Filling Out a Check: What You Need to Know

Despite living in an increasingly digital world, checks remain a valid and sometimes necessary payment method. Whether you’re settling a utility bill, receiving your paycheck, or sending funds to a service provider, knowing how to fill out a check correctly is an essential skill for anyone with a bank account. This comprehensive guide will walk you through everything from understanding the basic components of a check to mastering the various ways to endorse and deposit one.

Understanding Check Basics Before You Begin

Before you learn how to fill out a check, it’s important to understand the three key numbers that appear on every check. Each of these numbers serves a specific purpose in the banking system and ensures your check reaches the right place with the correct information.

Bank routing number. Your bank’s routing number is a unique nine-digit code that identifies your financial institution within the banking system. You’ll encounter this number whenever you set up online banking, receive a direct deposit, or need to transfer funds electronically. Every bank has its own distinct routing number, which helps the banking network process transactions accurately.

Account number. Your checking account number is unique to you and distinguishes your account from other accounts at the same bank. This number ensures that funds are withdrawn from the correct account when a check is processed.

Check number. Each individual check you write carries its own identification number. You’ll notice this number appears in two locations on the check—in the upper right corner and below your account number. This numbering system helps you keep track of which checks you’ve written and maintain an organized record of your transactions.

Step-by-Step Instructions for Completing a Check

Learning how to fill out a check properly is a straightforward process that requires attention to detail. Here are the essential elements you need to complete:

Add the date. Start by writing the date you’re mailing or delivering the check in the upper right corner. This date serves as a record of when the payment was made and helps the recipient understand the timing of your payment.

Identify the payee. On the line that reads “Pay to the Order of,” write the exact name of the person, company, or organization receiving the payment. Take time to verify the correct spelling and full legal name—this precision matters for proper processing and record-keeping.

Enter the numerical amount. In the box on the right side of the check, write the payment amount in numbers and cents (for example, $113.97). When writing this amount, position it as far left as possible within the box. This practice prevents fraudsters from inserting additional digits to inflate the amount.

Write the amount in words. Below the “Pay to the Order of” line, spell out the payment amount in words. For a check worth $113.97, you would write “One hundred thirteen dollars and 97/100.” This written format is legally binding—if a discrepancy exists between the numerical and written amounts, the written version takes precedence in dispute resolution.

Complete the memo line. While optional, the memo section offers a valuable space for your notes. Many people use this line to record account numbers, reference numbers, or the purpose of the payment. For utilities or taxes, including your account number here ensures proper application of the funds.

Sign the check. Your signature on the check serves as legal authorization for the payment. Sign on the designated line in the lower right corner using the same signature you have on file with your bank. Without a valid signature, the check becomes void and cannot be processed.

A Practical Example: Paying an Electricity Bill

To illustrate how to fill out a check in a real-world scenario, imagine you need to pay your electric company. Your statement shows a balance due of $113.97 and requests payment by mail.

Begin with the date field in the upper right—write the specific date you’re preparing the check, such as July 1, 2022. Next, write the payee name as it appears on your statement or billing materials. If your electric company is “ABC Electric,” write exactly that on the “Pay to the Order of” line. In the amount box, enter “$113.97,” and on the line below, write out “One hundred thirteen dollars and 97/100.” Many utility companies require customers to include their account number in the memo section, so jot that information down along with any other reference details. Finally, verify all information is correct before signing the check. Once completed, place the check and any required documents in an envelope and mail it to the address provided by your utility company.

Protecting Yourself: Security Measures When Writing Checks

Checks can be vulnerable to fraud if not handled carefully. Implementing solid security practices when writing checks helps protect your bank account and financial information.

Use permanent ink. Always write checks with a pen rather than pencil. Pen ink cannot be erased or altered, making it significantly harder for someone to modify the check details after you’ve written it.

Never leave checks blank. Avoid the temptation to write checks in advance and fill in details later. Incomplete checks pose serious security risks, as anyone in possession of a blank check could complete it fraudulently.

Sign only when complete. Wait until you’ve filled in the payee name and payment amount before signing. Signing a partially completed check gives someone the opportunity to alter the information and create an invalid or fraudulent check.

Avoid checks payable to cash. Writing a check payable to “cash” is equivalent to writing it in bearer form—anyone in possession of it could cash it. This creates significant fraud risk.

Minimize empty space. When writing the numerical amount, position it to fill most of the space in the amount box. An empty space provides room for someone to add extra digits. Similarly, when writing the amount in words, extend the line to the end to prevent additions.

Understanding these security principles helps you avoid costly check fraud situations and protects your financial accounts.

What to Do When You Receive a Check

When someone gives you a check as payment, you’ll need to endorse it before depositing or cashing it. A check endorsement is a security measure that verifies you’re the intended recipient and authorized to receive the funds.

The endorsement area. Most checks have a designated section on the back for endorsement, typically marked with a line or labeled as the endorsement area. You’ll also notice another line that states “Do not write, stamp, or sign below this line”—this restriction exists because banks need clear space to process and stamp checks during their internal handling.

Matching names properly. The name you sign on the back must match the payee name written on the front of the check. If the check has your name misspelled, sign it using the incorrect spelling first, then sign it again with the correct spelling. This dual signature clarifies any name discrepancies.

Endorsement security. While some banks occasionally accept checks without endorsements, this practice is rare and risky. Mobile check deposits without endorsements are frequently rejected, even if initially accepted through your phone. Endorsements exist primarily to prevent check fraud and unauthorized cashing.

Different Types of Check Endorsements

Check endorsements vary based on what you intend to do with the check and your security concerns.

Blank endorsement (most common). With a blank endorsement, you simply sign your name on the back of the check. This method requires no additional instructions, but you’ll need to inform the bank teller whether you want the check cashed or deposited. Blank endorsements are convenient for ATM and mobile deposits but offer the least security—anyone with possession of a signed check could potentially cash it.

Secure endorsement (most protective). For maximum protection, write “For Deposit Only to Account Number XXXXXXXXX” on the back, then sign below. This instruction ensures the check can only be deposited into your specified account and cannot be cashed. For additional security, wait until immediately before depositing to add your signature, reducing the time a blank-endorsed check might be vulnerable.

Third-party endorsement. If you want to give a check to someone else instead of depositing it yourself, write “Pay to the order of [Person’s Name]” and sign as usual. The third party can then deposit or cash the check. However, not all banks accept third-party endorsements, so confirm with the relevant financial institution before using this method.

Business endorsement. Checks made payable to a business require an authorized representative to endorse them. The endorsement should include the business name, the authorized person’s signature, their job title, and any restrictions like “For Deposit Only.”

Mobile deposit endorsement. Some banks require specific language for mobile deposits, such as “For Mobile Deposit To [Bank Name].” Check your bank’s mobile app or contact customer service to learn your institution’s specific requirements.

Multiple payee endorsement. When a check lists multiple payees connected by “and” (like “Jane and John Doe”), both parties must endorse the check. If the check says “or” instead, either party can endorse and process it.

Depositing Your Check: Multiple Methods

Once you’ve endorsed a check, you have several convenient options for depositing it into your account.

In-person at your bank branch. Visit your local bank and present your endorsed check to a teller. You can verbally indicate whether you want the check deposited to your account or partially cashed, or you can complete a deposit slip with these instructions. Bring a valid form of identification, such as a driver’s license or passport.

Through ATM deposit. Many ATMs, whether owned by your bank or a affiliated credit union, allow you to deposit checks directly. Before using this method, ensure your check is properly endorsed. Depending on the ATM model, you may need to place the check in a provided envelope. Follow the on-screen prompts to complete your deposit.

Via mobile check deposit. Mobile banking apps have made check deposits more convenient than ever. Typically, you’ll select your deposit account, enter the check amount, photograph the front and back of the check, and submit your deposit electronically. Keep the physical check in a safe place until you’ve confirmed the deposit cleared and funds appear in your account. Once the transaction is complete, safely destroy the check.

Ordering and Managing Your Supply of Checks

At some point, you’ll need to order additional checks. Many banks provide complimentary checks with new checking accounts, but if you run out, you’ll need to reorder.

Where to order. Most banks allow you to order checks online through your account portal or mobile app—simply look for options under customer service or account management sections. You can also call your bank’s customer service number or visit a local branch to order. Additionally, third-party check printing companies offer checks either through partnerships with your bank or through direct ordering.

Information you’ll need. Have an existing check available, as it contains all the essential information needed to order: your account number, routing number, bank name and address, and your contact information. Note the check number from your most recent check so your new order starts with the next number in sequence, preventing duplicate check numbers.

Cost considerations. Check prices vary depending on your supplier, order quantity, and design preferences. Basic personal checks are typically less expensive than specialty designs or premium options. Shop around between your bank and third-party providers to find competitive pricing.

Frequently Asked Questions About Checks

Can I write a check to myself? Yes, writing a check to yourself is completely legal and can serve practical purposes. Many people write checks to themselves to withdraw cash from their account or transfer funds between accounts. Simply write your name on the payee line and process it like any other check.

Are post-dated checks legal? Writing a check with a future date is generally legal in most jurisdictions, though specific laws vary by state. Post-dated checks are sometimes used when someone needs to send payment before the due date or wants to delay the funds from being withdrawn.

What special information does an IRS check require? When paying the IRS, include standard check information plus your full name and address, daytime phone number, Social Security number or EIN, the relevant tax year, and the specific tax form or notice number related to your payment. Make the check payable to “U.S. Treasury,” not the IRS directly. Consult the appropriate tax form or a tax professional for the correct mailing address.

Can I deposit checks at an ATM? Many banks and credit unions now support ATM check deposits. Contact your financial institution to confirm whether this service is available and to obtain specific instructions for your bank’s ATMs.

Conclusion

Mastering how to fill out a check correctly—along with understanding endorsement options, deposit methods, and ordering procedures—empowers you to manage your checking account effectively. While digital payment methods continue to evolve, checks remain a reliable tool in your banking arsenal, and the ability to use them confidently ensures you can handle any payment situation that comes your way.