Complete Guide to Writing a Cheque: Steps, Safety and Modern Alternatives

While digital banking has transformed how we manage money, writing a cheque remains a practical and often necessary payment method. Whether you’re paying a utility bill, receiving payroll, or settling services, knowing how to write a cheque correctly is an essential banking skill. This comprehensive guide walks you through every aspect of cheque writing, endorsement, deposits, and ordering.

Essential Bank Identifiers Before You Write Your First Cheque

Before you begin writing cheques, you need to locate three critical numbers on your check. These identifiers appear in consistent positions across all printed checks and are essential for banking transactions.

The three key numbers are:

1. Bank routing number - This unique nine-digit code identifies your specific financial institution. You’ll need this number for online banking transfers and other electronic transactions.

2. Account number - This is your personal checking account identifier. It distinguishes your account from all other accounts at your bank.

3. Check number - Each cheque has a sequential number that appears in two locations: the upper right corner and after your account number for tracking purposes.

Step-by-Step Process for Writing a Cheque Correctly

Filling out a cheque properly ensures it will be accepted by banks and recipients. Follow these essential steps to write a valid cheque.

Step 1: Add the date

In the upper right corner, write the date you’re preparing the cheque. This informs the recipient when payment was issued and is crucial for record-keeping purposes.

Step 2: Identify the payee

Write the recipient’s name on the line marked “Pay to the Order of.” Ensure you use the exact legal name—verify spelling with the recipient or their documentation if uncertain. Inaccurate names can cause deposit delays or rejection.

Step 3: Enter the numerical amount

Write the payment amount in the box on the right side of the cheque. Position the numbers as close to the left border as possible. This prevents fraud, as leaving space on the left could allow someone to add digits (for example, changing $100 to $1,100).

Step 4: Write the amount in words

Below the payee line, spell out the exact amount using words. For instance, $243.26 becomes “Two hundred forty-three dollars and 26/100.” The written-out amount takes legal precedence if any discrepancy exists between numerical and written versions.

Step 5: Use the memo line strategically

The memo section, while optional, serves important purposes. When paying taxes, utilities, or vendors, use this space to note your account number, reference number, or Social Security number for identification purposes. This helps recipients match payments to your account.

Step 6: Sign the cheque

Sign the cheque on the designated line in the lower right corner. Your signature authorizes the bank to process the payment and confirms you agree to transfer the stated amount to the payee. A cheque is invalid without a proper signature.

Maintaining records: Keep a register documenting all cheques you write, including the check number, date, payee, description, and amount. This record-keeping method—whether using a physical register, spreadsheet, or banking app—helps you track expenses and reconcile accounts monthly.

Practical Example: Writing a Cheque for Utilities

Consider this real-world scenario: You need to pay your utility provider. The statement shows an amount due of $113.97 and provides mailing instructions.

Here’s how you’d complete the cheque:

• Date field: Write the date you’re mailing the payment in the upper right corner.
• Payee name: Enter the utility company’s name on the “Pay to the Order of” line—exactly as shown on the statement.
• Numerical amount: Write “$113.97” in the payment box on the right side.
• Written amount: Below the payee line, write “One hundred thirteen dollars and 97/100.”
• Memo line: Write your customer or account number here, as most utility companies require this for processing.
• Signature: Verify all information is accurate, then sign the cheque.
• Mailing: Send the completed cheque with any additional required documents to the address provided on your statement.

Critical Safety Measures When Writing Cheques

Cheques remain vulnerable to fraud without proper precautions. Implement these security practices to protect your account and finances.

Use permanent ink: Always write cheques with pen rather than pencil. Pencil marks can be erased and altered by dishonest individuals, whereas pen creates a permanent record.

Never pre-sign: Avoid signing blank cheques. A blank, signed cheque can be filled in for any amount by an unauthorized person.

Complete payee first: Don’t sign a cheque until you’ve added both the payee name and the payment amount. This prevents misuse by recipients or interceptors.

Avoid “cash” payments: Don’t write cheques payable to cash. This creates a bearer instrument—essentially anonymous payment that anyone can cash.

Leave no gaps: Don’t leave blank space on the cheque where additional information could be inserted, especially around the amount field. This simple step prevents common fraud schemes.

Regular reconciliation: Review your bank statements monthly to catch any unauthorized transactions. Bank reconciliation helps you verify that all transactions match your records and alerts you to potential fraud quickly.

Special Scenarios for Writing Cheques

Writing a cheque to yourself: Yes, this is perfectly legal and sometimes necessary. You might write a self-cheque to withdraw cash or transfer funds between your own accounts. Simply enter your name on the payee line, complete all other fields normally, and deposit it at your bank.

Post-dated cheques: Writing a cheque with a future date is legal in most jurisdictions, though you should verify your state or local laws. People use post-dated cheques when sending payment early or when insufficient funds are currently available. However, the recipient could potentially deposit it before the date you specified, so use caution.

IRS tax payments: If sending payment to the U.S. Treasury for taxes, include standard cheque information plus: your name and address, daytime phone number, Social Security number or EIN, tax year, and related tax form or notice number. Make the cheque payable to “U.S. Treasury,” not the IRS, and verify the correct mailing address with your tax professional.

Check Endorsement Methods for Different Scenarios

When you receive a cheque, endorsement is required before depositing or cashing it. Endorsement is a security measure confirming you’re the authorized recipient. Sign the back of the cheque in the designated endorsement area, which typically states “Endorse here” and includes a line stating “Do not write, stamp, or sign below this line”—this reserved space is for bank processing.

Your signature on the back must match the payee name on the front. If your name is misspelled on the cheque, sign it both ways—first with the incorrect spelling, then with the correct spelling.

Blank endorsement: This most common method involves simply signing your name on the back. No additional instructions are provided, so you’ll tell the teller whether you want cash or deposit. This is quickest for ATM and mobile deposits but offers minimal security—anyone possessing the signed cheque could attempt to cash it.

Restricted endorsement: For maximum security, write “For Deposit Only to Account Number [XXXXXXXX]” then sign below. This restricts the cheque to deposit only and protects against unauthorized cashing. Ideally, add your signature immediately before depositing to minimize exposure.

Third-party endorsement: If you wish to transfer a cheque to someone else, write “Pay to the order of [Person’s Name]” and sign as usual. However, not all banks accept third-party endorsements, so confirm this option with the receiving bank beforehand.

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

Business endorsement: Cheques payable to a company require an authorized representative’s signature. The endorsement should include: the business name, signature, job title of the signer, and any restrictions such as “For Deposit Only.”

Multiple payee endorsement: When a cheque lists multiple recipients, how you endorse depends on the original wording. If written “Jane and John Doe,” both must endorse. If written “Jane or John Doe,” either one can endorse independently.

Depositing Your Cheque: Available Options

You have several convenient options for depositing a cheque into your account.

In-person at a branch: Visit your local bank branch with a valid ID (driver’s license, passport, etc.). Endorse the cheque and present it to a teller. Either describe what you’d like to do or complete a deposit slip. The teller processes the deposit immediately.

ATM deposit: Many bank and credit union ATMs accept cheque deposits. Endorse your cheque first, then insert it into the designated slot. Some ATMs require placing the cheque in an envelope. Check with your financial institution about which ATMs support cheque deposits and any fees involved.

Mobile cheque deposit: This increasingly popular option lets you deposit using your bank’s mobile app. Typically you’ll:

• Select your target account
• Enter the cheque amount
• Photograph the cheque front
• Photograph the cheque back
• Submit for processing

Keep the physical cheque until it clears and funds appear in your account—usually 1-3 business days. Once confirmed, destroy the cheque for security purposes.

Ordering Your Next Batch of Cheques

When your cheque supply runs low, ordering replacements is straightforward. Many banks provide complimentary cheques upon account opening; otherwise, you’ll pay a fee.

Ordering online: Most banks allow online cheque ordering through their website or mobile app. Log in and look for “Account Services” or “Customer Service” sections where cheque ordering is typically located. When ordering, reference your last cheque number so the new batch starts with the next sequential number.

Alternative ordering methods: You can also order cheques at your local branch, via phone with customer service, or through third-party check printing companies (sometimes partnered with your bank).

Information you’ll need:

• Your account number
• Your bank’s routing number
• Bank name and branch information
• Your contact information
• Starting cheque number for the new batch

Pricing considerations: Cheque costs vary by supplier, order size, and design. Basic personal cheques cost less than personalized designs, and ordering through your bank may differ in price from third-party providers.

Bottom Line

Mastering the fundamentals of cheque writing, endorsement, and deposit strengthens your banking skills and financial management. Though digital payments have become dominant, knowing how to write a cheque correctly, endorse it properly, and complete other cheque-related tasks remains valuable. These skills ensure smooth financial transactions and help you maintain control over your checking account and banking relationship. Regular record-keeping and monthly reconciliation will keep your finances organized and protect you from fraud.