The Complete Guide to Writing a Check in Modern Banking

Despite the digital revolution transforming financial transactions, writing a check remains a fundamental banking skill. Whether you need to settle bills, receive payroll, or collect personal funds, understanding how to properly complete a check is essential. This comprehensive guide will walk you through every aspect of writing a check, from preparation through successful deposit, ensuring you handle these traditional payment instruments with confidence and security.

Essential Information Before You Start Writing Checks

Before putting pen to paper, you need to familiarize yourself with the fundamental components of a check. Every check contains three critical numbers that appear in standardized locations across all printed checks.

The bank routing number is a unique nine-digit identifier assigned to each financial institution. You’ll encounter this number whenever conducting online banking transactions or setting up electronic transfers. This number tells the banking system exactly which bank holds your account.

Your account number is your personal checking account identifier. This distinguishes your account from all other accounts at the same bank and appears on all your checks and banking documentation.

Finally, the check number uniquely identifies each individual check you write. You’ll notice this number printed twice on every check—once in the upper right corner and again beside your account number. This dual placement helps prevent fraud and ensures proper tracking.

Step-by-Step Process for Writing Checks Correctly

Properly filling out a check involves several key fields, each serving a specific purpose. Following this sequence will help you avoid mistakes and ensure your check is legally valid and accepted by recipients.

Starting with the date. In the upper right-hand corner of the check, write the date you’re issuing the check. This date informs the recipient when the check was written and provides a reference point for banking records. Writing the current date is standard practice unless you have a specific reason to use a future date.

Identifying the payee. On the line marked “Pay to the Order of,” write the exact name of the person, business, or organization that will receive the funds. Accuracy is crucial here—if you’re unsure about the correct spelling of a company name or individual’s name, take time to verify it beforehand. An incorrectly named payee can cause problems when the recipient tries to cash or deposit the check.

Recording the numerical amount. In the designated box on the right side of the check, write the payment amount in numerical format. Position your figures as far to the left as possible within the box. This practice prevents someone from fraudulently inserting additional digits before your amount—for example, changing $100.00 to $2,100.00. Precision in this step is vital.

Writing out the amount in words. Directly below the payee line, spell out the exact amount in written form. If your check is for $243.26, you would write “Two hundred forty-three dollars and 26/100.” This written version serves as the authoritative amount if any discrepancy exists between the numerical and written amounts—the written amount legally takes precedence.

Adding a memo (optional but recommended). While not always required, the memo field provides valuable documentation. Use this space to note the purpose of the payment, such as account numbers, tax identification numbers, or invoice references. This practice is particularly helpful when paying taxes, utilities, or vendors, as it creates a clear record of why the payment was made.

Applying your signature. On the line in the lower right corner, sign your name exactly as it appears in your bank’s records. Your signature authorizes the payment and validates the check. Without a proper signature, any check is invalid and cannot be processed. This is your formal approval to pay the specified amount to the designated payee.

To maintain organized financial records, many people maintain a check register—a simple log that comes with your standard check order. Recording each check you write creates an audit trail and helps you monitor your account balance accurately.

Real-World Example: Writing a Check for Utilities

Consider a practical scenario where you need to pay your electric utility bill. Your monthly statement shows an amount due of $113.97 and indicates that checks should be mailed as payment.

Begin by entering the date in the upper right corner—the date you’re actually mailing the check. Next, write “ABC Electric” (or your actual utility company’s name) on the “Pay to the Order of” line. In the amount box, write “$113.97” in numerical form, positioned to the left side of the box.

Below the payee line, write out the amount: “One hundred thirteen dollars and 97/100.” Many utility companies request that customers include their account number in the memo section, so you would locate this number on your statement and write it in the designated memo field.

Before mailing, review all the information for accuracy and add your signature on the signature line. Once you’ve verified everything is correct, mail the check along with any required documents to the address your utility company provided.

This example demonstrates that writing a check for routine bills follows the same fundamental process every time, regardless of the recipient or purpose of payment.

Safety Tips for All Your Check Writing Activities

As traditional as checks may seem, they require the same security vigilance as any financial transaction. Several precautions can significantly reduce your fraud risk.

Always use a pen rather than pencil when writing a check—pencil marks can be erased and altered by someone with fraudulent intent. Never pre-sign blank checks or leave critical information incomplete; always fill in the payee name and amount before signing.

Avoid writing checks payable to “cash,” as these can be cashed by anyone who possesses them. Never leave blank space on your check where someone could potentially add information, particularly in the amount field. These precautions sound simple but effectively prevent the vast majority of check fraud incidents.

When maintaining records of checks you write, use a check register, spreadsheet, or similar tracking system. Document the check number, date written, payee name, transaction description, and payment amount. This practice enables you to catch discrepancies quickly and maintain clear financial documentation.

Regularly reconcile your bank statements, a process often called balancing your checkbook. Monthly reconciliation ensures every transaction is accounted for and gives you an accurate picture of your true account balance. This practice also helps identify fraudulent checks or unauthorized transactions promptly.

Understanding Check Endorsements and Deposits

When you receive a check from someone else, you cannot deposit or cash it until you’ve endorsed it—a security requirement that verifies you are the intended recipient.

Blank endorsement is the simplest form—simply sign your name on the back of the check. The signing area is typically marked “Endorse here,” with another line stating “Do not write, stamp or sign below this line.” This method is common for ATM and mobile deposits but offers the least security, as anyone holding the endorsed check could attempt to cash it.

Secure endorsement provides stronger protection. Write “For Deposit Only to Account Number XXXXXXXXX” followed by your signature. This restricts the check to depositing only into your specified account. For maximum security, wait until just before you’re ready to deposit before adding your signature.

Third-party endorsement allows you to transfer a check to another person by writing “Pay to the order of [Person’s Name]” and signing below. However, not all banks accept this method, so verify with the payee’s bank first.

Business endorsement requires the signature of an authorized company representative and should include the business name, the signer’s name and title, and any restrictions like “For Deposit Only.”

Multiple payee situations require careful attention. If a check reads “Jane and John Doe,” both parties must endorse it. If it reads “Jane or John Doe,” either party alone can endorse it.

Methods for Depositing Your Check

You have several convenient options for getting endorsed checks into your account. An in-person deposit involves visiting your local bank branch with a valid ID, endorsing the check, and presenting it to a teller. You can let the teller know whether you want to deposit or cash the check, or you can complete a deposit slip.

ATM deposit is available at many bank and credit union automated teller machines. Endorse your check first, then insert your card and follow the machine’s instructions. Some ATMs require you to use an envelope for your deposit.

Mobile check deposit has become increasingly popular with the growth of banking apps. Typically, you’ll select your target account, enter the check amount, photograph the front of the check, and photograph the back. Hold onto the check until it fully clears and the funds appear in your account, then safely destroy it.

Ordering More Checks When You Need Them

When your current supply runs low, ordering replacements is straightforward. Many banks provide complimentary checks when you open an account; otherwise, you’ll pay a fee.

Ordering checks online through your bank’s website or mobile app is usually the most convenient method. Log into your account, navigate to customer service or account services, and follow the ordering instructions. Have an existing check available, as you’ll need to reference your account number, routing number, and bank information.

Alternatively, you can order checks at your local bank branch or by calling customer service. Third-party check printing companies also offer options, either through partnerships with your bank or independently.

When placing an order, note your most recent check number so your new batch continues the sequence. Check costs vary depending on the supplier and design complexity you select.

Frequently Asked Questions About Writing Checks

Is writing a post-dated check legal? Writing a check with a future date is generally legal, though specific state laws vary. Some people use post-dated checks when sending early payment or when funds aren’t currently available, though this practice is becoming less common.

What’s required when writing a check to the IRS? Include standard check information plus your name and address, daytime phone number, Social Security number or EIN, tax year, and the related tax form or notice number. Make your check payable to “U.S. Treasury,” not the IRS, and refer to current tax guidance for the correct mailing address.

Can you deposit a check at an ATM? Many banks and credit unions offer ATM check deposit capabilities. Contact your financial institution to confirm availability and obtain specific instructions for your cards and ATMs.

Writing a check remains a valuable skill in today’s banking environment, complementing digital payment methods and providing a reliable alternative when needed.