Your Complete Guide to Filling Out a Check Properly

In today’s digital banking landscape, traditional payment methods continue to serve an important role. Knowing how to fill out a check correctly remains an essential financial skill, whether you’re paying bills, receiving employer compensation, or managing other transactions. This comprehensive guide walks you through every aspect of check writing, from understanding the document’s structure to successfully depositing and ordering new checks.

Understanding the Key Numbers on Your Check

Before you start filling out any check, you need to identify three critical numbers that appear on every check. These numbers are foundational to your banking operations and appear in consistent locations across all printed checks.

Routing Number: Your bank’s identification code consists of nine digits. You’ll encounter this number whenever conducting online banking transactions or setting up automatic payments. This unique identifier ensures your payment reaches the correct financial institution.

Account Number: This represents your specific checking account and distinguishes your account from all other customers at your bank. It’s essential for accurate transaction processing.

Check Number: Each individual check carries its own sequential number, appearing both in the upper right corner and after the account number. This helps you track individual transactions throughout your banking history.

Step-by-Step Process for Completing Your Check

Filling out a check involves several straightforward steps, but accuracy is crucial to ensure the check processes correctly and safely. Follow this detailed approach:

The Date: Start by entering the date in the upper right-hand corner. This establishes when you authorized the payment and helps the recipient understand the timing. Using the current date is standard practice, though post-dated checks (with future dates) are typically legal in most jurisdictions.

The Recipient’s Name: On the line marked “Pay to the Order of,” write the exact name of the person, business, or organization receiving the payment. Precision matters here—verify the correct spelling to avoid processing delays or delivery failures.

The Numerical Amount: In the box on the right side of the check, enter the payment amount using figures. Place your numbers as far left as possible within the box. This spacing prevents fraudsters from inserting additional digits and artificially inflating the amount (for instance, changing $100 into $2,100).

The Written-Out Amount: Below the payee line, spell out the same amount in words. For a payment of $243.26, write “Two hundred forty-three dollars and 26/100.” This written version takes legal precedence if the numerical and written amounts differ, making accuracy essential.

The Memo Line: While optional, this field serves as your personal record-keeping tool. Write notes that help you remember the payment’s purpose—your account number for utilities, Social Security number for tax payments, or any reference information useful for future tracking.

Your Signature: Sign the check on the line in the bottom right corner. Your signature represents your authorization and agreement to pay the stated amount. Without a legitimate signature, no bank will process the check.

One practical tip: maintain a check register alongside your written checks. Record each check’s number, date, payee, amount, and purpose. This habit prevents overdrafts and simplifies reconciliation with your bank statements.

Real-World Example: Paying a Bill with Your Check

Let’s apply these steps to a practical scenario. Imagine you need to pay your electric company’s monthly bill. Your statement indicates an amount due of $113.97 and requests payment by mail.

Here’s how you’d fill out your check:

Date Entry: If you’re mailing the check on the first of the month, write that date in the upper right corner.

Payee Information: Write your electric company’s name (for example, “ABC Electric”) on the “Pay to the Order of” line.

Numerical Amount: Enter “$113.97” in the amount box on the right side.

Written Amount: Write “One hundred thirteen dollars and 97/100” on the line below the payee name.

Memo Details: Many utility companies require account numbers on the memo line for proper billing. Locate your account number on your statement and record it here—this ensures your payment applies to your specific account.

Signature: After verifying all information is correct and legible, sign the check.

Once completed, mail your check along with any required documents to the address provided on your statement. Keeping a copy or photograph of the check for your records provides documentation of payment.

Protecting Yourself: Critical Safety Tips for Check Writers

Checks remain susceptible to fraud without proper precautions. Implement these essential safety measures:

Use Permanent Ink: Write checks exclusively with pen—never pencil or erasable ink. Permanent marks cannot be altered after the fact, protecting against unauthorized modifications.

Never Leave Blank Checks: Avoid writing checks and leaving key fields empty for later completion. Incomplete checks can be intercepted and misused.

Complete Before Signing: Always fill in the payee and amount before signing. Never sign a blank or partially completed check, as this gives anyone holding it the authority to fill in any amount.

Avoid “Cash” Payments: Checks payable to cash are essentially financial instruments available to anyone, eliminating the protection of specified payee information. Always name a specific recipient.

Eliminate Extra Space: Leave no room for additional writing on your check, particularly in the amount field. Criminals can add digits if gaps exist, increasing the payment amount fraudulently.

Reconcile Regularly: Compare your bank statements with your check register monthly. Bank reconciliation ensures every transaction is accounted for and catches unauthorized activity quickly.

Record Transactions: Maintain detailed records in a check register, spreadsheet, or banking app. Document the check number, date, payee, description, and amount for every check written.

These preventive measures protect you from common check fraud schemes and maintain the integrity of your banking records.

Special Scenarios: Writing a Check to Yourself

You have the legal right to write a check payable to yourself. This serves as an alternative cash withdrawal method or a way to transfer funds between your own accounts. Simply enter your own name on the payee line and proceed as normal. While modern banking offers more efficient withdrawal options, self-addressed checks remain a valid option when needed.

Understanding Check Endorsements for Deposits

When you receive a check from someone else, endorsement is required before deposit or cashing. An endorsement is your signature on the check’s back, confirming you’re the intended recipient and protecting against fraud.

Check the back of any received check for an endorsement line and the statement “Do not write, stamp or sign below this line.” This reserved space is for the bank’s processing markings.

Blank Endorsement: The simplest method involves signing your name on the back. This requires you to tell the teller whether you want funds deposited or withdrawn. While straightforward, this approach offers minimal security—anyone possessing the check could attempt to cash it. This method works for ATM deposits and mobile deposits.

Secure Endorsement: For maximum protection, write “For Deposit Only to Account Number [your account number]” followed by your signature. This restricts the check to deposits only, preventing unauthorized cashing. Wait until moments before deposit to add your signature, further reducing fraud risk.

Third-Party Endorsement: You can transfer a received check to another person by writing “Pay to the order of [Person’s Name]” and signing. Not all banks accept this type of endorsement, so verify with the recipient’s financial institution first.

Mobile Deposit Endorsement: Some banks require specific language for mobile check deposits, such as “For Mobile Deposit To [Bank Name].” Check your banking app for required endorsement specifications before taking photos.

Business Check Endorsements: Checks made payable to businesses require an authorized company representative’s signature. The endorsement should include the business name, signature, job title, and any restrictions like “For Deposit Only.”

Multiple Payee Endorsements: When checks list multiple recipients connected by “and” (such as “Jane and John Doe”), both parties must endorse. If connected by “or,” either party can endorse independently.

Matching names is critical—your signature must match the payee name exactly as written on the check’s front. If your name is misspelled on the check, sign it both ways: first with the incorrect spelling shown on the check, then again with the correct spelling.

Deposit Methods That Work for You

You have multiple options for depositing checks into your account, each offering different convenience levels.

In-Person Branch Deposit: Visit your local bank branch with an endorsed check and valid identification such as a driver’s license. Present your check to a teller, who will process it immediately or guide you through a deposit slip.

ATM Deposit: Most bank and credit union ATMs accept check deposits. Endorse your check beforehand, insert your debit card, enter your PIN, and follow on-screen instructions. Some ATMs require you to place the check in a provided envelope. Confirm your specific ATM’s procedures with your bank.

Mobile Check Deposit: Digital banking apps offer convenient at-home depositing. The typical process involves selecting your target account, entering the check amount, photographing the front and back, and submitting electronically. Store the physical check until you confirm the funds have cleared in your account, then safely destroy it.

Ordering Your Next Supply of Checks

Eventually, you’ll exhaust your current check supply and need to order more. Many banks provide complimentary checks when opening a checking account, though replacements typically involve a fee.

Online Ordering: Log into your bank account through the website or mobile app and navigate to the customer or account services section. You can typically place orders directly through your bank or credit union without leaving home.

Alternative Suppliers: Third-party check providers offer alternatives, often at competitive prices. Whether partnering with your bank or operating independently, these vendors require your account number, routing number, bank name, and starting check number.

Information Required for Ordering: Have an existing check available—it contains all necessary information including your account number, routing number, bank details, and contact information.

Starting Number Selection: Note your last check’s number to ensure your new batch starts with the next sequential number, preventing duplicate check numbers in your records.

Cost Considerations: Pricing varies based on supplier, design complexity, and check quantity. Basic personal checks cost less than personalized designs with photos or special formatting.

Frequently Asked Questions About Check Writing

Is Post-Dating a Check Legal? In most jurisdictions, writing post-dated checks is legal, though you should verify your specific state’s laws. A post-dated check carries a future date and is sometimes used when payment is sent early or when funds aren’t currently available. Note that banks may still cash post-dated checks immediately in many cases.

How Do You Make a Check Payable to the IRS? When paying federal taxes by check, include standard check information plus tax-specific details: your full name and address, daytime phone number, Social Security number or EIN, tax year, and the relevant tax form or notice number. Make the check payable to “U.S. Treasury,” not the IRS itself. Consult your tax form or a tax professional for the correct mailing address.

Can You Deposit a Check at an ATM? Many banks and credit unions enable ATM check deposits. Confirm your bank’s policy and locate an eligible ATM. Insert your debit card, enter your PIN, and follow the machine’s instructions for check deposits. Some machines may require an envelope for the check.

Final Thoughts on Check Writing

Mastering how to fill out a check correctly establishes a foundation for responsible banking. Combined with regular reconciliation and record-keeping habits, proper check writing protects your accounts and maintains financial clarity. While digital payment methods continue evolving, the ability to write, endorse, and deposit checks remains a valuable skill for any banking customer managing their finances effectively.