To fill out a check correctly, complete six fields in order: the date in the upper right, the payee’s name on the “Pay to the Order of” line, the amount in numbers in the small box, the same amount written in words on the long line, an optional note on the memo line, and your signature in the lower right. The written-out amount is the one that legally controls what gets paid, so slow down on that line. Sign last, after every other field is filled in.
Date in the Upper Right
Write the current date using either numbers (06/15/2026) or the month spelled out (June 15, 2026). The date starts the clock on how long the recipient has to deposit the check. A bank has no obligation to honor an uncertified check presented more than six months after the date on it, though it can choose to do so.1Cornell Law School. UCC 4-404 – Bank Not Obliged to Pay Check More Than Six Months Old
Postdating a check — writing a future date — does not reliably delay payment. A bank can process the check before the written date unless you give the bank advance written notice describing the specific check. That notice works like a stop-payment order and lasts six months.
Payee Name
The “Pay to the Order of” line identifies who can cash or deposit the check. Write the recipient’s full legal name if it’s a person, or the exact registered business name if you’re paying a company. Misspellings and nicknames can cause the recipient’s bank to reject the deposit. If you’re paying a bill, check the invoice or statement for the exact payee name the company expects.
Draw a horizontal line through any empty space after the name so no one can add words.
The Two Amount Fields
You enter the payment amount in two separate places, and they serve different purposes.
The small box on the right takes the numerical version with a decimal point and two digits for cents, like $1,250.75. Bank tellers and automated scanners read this box first for quick processing.
The long line below the payee is where you spell out the same amount in words. For $1,250.75, write “One thousand two hundred fifty and 75/100.” Always express cents as a fraction over 100, even for round amounts: write “Two hundred and 00/100” rather than just “Two hundred.” After the last word, draw a horizontal line all the way to the pre-printed word “Dollars” at the end. That line closes off the empty space so nobody can squeeze in extra words to inflate the amount.
The written-out line is the one with legal teeth. Under the Uniform Commercial Code, when the numbers and words on a check disagree, the words win.2Cornell Law School. UCC 3-114 – Contradictory Terms of Instrument The same rule gives handwritten terms priority over typewritten or pre-printed ones. Words are harder to alter without detection than digits, which is why this hierarchy exists. Take your time on this line.
Memo Line
The memo line in the lower-left corner is optional, but it saves headaches later. Write the account number for a utility or insurance payment, the invoice number for a business transaction, or a brief description like “July rent.” Both you and the recipient can reference this note when reconciling records.
Signature
Your signature in the lower-right corner is what turns a piece of paper into a payment order. No one is liable on a check unless they signed it, and a signature can be a full name, initials, or a mark; what matters is the intent to authorize payment.3Cornell Law School. UCC 3-401 – Signature
Sign last. A signed check with blank fields counts as an incomplete instrument, and if someone fills in an unauthorized amount, the completed check can still be enforced against you.4Cornell Law School. UCC 3-115 – Incomplete Instrument This is where most preventable check losses happen.
Record the Check
Once the check leaves your hands, record the check number, date, payee, and amount in your check register or banking app. Keeping this record current prevents you from accidentally overdrawing your account. Overdraft fees at larger banks still run as high as $37 per incident, though many institutions have dropped their fees into the $10 to $20 range in recent years.5Consumer Financial Protection Bureau. Overdraft/NSF Revenue in 2023 Down More Than 50% Versus Pre-Pandemic Levels A recipient may wait days or weeks to deposit, and that lag can lead you to forget the outstanding amount and overspend.
Fixing a Mistake
If you catch an error before the check leaves your hands, void it and start over. Write “VOID” in large letters across the front using permanent ink, record the voided check number in your register, and tear the signature area if you’ve already signed. Do not cross out and rewrite amounts or payee names on a check you intend to use. Banks routinely reject altered checks as potential fraud.
If the check is already gone and you need to cancel payment, place a stop-payment order with your bank. An oral request works immediately but expires after 14 days unless you follow up with a written confirmation. A written stop-payment order lasts six months and can be renewed in additional six-month periods.6Cornell Law School. UCC 4-403 – Customer’s Right to Stop Payment and Burden of Proof of Loss Banks charge a fee for the service, usually $15 to $35, depending on the institution and whether you submit the request online or at a branch. If the bank pays the check anyway and you want to recover the loss, the burden of proof is on you, so keep records of when and how you submitted the order.
Protect the Check From Fraud
Check fraud is a serious and growing problem. In 2022, financial institutions filed over 680,000 suspicious activity reports related to check fraud, nearly double the prior year’s total. Altered checks accounted for 44 percent of mail theft-related fraud reports, and counterfeit reproductions made up another 26 percent.7FinCEN. Mail Theft-Related Check Fraud Threat Pattern and Trend Information
A few habits reduce your exposure:
- Write with a ballpoint pen in permanent ink, never pencil or felt-tip. Gel pens were once recommended as resistant to chemical washing, but criminals have shifted toward digitally reproducing stolen checks rather than erasing them, so no ink type is reliable protection on its own.
- Drop outgoing checks inside a post office or a secure USPS collection box rather than leaving them in an unlocked residential mailbox with the flag raised. That flag signals thieves.
- Fill every field completely. Draw lines through unused space on the dollar-amount line and the payee line so no one can add digits or words.
- Use a security envelope with a tinted or patterned interior that prevents the contents from being read through the paper.
- Review your bank statements regularly. The faster you catch an unauthorized transaction, the stronger your position for recovering the funds.
If you suspect a check has been stolen from the mail, place a stop-payment order immediately and file a report with the U.S. Postal Inspection Service. A few days of delay can be the difference between catching the fraud in time and losing the money.