How to fill out a check: A step-by-step guide

Checks have long been considered one of the safest ways of transferring money. They offer a personalized means of payment that, if properly filled out, can be used to securely pay any amount of money. In this article, learn how to fill out a check, including the different parts of a check and the standard check format.

Step #1: Date the check

Checks can be written so they only become valid at a specific date after being written. This allows the person writing the check to ensure that the payee can only cash the check once the account holds sufficient funds.

To date a check, the writer simply needs to input the earliest date they would like it to be cashed. Most US states allow postdating, but it’s essential to bear in mind that postdating a check to intentionally defraud – i.e. writing a bad check – may be considered illegal and can lead to significant penalties.¹

Step #2: Address the payee line

When filling out a check, it’s crucial that the writer completes the payee line – the line that says, “pay to the order of”. This tells the bank who to make the check payable to, and while it’s possible to write checks to be payable to “cash” or “bearer,” this may make them less secure.

It’s possible for someone other than the check payee to physically cash the check. This is known as cashing a third-party check. If cashing a check on behalf of someone else, the original payee must supply a deposit slip with their name, account number, the date of deposit, and the check amount. It’s also wise for the person paying the check to get a receipt after the transaction, too.

Step #3: Fill out the dollar amount line

Filling out the dollar amount box is the first step of indicating how much the check is for. When writing a check, people should write the numerical amount in the box under the date line. If writing a check for $100, the payer would simply put “100.00” in the box.

It’s important to accurately list the amount desired. Listing the wrong amount or leaving the box unfilled can leave the payer susceptible to the incorrect amount being cashed from their checking account or, worse, an unknown amount being taken.

Step #4: Write out dollar amount in words

The second part of indicating the check amount is to write out the dollar amount in words. This should match the amount written in numbers and will often supersede the numerical figure if they differ. This works as a potential way to protect checks against fraudsters.

It’s always important to write the number of cents on the check, whether writing a check with cents or not. For example, if the check is for exactly $100, write “One hundred dollars and 00/100”. Or if the check is for $2,354.89, write “Two thousand three hundred fifty-four dollars and 89/100.”

Step #5: Add a signature

Signing checks can only be done by specific people known as signatories, and a valid, current signatory must sign the check to complete it. Without a signature from a signatory, the check can’t be cashed and will not be considered legitimate.

For personal checks, the signatory is usually the person whose bank account the check connects to. However, businesses can organize for multiple people – often the owner, accountant, or corporate officers – to act as a signatory.

Quick tips for managing checking

The above are the main steps necessary for filling out a check accurately, but there are several pieces of check management to consider:

• Filling in the memo line on a check with a brief explanation of what it is for (e.g. ‘Wi-Fi bill’ or ‘plumbing fee’) may help with reconciliation.
• Maintaining a checkbook register with each check’s date, payee, amount, and any memo for one’s own records may be useful for recordkeeping and possibly make it easier to reconcile checks.
• Taking a photo or photocopy of each check may act as an extra layer of protection against fraud.
• As checks are not cashed right away, monitoring bank accounts helps ensure that the check has cleared.
• If a check is written but subsequently not needed or if an error has been made, writing ‘VOID’ across the face of the check is an effective method of cancelling it.

Now that the check is written

Whether the payee is cashing the check at a bank or cashing the check online, the steps for filling out the check remain the same. Dating and addressing the check, writing the dollar amount in numbers and words, and having a valid signature are all essential. Omitting them may lead to misunderstandings or the check may be deemed illegitimate, in which case the payee would not be able to cash it.

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