Mastering Check Writing: A Comprehensive Guide to Filling Out Your Bank Checks Correctly

In today’s digital banking landscape, it may seem like paper checks are becoming obsolete. However, checks remain a reliable and sometimes necessary payment method for many transactions. Whether you’re paying bills, receiving paychecks, or giving monetary gifts, knowing how to properly fill out a check is an essential banking skill that every account holder should master. This comprehensive guide will walk you through every aspect of check writing, from understanding the basics to safely depositing and ordering new checks.

Understanding Check Fundamentals: The Three Essential Numbers You Need

Before you begin the process of filling out a check, you need to familiarize yourself with the key components that appear on every check. Three critical numbers form the foundation of check identification and processing, and understanding where to find them is crucial for proper check usage.

The first essential element is your bank routing number. This unique nine-digit identifier is assigned to your specific financial institution and serves as the bank’s identification code. You’ll encounter this number whenever you conduct online banking transactions, set up direct deposits, or process electronic fund transfers. The routing number never changes for your bank and is the same for all customers of that institution.

The second important identifier is your account number, which distinguishes your individual checking account from all others at your bank. This number is unique to your account and remains consistent throughout your banking relationship with the institution.

Finally, each paper check carries its own check number, printed in two locations on the check for easy identification: in the upper right corner and immediately following your account number. This sequential numbering system helps you track individual checks and maintain organized financial records.

Step-by-Step Process for Filling Out a Check Properly

Successfully completing a check requires attention to detail and understanding the purpose of each field. Here’s a detailed breakdown of the exact steps to follow when you fill out a check:

Date Entry

Begin by entering the date in the upper right-hand corner of your check. Use the actual date on which you’re writing the check—typically today’s date—unless you have a specific reason to post-date it. The date serves as a reference point for the recipient and helps establish when the check was issued, which is important for both record-keeping and legal purposes.

Payee Information

On the line marked “Pay to the Order of,” write the complete and accurate name of the person, business, or organization that will receive payment. Take time to verify the exact spelling of the payee’s name to prevent processing delays or misdirected payments. Accuracy here is essential for ensuring the check reaches the intended recipient and gets processed correctly.

Numerical Amount

In the box located on the right side of the check, write the payment amount using numerals. Position your entry as close as possible to the left-hand border of the box. This strategic placement prevents potential fraudsters from adding extra digits to the left of your amount—a common check fraud technique that could transform a legitimate $100.00 check into $2,100.00 or higher.

Written Amount

Directly below the payee line, spell out the entire check amount using words. For example, if you’re writing a check for $243.26, you would write “Two hundred forty-three dollars and 26/100.” This written format is legally binding; if any discrepancy exists between your numerical amount and your written amount, the written version takes precedence in processing. Accuracy in this field is absolutely critical.

Memo Notation

While technically optional, including a memo note provides valuable documentation for your records and the recipient. This line is particularly useful when paying taxes, utilities, insurance premiums, or vendor invoices. Many organizations request specific information in this field, such as an account number, invoice number, Social Security number, or reference code. Adding this information helps track payments and simplifies reconciliation later.

Authorization Signature

Sign your name on the designated line in the bottom right corner of the check. Your signature serves as your authorization and agreement to pay the specified payee the stated amount. Without a valid signature, the check is not legal or valid, and banks will reject it. Your signature is your acknowledgment that you’re responsible for this payment.

Practical Example: Completing a Check for Bill Payment

To illustrate how to fill out a check in a real-world scenario, consider this situation: You need to send a payment to your electric company, ABC Electric, for the monthly utility bill. Your statement indicates an amount due of $113.97 and provides mailing instructions. Here’s how you would complete this check:

• Date field: Write the date you’re mailing the check—for instance, July 1, 2022
• Payee line: Enter “ABC Electric” exactly as shown on your billing statement
• Numerical box: Write “$113.97” positioned toward the left edge
• Written amount: Write “One hundred thirteen dollars and 97/100”
• Memo section: ABC Electric requires customers to include their account number, which you can locate on your statement
• Signature line: After verifying all information is correct, sign the check with your normal signature

After completing these steps, mail your check along with any required documentation to the address provided by ABC Electric.

Critical Safety Guidelines When Writing Checks

In an era where financial fraud is increasingly sophisticated, implementing proper security measures when handling checks is non-negotiable. These protective strategies will significantly reduce your vulnerability to check fraud and ensure your payments reach their intended destination safely.

Essential Security Practices

Use a pen for all check writing rather than pencil. Pencil markings can be easily erased or altered by dishonest individuals, making your check vulnerable to unauthorized modifications. Permanent pen ink creates a permanent record that cannot be altered without obvious tampering.

Never leave blank spaces on your check where someone could fraudulently insert additional information, particularly on the amount line. Complete all sections fully and thoroughly, leaving no room for potential additions or alterations.

Avoid signing blank checks under any circumstances. Wait until you’ve completed all payee and amount information before adding your signature. Blank checks in someone else’s possession represent an open invitation to fraud.

Do not write checks payable to “Cash” as a standard practice. Checks made out to cash can be deposited or cashed by virtually anyone who possesses them, eliminating the built-in accountability that comes with a named payee.

Keep completed checks secure by never leaving them exposed or unattended. Store checks in a safe location and transport them carefully to their destination.

Additional Protective Measures

Maintain meticulous records of every check you write. Document the check number, date, payee name, transaction description, and amount. Whether you use a traditional check register, spreadsheet, or budgeting app, consistent tracking enables you to quickly identify discrepancies and catch unauthorized transactions.

Regularly reconcile your bank statements against your personal records. This monthly practice, often called bank reconciliation or balancing your checkbook, helps you confirm that all your written checks have cleared and that no fraudulent activity has occurred. This verification process provides peace of mind and protects your financial health.

Special Scenarios: Unique Check Situations

Writing a Check to Yourself

You may occasionally need to write a check payable to yourself. This practice is completely legal and serves as an alternative method for withdrawing cash from your account or transferring funds between accounts at different financial institutions. Simply enter your own name on the payee line, complete all other fields normally, and then endorse the check before depositing it into another account or presenting it for cash at your bank.

Post-Dated Checks

A post-dated check contains a future date rather than the current date. While post-dating is legal in most jurisdictions, you should verify your state’s specific regulations. People post-date checks when they’re making advance payment before a due date or when they don’t currently have sufficient funds in their account. However, be aware that some banks may still process post-dated checks before their indicated date, so verify this with your financial institution first.

Checks Payable to the IRS

When writing a check to the IRS for tax purposes, include standard check information plus additional required details: your full name and address, daytime telephone number, Social Security number or EIN (Employer Identification Number), the applicable tax year, and the specific tax form or notice number. Make your check payable to the “U.S. Treasury,” not directly to the IRS. Consult the relevant tax form, contact a tax professional, or reach out to the IRS directly for the correct mailing address.

Understanding Check Endorsement: Authorization Methods

When you receive a check from someone else, you must endorse it before you can deposit it into your account or cash it. Check endorsement serves as a security measure, confirming that you’re the intended recipient. The endorsement process involves signing the back of the check, typically in a designated area marked “Endorse here.” Most checks also contain a notice stating “Do not write, stamp or sign below this line”—this restriction protects the bank’s processing area.

Your signature on the back must match the payee name written on the front of the check. If your name is misspelled on the check, sign using both the incorrect spelling and then the correct spelling to establish your identity as the legitimate recipient. While some banks accept checks without endorsements, this is uncommon, and mobile deposits almost always require proper endorsement.

Blank Endorsement Approach

The simplest and most common endorsement method is a blank endorsement, which involves signing your name on the check’s back without adding any additional instructions. This approach is frequently used for ATM deposits and mobile check deposits. However, it’s the least secure option because anyone holding the check could potentially attempt to cash it after you’ve signed it. You’ll need to inform the bank teller whether you want the check cashed or deposited.

Secure Endorsement Strategy

For enhanced security, write “For Deposit Only to Account Number XXXXXXXXX” (using your actual account number), then sign below this notation. This method explicitly restricts how the check can be used and provides your bank with specific instructions. For maximum protection, wait until immediately before depositing the check to add your signature.

Third-Party Endorsement Option

If you receive a check and want to transfer it to another person, you can endorse the check by writing “Pay to the order of [Person’s Name]” and then signing as normal. However, not all banks accept third-party endorsements, so contact the recipient’s bank to confirm they allow this practice before attempting it.

Mobile Deposit Endorsement Requirements

When depositing checks through your bank’s mobile app, some financial institutions require specific endorsement language such as “For Mobile Deposit To [Bank Name].” Check your bank’s mobile app for specific instructions or contact customer service before preparing your deposit.

Business Check Endorsement

Checks made payable to a business require the signature of an authorized representative from the company. The endorsement typically must include the business name, the authorized person’s signature, their job title within the organization, and any relevant restrictions such as “For Deposit Only.”

Multiple Payee Endorsement Process

When a check is issued to multiple payees—such as a married couple or co-owners—the endorsement requirements depend on how the check is written. If the check reads “Jane and John Doe,” both individuals must sign the back. If it reads “Jane or John Doe,” either party can endorse and deposit the check independently.

Depositing Your Checks: Available Methods

After receiving an endorsed check, you have several convenient options for depositing it into your account. Each method offers different levels of convenience and security.

In-person branch deposit remains a reliable option. Visit your local bank branch during business hours, endorse your check, and present it to a bank teller. You can either verbally communicate your intention or complete a deposit slip. Always bring a valid form of identification, such as a driver’s license or passport.

Automated Teller Machine (ATM) deposits have become increasingly common and convenient. Many bank and credit union ATMs accept check deposits. Ensure your check is properly endorsed before inserting it. Some ATMs require you to place the check inside an envelope as part of their processing system.

Mobile check deposit through your bank’s smartphone app represents the most modern and convenient option. This method typically involves uploading photos of both the front and back of the endorsed check to your mobile banking account. The process usually requires you to select your deposit account, enter the check amount, capture a clear photo of the front, and then photograph the back of the check. Keep the physical check until you confirm the funds have fully cleared and been deposited into your account, then securely destroy it.

Ordering New Checks: Getting Your Supply

When you eventually exhaust your current check supply, you’ll need to order additional checks. Many banks provide complimentary checks when you open a checking account, but subsequent orders typically involve a purchase fee. The cost varies depending on your check style and where you order them.

Ordering Checks Online

Most banks and credit unions offer online check ordering directly through their website or mobile app. Log into your account and locate the customer service or account services section, where you’ll find check ordering instructions. The process is straightforward and typically takes just a few minutes.

Alternatively, you can order checks through third-party suppliers that aren’t affiliated with your bank. These companies often offer competitive pricing and greater design customization. When ordering from an external supplier, you’ll need to provide your bank or credit union name, complete account number, routing number, and the check number of your last order so new checks begin with the correct sequential number.

Important Information for Ordering

Before placing an order, have an existing check available. It contains all the information you need: your account number, routing number, complete bank information, and your contact details. Having these details readily available streamlines the ordering process and prevents errors.

Check pricing varies considerably based on your supplier choice and whether you select basic personal checks or more elaborate personalized designs featuring photos or special formatting. Compare pricing among different suppliers to find the best value for your needs.

Final Considerations

After ordering, verify that your new check batch begins with the number immediately following your last check, ensuring continuous sequential numbering. This helps maintain accurate records and simplifies reconciliation.

Frequently Asked Questions About Check Writing

Is it legal to write a post-dated check? Post-dating checks is legal in most states, but specific regulations vary by jurisdiction. A post-dated check simply includes a future date rather than the current date. This practice may be used when making advance payment before a due date or when funds aren’t currently available. However, some banks may process post-dated checks before their indicated date, so clarify your bank’s policy.

How do I properly fill out a check for the IRS? Include all standard check information plus these additional required details: your complete name and mailing address, daytime phone number, Social Security number or EIN, the tax year being paid for, and the specific form or notice number. Make your check payable to “U.S. Treasury” rather than the IRS itself. Consult the tax form documentation, speak with a tax professional, or contact the IRS directly for the correct mailing address.

Can you deposit a check at an ATM? Many banks and credit unions allow ATM check deposits. If your financial institution offers this service, find an eligible ATM, insert your debit card and PIN, and follow the on-screen instructions to complete your deposit. Verify with your bank or credit union whether they support ATM check deposits and obtain specific guidance for their particular machines and procedures.

Conclusion

Effectively managing your checking account requires mastering fundamental banking skills, including the ability to properly fill out a check, endorse it for deposit, and order new checks when needed. Though check usage has declined in the digital era, checks remain relevant for specific situations and transactions. By following this comprehensive guide and implementing the security practices outlined here, you can confidently use checks as part of your overall banking strategy while protecting yourself against fraud and financial loss.