How To Write a Check: Easy Step-by-Step Guide for Safe and Valid Payment

Before Writing Out a Check

Writing a check is a free and easy way to transfer money from one bank account to another. Of course, you’ll want to make sure you have enough in your bank account to cover the amount of the check. Overdraft and returned check fees aren’t fun to pay. But you’ll also want to consider when it makes sense to write a check instead of using an easier, faster alternative like a debit card or a peer-to-peer payment network.

Some of these reasons may include:

• To avoid fees. Sometimes you’ll encounter a fee charged on top of a payment you need to make with a card, likely between 1 and 3 percent. If you need to pay a contractor $20,000 for a new roof, for example, that small percentage turns into $200 to $600 in fees tacked on top of your bill. A check avoids these fees. 
• When paying a small business. By the same token, small businesses pay fees every time you use a card. If you want to help them avoid this fee, pay with cash or check (if they accept checks). 
• To create a paper trail. When you write a check, it doesn’t get lost in a sea of debit transactions. With carbon copies, especially, you’ll have a record of who, what and when you paid for something. 
• If you have business expenses. When a business writes a check for its expenses, it leaves a paper trail for easier audits and even allows your business to hold onto the money for a few extra days. 
• For larger payments. Paying for a large purchase with a check helps you avoid fees charged by the merchant. 

Writing a check isn’t always the best option for making a payment. A check has a lot of personal information printed on it, and you should be very judicious in who you write out a check. 

Before you write a check, also consider the alternatives and see if one of these payment methods makes sense over a check:

• Automatic payments: Setting up automatic payments will help you stay on top of bills and eliminate the need to write a check every month. It’s also more secure than mailing a check every month. 
• Debit card: Money is instantly deducted from your bank account balance when you use a debit card. 
• Peer-to-peer payment networks: The convenience of payment networks that allow instant transfers can’t be beat. Venmo, Cash App and PayPal fall into this category. 
• Mobile payment app: Zelle acts much like a peer-to-peer payment network with the main difference being a direct connection to a bank. Money is sent from one consumer’s bank account to another.
• Digital wallets: Card information is stored in a digital wallet, which uses near-field communication technology (NFC) to transfer money from your bank account to the merchants when you tap your phone to a terminal or complete an online transaction. Examples include PayPal, Apple Pay and Google Pay. 

How To Write Out a Check

Before we get into how to write out a check, here are three items you’ll need:

• Checks. Your bank will give you a few temporary checks when you open a checking account, but you’ll need to order some that have your information printed on them. You can order checks through your bank or another check printer. 
• Pen. Use blue or black ink. This is surprisingly important since the bank needs to scan the check, and an ink color other than blue or black may not work.
• Balance book (or app). Make sure you have enough money by keeping a running balance of the amount you have in your bank account. The bank app or another budgeting app can help you keep track of the balance in your bank account.

Time To Complete: 2 minutes 

Writing a check consists of filling out the different parts of the check. You’ll start by filling out information at the top and work your way to the bottom. 

1. Write the Date

Start by writing today’s date. The format of the date is month-day-year. Both numerical and written dates are acceptable on a check. 

Examples of acceptable date formats look like this:

• 09/15/2023
• 09-15-23
• September 15, 2023
• Sept. 15, 2023

Avoid postdating a check. Even if you do, the bank will allow the check to be cashed before the date on the check. 

2. Write the Name of the Payee

The next line is titled “Pay to the order of.” You’ll write the name of the person, business or organization in the blank space. 

It’s a good practice to ask the payee how they want the check addressed.

In any case, it’s not wise to leave it blank. If the check is lost, anyone can fill out the payee section with their own name. On the same note, you may also want to avoid writing a check to “cash” since anyone can use it. 

3. Write the Numerical Amount

There’s a box near the middle of the check on the right side where you’ll write the amount of the check. You’ll need to write in both dollars and cents, even if the dollar amount is even. 

Examples:

• $675.00
• $8,984.54 
• $15.21

4. Write the Amount in Words

You’ll write how much the check is for in words. You want the amount you write in words to match the numerical amount you wrote. If there’s a difference, the bank will take the worded version of the amount. 

Each number is written out, except for the cents. Cents are still numbers but are expressed as cents over the dollar (i.e., 25 cents is 25/100). Write the word “and” between. 

Example: $452.25 would be four hundred fifty-two dollars and 25/100

When you’re finished writing the amount in words, draw a line to the end of the space. 

5. Add a Memo

In the lower left-corner of the check, there’s a blank line after the word “memo.” A memo is a short note to yourself about what the transaction is for. 

Your bank doesn’t use this information, so you can put virtually anything you want here. If it’s a bill, you can write the account number in the memo line. If it’s a gift, you can write a short note here.

6. Sign the Check

Your signature makes the check valid. It means you authorize the bank to withdraw those funds from your account. 

Try to keep your signature the same from check to check. This will help the bank detect fraud. 

After Writing Out a Check

Once you’re done writing a check, you’ll want to get in the habit of keeping good records by recording the check. This will help you see how much money is in your account so you can budget for future expenses. 

Follow these steps to start your good money habits:

• Copy information from the check. Write down the check number, amount, payee and date, either through your bank’s app, another money-tracking app or in an old-school check register. Checks are usually converted electronically, so they will come out of your account fairly quickly
• Calculate the balance. Subtract the amount of the check from the funds available in your account. This is your new balance, which can help you understand how much money you have before spending more money. If the amounts don’t match, take a look at what checks haven’t been processed.
• Deliver the check securely: To reduce the risk of fraud, drop the check off directly at the post office or with the payee. A FinCEN Alert in early 2023 warned consumers about the rapid rise in checks stolen from the U.S. Mail.   
• Monitor your account. Watch for the check payment to come through and for any unusual activity. Unauthorized transactions should be reported immediately. 
• Follow up. Checks older than six months are generally considered void. If your payee remembers the check after six months, they may ask to be reissued a new check. 

Tips for Writing a Check

Keep Track of Your Balance

Knowing how much money you have in your account is worth the extra effort it takes to record your transactions. When you know your balance, you’re less likely to bounce checks from insufficient funds in your account. Plus, there are a lot of fun and smart apps that can help you keep track of your money.

Double Check Accuracy and Format

Have you filled out the check completely? Does the written amount match the numerical amount? Is it written correctly? Is the date correct? Is the check legible? 

Limit the Number of Checks You Write

Checks have a lot of your personal information printed on them, including your account and routing number. You might be better off paying another way. 

Prevent Fraud

There are a few things you can do to help prevent check fraud:

• Don’t carry a checkbook around with you. Checkbooks can be easily stolen. 
• Mail securely. If you need to mail a check, drop it off directly at the post office to prevent someone from stealing it. 
• Draw a line to the end of the space. This will help prevent someone from altering the check. 
• Use gel ink. Gel inks are much harder to alter with check washing. 
• Don’t sign a blank check. Make sure all check fields are filled out.