How to Fill Out a Check: Complete Guide for Modern Payments

Despite living in an increasingly digital financial world, checks remain a practical and widely-accepted payment method. Whether you’re paying a vendor, receiving your paycheck, or handling business transactions, knowing how to fill out a check correctly is an essential skill. This comprehensive guide walks you through every aspect of check writing, endorsement, and deposit—from understanding the key numbers on your check to mastering different endorsement methods.

Essential Check Components: Identifying the Three Key Numbers

Before you begin filling out a check, you need to understand the three critical identification numbers found on every printed check. These numbers appear in consistent locations across all standard checks and serve important functions in banking transactions.

Bank Routing Number is a nine-digit code assigned to your financial institution. This identifier is necessary for any electronic banking transactions you conduct, including online transfers and direct deposits. Each bank has a unique routing number that directs funds to the correct institution.

Your Account Number is the unique identifier for your individual checking account. This distinguishes your account from all others within your bank and ensures deposits and withdrawals are processed correctly.

Check Number serves as the unique identifier for each individual check. This number appears in two locations: in the upper right corner and below your account number. Tracking these numbers helps you maintain accurate records of your check transactions.

Step-by-Step Instructions for Filling Out Your Check

Filling out a check properly requires attention to detail. Follow these steps to ensure your check is valid and processed correctly.

Add the Date in the upper right corner. This should be the date you’re writing the check, which in most cases is today’s date. The date informs the recipient when the check was issued and helps with record-keeping.

Complete the Payee Line by writing the name of the person, business, or organization receiving payment. The line reads “Pay to the Order of”—write the exact name here. Verify the correct spelling and full legal name if possible to prevent payment issues.

Enter the Numerical Amount in the box on the right side of the check. Write the amount as far left as possible within the box. This positioning prevents fraud, as it eliminates blank space where someone might add extra digits (for example, changing $100.00 to $2,100.00).

Write Out the Amount in Words on the line below “Pay to the Order of.” For a check amount of $243.26, you would write “Two hundred forty-three dollars and 26/100.” This written amount takes legal precedence if discrepancies exist between the numerical and written amounts.

Use the Memo Section to document the purpose of the payment. While optional, this section proves invaluable for tracking. Include account numbers for utility payments, tax ID numbers for tax payments, or any reference information you’ll need later.

Sign the Check on the bottom right line. Your signature authorizes the payment and makes the check legally valid. Never sign a blank check or a check with incomplete information.

Practical Example: Filling Out Your Check

Imagine you need to pay ABC Electric $113.97 for your monthly service. Your utility statement provides payment instructions and your account details. Here’s how you’d complete your check:

• Date field: Write the date you’re mailing the check—for instance, July 1, 2022
• Payee line: Enter “ABC Electric”
• Numerical amount: Write “$113.97” on the right side
• Written amount: Record “One hundred thirteen dollars and 97/100”
• Memo line: Write your account number as requested by the utility company
• Signature: After verifying all details, sign the check

Once completed, mail your check with any required documents to the address provided by ABC Electric.

Security Best Practices When Writing Checks

Checks remain vulnerable to fraud without proper safeguards. Implement these protective measures when filling out your checks:

Use Permanent Ink to write all check information. Pen prevents erasure and alteration, making your check more secure than pencil.

Avoid Blank Checks under any circumstances. Blank checks are susceptible to fraud if they fall into the wrong hands.

Complete Before Signing by always filling in the payee and amount before adding your signature.

Skip Checks Payable to Cash when possible, as these are essentially equivalent to cash and offer no protection if lost or stolen.

Eliminate Empty Space on your check, particularly in the amount field. Ensure there’s no room for someone to fraudulently add additional digits or information.

These precautions significantly reduce the risk of check fraud and associated financial hardship.

Record Keeping: Tracking Your Checks

Maintaining detailed records of all checks you write is fundamental to managing your checking account. Keep track of:

• Your check number
• The date written
• The payee’s name
• A brief transaction description
• The payment amount

You can maintain these records using a check register provided with your checks, a spreadsheet, or specialized accounting software. Accurate record-keeping helps prevent bounced checks and provides a clear audit trail for your finances.

Additionally, regularly reconcile your bank statements with your check register. This monthly reconciliation reveals discrepancies, confirms all transactions have been processed, and gives you a comprehensive view of your financial health.

Understanding Check Endorsements and Deposit Methods

When you receive a check, you must endorse it before depositing or cashing it. An endorsement serves as a security verification confirming you’re the authorized recipient.

Blank Endorsement is the most common method—simply sign your name on the back of the check where indicated. This approach requires you to tell the bank teller whether you want the check cashed or deposited. While convenient, it’s the least secure option, as anyone holding the endorsed check could attempt to cash it.

Secure Endorsement provides greater protection. Write “For Deposit Only to Account Number XXXXXXXXX” and then sign below. Consider adding this endorsement immediately before depositing rather than days in advance. This method restricts how the check can be used and limits fraud risk.

Third-Party Endorsement allows you to hand the check to someone else for payment. Write “Pay to the order of [Person’s Name]” and sign normally. Not all banks accept this type—verify with your bank first.

Mobile Deposit Endorsement for app-based deposits may require you to write “For Mobile Deposit To [Bank Name]” or similar instruction on the endorsement area. Check your bank’s mobile app for specific requirements.

Business Endorsement for company checks requires an authorized person’s signature along with their job title and the business name. Add restrictions like “For Deposit Only” for additional security.

Multiple Payee Endorsement depends on how the check is written. If made out to “Jane and John Doe,” both must endorse. If made out to “Jane or John Doe,” either party can endorse.

Depositing Your Check: Available Options

Several convenient methods exist for depositing checks into your account.

In-Person Deposit at your local branch remains a reliable option. Bring your endorsed check and valid identification (driver’s license, for example) to a bank teller. Present your deposit slip or inform the teller of your preferred action.

ATM Deposit offers convenient after-hours access. Many ATMs accept endorsed checks. Some require you to use an envelope; others accept deposits directly. Verify your bank supports this feature and follow on-screen instructions.

Mobile Check Deposit through your bank’s app provides the quickest option for most people. The typical process involves selecting your account, entering the amount, photographing the front of the check, and photographing the back. Retain the original check until you confirm the deposit has cleared and funds appear in your account. Destroy the check afterward for security.

How to Order Checks and Manage Your Supply

When your check supply runs low, several ordering options are available.

Order Through Your Bank via online banking. Log into your account, navigate to customer service or account services, and follow ordering instructions. You can also order by phone with customer service or visit your local branch.

Use Third-Party Check Suppliers that partner with your bank or operate independently. You’ll need to provide your routing number, account number, the check number where you want to start, and your bank’s information. Pricing varies based on supplier and check design.

Before ordering, have a current check available—it contains all the information you need. The cost depends on your choices regarding check style and design options.

Frequently Asked Questions

Is writing a post-dated check legal? Generally yes, but check your state’s specific laws. Post-dated checks show a future date and are sometimes used when funds aren’t currently available or payment isn’t due immediately.

What’s the process for paying the IRS with a check? Make the check payable to “U.S. Treasury” (not the IRS). Include your name, address, phone number, Social Security number or EIN, tax year, and the relevant tax form number. Consult tax forms or your tax professional for the correct mailing address.

Can you deposit checks at ATMs? Many banks and credit unions allow ATM check deposits. Contact your financial institution for specific eligibility and instructions at your bank’s eligible ATMs.

Can you write a check to yourself? Yes—write your name on the payee line. This provides an alternative method to withdraw cash or transfer funds between your accounts, though electronic transfers are typically more efficient.