To fill out a check, use a permanent-ink pen and complete five fields: the date in the upper-right corner, the payee’s full name on the “Pay to the Order of” line, the payment amount written in numerals inside the small box and again in words on the long line below the payee, an optional memo at the bottom left, and your signature on the line at the bottom right. Every field matters, because a check is a legal instruction telling your bank to release a specific amount of money to a specific person. Get one part wrong and the bank can reject it, or someone can alter it.
Start With the Right Pen
Before you touch the check, pick up a pen with dark, permanent ink. Ballpoint pens in black or blue are standard. Never use pencil, a felt-tip marker, or erasable ink. Pencil can be erased and rewritten, and certain gel inks can be washed off the paper with common solvents, leaving a blank check for someone else to fill in. Check fraud remains one of the most common types of bank fraud, and using the wrong writing instrument is one of the easiest mistakes to avoid.
Write the Date
The date line sits in the upper-right corner. Write the current month, day, and year. Either January 15, 2026 or 01/15/2026 works. The date carries legal weight: a check becomes overdue 90 days after the date written on it, and a bank has no obligation to honor a check presented more than six months after that date.1Legal Information Institute. Uniform Commercial Code 3-304 – Overdue Instrument2Cornell Law School. Uniform Commercial Code 4-404 – Bank Not Obliged to Pay Check More Than Six Months Old
You may be tempted to post-date a check so the recipient can’t cash it until later. That rarely works the way you’d expect. Under commercial law, your bank can process a post-dated check before the written date unless you’ve contacted the bank beforehand with a specific notice describing the check. That notice works like a stop-payment order and lasts six months.3Legal Information Institute. Uniform Commercial Code 4-401 – When Bank May Charge Customer’s Account Without that notice, the bank won’t even look at the date before clearing the check.
Fill in the Payee
On the line that reads “Pay to the Order of,” write the full name of the person or business you’re paying. For a company, use the official business name, not a nickname or abbreviation. For a person, use the legal name that appears on their bank account. A payee can be identified by name, account number, or an office title, but a full name is the safest option for smooth processing.4Legal Information Institute. Uniform Commercial Code 3-110 – Identification of Person to Whom Instrument Is Payable
A vague or incomplete payee name creates real problems. The depositing bank has to match the name on the check to the name on the account. If those don’t line up clearly, the recipient may need to visit a branch in person, show identification, or get the check reissued. Spelling the name correctly on the first try saves everyone the hassle.
Enter the Dollar Amount Twice
You record the payment amount in two places, and both need to match. The small box to the right of the payee line is where you write the amount in numerals. Write clearly, place the decimal point firmly, and start as close to the left edge of the box as possible so nobody can squeeze an extra digit in front of your number.
The long line below the payee name is where you write the same amount in words. Spell out the dollar amount and express cents as a fraction over 100. For example, $1,250.75 becomes “One thousand two hundred fifty and 75/100.” After writing the amount, draw a solid line through any empty space that remains on that line. This stops someone from adding words like “thousand” after your amount to inflate the check.
The written-out amount is the one that counts. If the numerals in the box say $150.00 but the written line reads “One hundred and 50/100,” the bank goes with the words.5Legal Information Institute. Uniform Commercial Code 3-114 – Contradictory Terms of Instrument That rule exists specifically because words are harder to alter than digits. Take your time on the written line.
Add a Memo
The memo line sits at the bottom left. It’s technically optional, but skipping it is a missed opportunity. Write the purpose of the payment: an invoice number, a utility account number, a rent month, or whatever helps the recipient apply the funds correctly.
This line also protects you. If a dispute comes up months later about whether you paid, your memo creates a paper trail linking the check to a specific bill or transaction. For tax-related payments, writing “2025 Q4 estimated tax” on the memo line makes recordkeeping much simpler come filing season.
Sign the Check
Your signature goes on the line at the bottom right. This is the single most important part of the check. Without it, the check is just a piece of paper with numbers on it. No one is legally liable on a check unless they’ve signed it.6Legal Information Institute. Uniform Commercial Code 3-401 – Signature
Sign the check the same way your signature appears on file with your bank. An inconsistent signature is one of the first things a teller looks for when screening for fraud. If your bank’s records show a flowing cursive signature and you print your name in block letters, expect questions or a hold on the check.
Never sign a blank check. Fill in every other field first, then sign. A signed blank check in the wrong hands is essentially a blank authorization to drain your account.
If You Make a Mistake, Void It
Mistakes happen. If you write the wrong amount, misspell the payee’s name, or just need to provide account details for a direct deposit setup, void the check rather than tear it up. Write “VOID” in large capital letters across the front of the check using blue or black ink. Make the letters big enough to cover most of the check face, but leave the routing and account numbers at the bottom still readable. Don’t sign a voided check. If you already signed it before catching the error, writing “VOID” across it still works.
Record the voided check number in your register so you don’t lose track of your check sequence. Once you’ve handed a check to someone, voiding is no longer an option. At that point, your only recourse is a stop-payment order through your bank.
If the Check Is Lost After You Send It
If a check gets lost, stolen, or you need to cancel a payment you’ve already handed off, ask your bank to issue a stop-payment order. You’ll need to describe the check with enough detail for the bank to identify it: the check number, amount, payee name, and date. The request has to reach the bank before the check clears. Once the money’s gone, it’s gone.7Legal Information Institute. Uniform Commercial Code 4-403 – Customer’s Right to Stop Payment
A stop-payment order stays active for six months. If you made the request over the phone, you need to confirm it in writing within 14 days or the order automatically expires. You can renew the order for additional six-month periods as long as you do so before the current one lapses.7Legal Information Institute. Uniform Commercial Code 4-403 – Customer’s Right to Stop Payment Most banks charge a fee for stop-payment orders, typically between $20 and $35, though the amount varies by institution.
Hand the check directly to the payee whenever possible. If you’re mailing it, use an envelope that doesn’t reveal its contents and consider a trackable shipping method. Checks sitting in unsecured mailboxes are a common target for theft, and a stolen check with your account number, routing number, and signature on it is a serious problem.
Keep Enough in the Account to Cover It
Writing a check for more than your available balance triggers consequences on both sides. Your bank will typically charge a non-sufficient funds fee, and the recipient’s bank may charge them a returned-item fee as well. Those fees have historically run $25 to $35 each, though some institutions charge more. Beyond fees, the recipient can come after you for the original amount plus additional damages.
Every state has civil penalties for bounced checks, and many allow the recipient to recover two or three times the face value plus court costs and attorney’s fees. Writing a bad check can also be a criminal offense, with penalties that vary by state and usually depend on the dollar amount. Track any checks you’ve written but haven’t seen clear yet, and don’t spend down to your balance until they do.