Getting the Basics Down: How to Fill a Check Step by Step

Despite the digital revolution in banking, checks remain a practical and widely-accepted payment method. Whether you’re paying a utility bill, cashing a paycheck, or making a business transaction, knowing how to fill a check properly is an essential banking skill. This comprehensive guide walks you through every aspect of check writing, from understanding your check’s components to endorsing it for deposit.

Know Your Check’s Key Components Before You Start

Every check contains three critical numbers that make the payment system work. These numbers are standardized across all bank-issued checks, though their exact positions may vary slightly:

The routing number identifies your specific bank within the national banking system. It’s always nine digits long and appears at the bottom left of your check. This number is essential for online transfers and direct deposits. Your account number is printed right next to the routing number and represents your individual checking account. The check number is a unique identifier for each check you write, appearing in the upper right corner and again near the routing number. Recording this number helps you track your payments later.

Understanding these three components gives you the foundation to fill out any check correctly and keep proper financial records.

Completing Your Check: The Step-by-Step Process

Filling a check correctly requires attention to detail. Here’s exactly what goes in each section:

Start with the date. Write the date in the upper right corner. This tells the recipient when the check was issued. You can use today’s date or any date the payment should be valid from. Always write the date completely—this prevents confusion and protects against fraud.

Write the recipient’s name. On the line marked “Pay to the Order of,” clearly write the payee’s full name. If you’re unsure of the exact business name or spelling, verify it first. An incorrect name can cause the check to be rejected or create complications for the recipient.

Enter the amount in numbers. On the right side of the check, write the payment amount in numeric form (like $243.26). Position this amount as far left as possible within the box. This simple step prevents someone from fraudulently adding digits to the left of your number—for example, changing $100 to $2,100.

Write out the amount in words. Below the payee line, spell out the check amount in words. So $243.26 becomes “Two hundred forty-three dollars and 26/100.” The written amount is legally binding—if the words and numbers conflict, banks use the written version. Getting this exactly right is crucial.

Add a memo if helpful. The memo line isn’t mandatory, but it’s a best practice. Write brief notes about what the check is for—perhaps an account number, invoice reference, or service description. This proves invaluable when you’re tracking payments months later.

Sign the check. Your signature in the bottom right corner officially authorizes the payment. Without it, the check is worthless. Your signature confirms that you agree to pay the stated amount to the named payee.

One practical tip: keep a check register (paper or digital) to record every check you write, noting the date, payee, amount, and purpose. This simple habit keeps you organized and helps you catch errors during bank reconciliation.

Protecting Yourself: Common Mistakes to Avoid

Check fraud remains a real concern, even in our digital age. Protect yourself by following these critical safety practices:

Always use a pen when filling out checks—never pencil. Pencil can be erased, making your check vulnerable to alteration.

Never leave blank checks unsigned or incomplete. A partially filled check is an open invitation to fraud.

Fill in the payee and amount before signing. Don’t sign a blank check and complete the details later.

Avoid writing checks to cash. A check payable to “Cash” can be cashed by anyone who possesses it—it’s one of the most fraud-prone check types.

Never leave blank space on your check, especially on the amount line. Use lines or marks to fill empty space: “One hundred dollars and 00/100 ✓✓✓✓✓” prevents someone from inserting additional dollars.

Keep your checkbook secure. Store blank checks in a safe place, and don’t carry large quantities with you.

These precautions significantly reduce your risk of becoming a check fraud victim.

Special Situations: Writing Checks to Yourself and the IRS

Writing a check to yourself is perfectly legal and useful for moving money between accounts or withdrawing cash. Simply write your own name on the payee line and proceed as normal. While modern transfers are faster, this method is still valid.

Paying the IRS by check requires additional information. Make the check payable to “U.S. Treasury” (not the IRS). Include your full name, address, daytime phone number, Social Security number or EIN, the tax year, and the related form number. Refer to your tax form or consult your tax professional for the correct mailing address.

How to Endorse a Check When You Receive One

When you receive a check, you must endorse it before depositing or cashing it. Endorsement serves a security function, confirming you’re the authorized recipient.

Flip the check over and locate the designated endorsement area (usually marked “Endorse here”). Sign your name on that line. The signature must match the payee name on the front exactly. If your name is misspelled on the front, sign it with that incorrect spelling first, then sign again with the correct spelling.

Choose your endorsement method based on how you’ll use the check:

A blank endorsement—just your signature—is the most common but least secure method. Once signed, anyone holding the check could potentially cash it. Use this mainly for immediate deposits or ATM deposits.

A restrictive or secure endorsement adds protection: write “For Deposit Only to Account Number [your number]” and then sign. This limits how the check can be used and is the recommended approach for mailed or delayed deposits.

A third-party endorsement allows you to transfer a check to someone else. Write “Pay to the Order of [Person’s Name]” and sign below. Note that not all banks accept this, so confirm first.

For mobile deposits, some banks require you to write “For Mobile Deposit to [Bank Name]” on the back. Check your bank’s app or call customer service for specific requirements.

Getting Checks Into Your Account: Deposit Options

You have multiple ways to deposit a check into your bank account, each suited to different situations:

In-person deposit remains the most secure method. Visit your bank branch, present your endorsed check and a valid ID to a teller, and indicate whether you want to deposit or cash it. The teller processes the transaction immediately and can answer questions.

ATM deposit offers convenience. Find your bank’s ATM, insert your debit card, and follow the prompts to deposit your endorsed check. Many ATMs include a deposit envelope. Verify your specific ATM supports check deposits before attempting.

Mobile check deposit through your bank’s app is fastest for most people. Endorse the check, open your bank’s app, select the deposit function, enter the amount, photograph both the front and back of the check, and submit. The funds typically appear within one to two business days. Keep the original check until it clears completely, then destroy it.

Ordering More Checks When You Run Out

When your check supply dwindles, ordering replacements is straightforward. Many banks provide the first order free with a new account; subsequent orders require payment.

Order through your bank’s website or app in the account services section. You can also visit your branch or call customer service. Have your most recent check available—it contains all the information you need: routing number, account number, and bank details.

Third-party check suppliers also sell checks, either through your bank’s partnership program or independently. These may offer cost savings or custom designs. When ordering from a third party, you’ll provide your bank name, account number, routing number, and the starting check number for your new batch.

Costs vary significantly depending on where you order and the check design you choose. Basic personal checks are most economical; specialty designs cost more. Compare options to find the best value for your needs.

The Takeaway: Master This Essential Banking Skill

In our increasingly digital financial world, the ability to fill a check correctly remains surprisingly valuable. Whether paying a vendor, receiving a paycheck, or managing business accounts, checks offer a reliable, documented payment method that many still prefer. Mastering these skills—writing checks properly, endorsing them securely, depositing them efficiently, and ordering replacements—ensures you can handle whatever financial situation requires it. Combined with regular account reconciliation, these practices keep your checking account organized and protected from fraud.