To fill out a check, 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 spelled out in words on the line below, an optional memo in the lower left, and your signature on the line in the lower right. Use a non-erasable gel pen in black or blue ink. Write the numbers tight to the left edge of the amount box and draw a line through any empty space after the written amount so no one can add to either figure.
The Six Fields, One at a Time
Date
Write the current date in the upper-right corner, usually in month/day/year format. The date establishes when the check was issued and affects how long it stays valid. Personal checks generally become stale after six months: past that point a bank is not required to honor the check, though it may still choose to pay one in good faith.
Payee
On the line reading “Pay to the order of,” write the full name of the person or business you’re paying. Use the name they go by on official documents. For a business, use the company name rather than the owner’s personal name. If you’re not sure how they want it written, ask.
Numerical amount
In the small box to the right of the payee line, write the dollar amount in figures, including cents after a decimal point, like 150.00. Start hard against the left edge of the box so nobody can squeeze in extra digits in front of your number.
Written amount
On the long line below the payee, spell out the same amount in words, with cents written as a fraction over 100: One hundred fifty and 00/100. Draw a line from the end of your writing to the end of the space. That line closes off any room for someone to add words and inflate the amount.
Memo
The memo line in the lower left is optional. Use it to note what the payment is for, such as “March rent” or an invoice number. It helps the payee credit the payment to the right account and helps you remember what the check covered.
Signature
Sign the line in the lower right. This is the field that turns the paper into an enforceable instruction. Without your signature, no one is liable on the check: under the Uniform Commercial Code, a person is not bound by an instrument they did not sign.1Legal Information Institute. Uniform Commercial Code 3-401 – Signature Sign it the same way you signed your signature card at the bank.
Use a Gel Pen, Not a Ballpoint
Pen choice sounds trivial until a check gets pulled from a mailbox. Check washing is a scam that uses household chemicals to dissolve the ink on a check so the thief can rewrite the payee and the amount. Ballpoint ink is easy to lift because it sits on the surface of the paper. Gel ink soaks into the fibers and resists most solvents. Stick with a non-erasable gel pen in black or blue. The Better Business Bureau has urged consumers to use indelible black ink specifically because it makes washing harder.
What If the Numbers and Words Don’t Match
If you write “250.00” in the box but spell out “Two hundred” on the line, the words control. Under the Uniform Commercial Code, when an instrument contains contradictory terms, handwritten words prevail over figures.2Legal Information Institute. Uniform Commercial Code 3-114 – Contradictory Terms of Instrument That’s the whole reason the written line exists. In practice, though, a mismatch slows processing and can trigger scrutiny. If you catch the error before handing the check over, void it and write a new one. Don’t try to correct the mistake in place; corrections on the amount fields look like tampering.
Postdating: The Date Alone Won’t Hold the Check
Writing a future date on a check doesn’t force the bank to wait. Under the Uniform Commercial Code, a bank can pay a postdated check before the written date unless you give the bank separate notice not to. That notice works like a stop payment order. An oral notice expires after 14 calendar days unless you follow up in writing; a written notice lasts six months. If the bank pays early despite proper notice, it’s liable for any resulting losses, including fees on other checks that bounce as a result. If you need to delay payment, call your bank rather than trusting the date on the check.
How to Void a Check
Sometimes what you actually need is a voided check, not a completed one. Employers often ask for one when setting up direct deposit because it shows your routing and account numbers in a verified format. To void a check, write “VOID” in large letters across the front, covering as much of the check surface as you can. Use a non-erasable pen. Record the check number in your register so you know it wasn’t used for a payment. If you later throw the voided check away, shred it or cut through the account number, name, and signature area first.
Log the Check Before You Cap the Pen
Every check you write should be recorded immediately in the paper register that came with your checkbook or in a budgeting app. Log the check number, date, payee, and amount. This keeps your running balance accurate so you don’t overdraw, and it gives you a reference point when you reconcile your monthly statement and want to spot anything unauthorized.
Overdraft fees vary more than they used to. The traditional range was $30 to $35 per incident,3Federal Deposit Insurance Corporation. Overdraft and Account Fees but Capital One, Citibank, and Ally have eliminated overdraft fees, and others have reduced them. Many smaller banks and credit unions still charge somewhere between $15 and $35. Check your own bank’s current schedule. The easiest way to skip the question entirely is to log every check as you write it.
What You Don’t Need to Fill In
The nine-digit routing number in the bottom-left corner and the account number to its right are already printed in magnetic ink. The check number appears in the upper right and again in the magnetic ink line at the bottom. Your name and address are pre-printed in the upper left. None of this needs your attention while writing the check, but knowing what’s there is useful once the check leaves your hands, because those numbers are what a thief needs.
When a Personal Check Won’t Be Accepted
Some transactions require guaranteed funds, and a personal check won’t clear that bar no matter how carefully you fill it out. Real estate closings, large purchases from private sellers, and many security deposits call for a cashier’s check or certified check. A cashier’s check is drawn on the bank’s own funds after the bank pulls the money from your account. A certified check is your personal check with the bank’s stamp confirming the funds are set aside. Cashier’s checks typically cost $10 to $20; certified checks run up to about $15. Money orders, available at post offices, retail stores, and banks, are another option for smaller amounts and usually cost only a few dollars.