnight. If you spot tampering, contact local police and Postal Inspectors. Guidance on check washing from Postal Inspectors explains why gel ink helps and why timing of drop-off matters.
When sending large payments, consider a cashier’s check picked up at the branch or a tracked mailing option. Never hand a blank signed check to anyone. If you lose a check, call your bank to request a stop payment and watch your account. If a dispute arises, keep images, delivery records, and your register handy so the bank can review what happened.
How To Record The Payment So Your Balance Stays Right
Right after you finish the check, log it. Use a paper register, a budgeting app, or your bank’s ledger. Record the date, payee, check number, and amount. Subtract it from your current balance and note any fee. When the item clears, mark it off. This running log helps you avoid non-sufficient funds fees and keeps your plan on track.
Reconcile monthly. Compare your register to the statement. Flag any item you don’t recognize. If you see a withdrawal you didn’t approve, contact your bank at once and file the proper claim.
Fixes For Common Situations
You Misspelled The Payee
Write a new check. If the payee name is long, print in clear block letters. Skip titles unless requested by the business. If the check already went out, contact the payee to stop deposit, then issue a new one.
You Wrote The Wrong Amount
Void the check and start again. Write VOID in large letters across the face and record the void in your register. Keep the voided item or shred it. If the check has already been mailed, ask about a stop payment.
You Need To Cancel A Check Already Sent
Ask your bank for a stop payment. You’ll need the check number, date, payee, and amount. Fees vary by bank, and stops expire if not renewed. Follow up to confirm the stop is active if the check was lost or stolen.
You Need A Duplicate For Proof
Most banks show images of cleared items in online banking. Download the image for records related to taxes, warranties, or disputes. Store it with your invoice or contract.
Mailing A Check Safely
Hand it over at the Post Office counter when possible. If you use a blue box, aim for drop-off before the posted pickup. Place the check in an opaque envelope so amounts aren’t visible in strong light. For added assurance, use Certified Mail or Registered Mail with tracking. Postal Inspectors also share reminders to avoid leaving inbound or outbound mail unattended and to use Hold Mail when away.
| Task | Recommended Action | Why It Helps |
|---|---|---|
| Pen choice | Black gel ink | Resists washing |
| Outgoing mail | Indoor counter or locked slot | Cuts theft risk |
| Words line | Use cents as /100, draw line | Prevents changes |
| Recordkeeping | Log each item right away | Avoids overdrafts |
| Lost check | Request stop payment | Blocks misuse |
| Endorsement | Restrictive wording | Limits where it can deposit |
Legal Basics Worth Knowing
In the U.S., checks fall under the Uniform Commercial Code. A negotiable instrument is an order to pay a fixed sum, payable on demand or at a set time, and payable to a named party or bearer. The Cornell Law Institute’s plain-English page on UCC §3-104 outlines those elements. These basics explain why the words line controls when there’s a mismatch, why the date doesn’t block presentment, and why a signature is required.
If you suspect fraud, act fast. Contact your bank, then reach out to the right agency. Postal Inspectors handle mail theft, and banking agencies publish scam education and steps to report losses. If a company won’t resolve a dispute tied to a deposit or stop payment, you can file a complaint with the Consumer Financial Protection Bureau through its online portal.
Types Of Checks And When To Use Them
Personal Checks
Drawn on your own account. Handy for rent, small vendors, and one-time payments. Keep blanks secured and sign only when you’ve filled every line.
Cashier’s Checks
Issued by a bank from its own funds. Useful for large purchases when a payee needs stronger assurance. Pick one up at a branch and carry the receipt until the item clears in your account.
Certified Checks
Signed by you, with the bank certifying funds. Some sellers ask for this format for added comfort. Fees apply, and availability varies by bank.
Money Orders
Prepaid paper payments sold by the Post Office and retailers. Good when you don’t want to expose account numbers. Keep the stub separate from the envelope.
Practical Walk-Through You Can Reuse
Here’s a compact script to keep by your checkbook: date (today), payee (full name), amount box (left-aligned), words line (dollars and cents fraction), memo line if helpful, signature in permanent ink, then record it. Take a breath before sealing the envelope and make sure the amount appears exactly the same in both places.
Keep Your Records Clean
Build a simple routine. Log each check at the moment you write it. Attach a photo of the invoice to your entry. At month-end, scan your statement for the check numbers that cleared and mark the rest as outstanding. If an item lingers past a reasonable time, follow up with the payee and consider a stop payment if needed.
Where To Learn More
For legal basics, the Cornell page linked above is handy for quick definitions. For mail-handling safety, the Postal Inspection Service page on check washing gives plain tips that map directly to your daily routine. Use reputable sources and your bank’s own guidance when you set your habits.