How To Write a Check: Step by Step Instructions

Paper checks will be extinct sooner or later. But they are not obsolete yet, and you may find yourself in a situation where you need to write a check. It may be that your homeowner association doesn't accept online payments or charges ridiculous "convenience" fees for online payments. Or maybe you prefer to write a check to a charity. This step-by-step guide for writing a check will help you.

Example

This is what a typical check looks like. The numbers on the image correspond to the numbered instructions below.

#1. DATE

The date when you are issuing the check. In most cases, you will use today's date. Fill in the date at the top right corner of the check in M/D/YYYY format.

Example: 6/5/2022.

#2. NUMERICAL AMOUNT

Write the check amount in numeric form next to the dollar sign ($) in the box on the right-hand side.

Example: Numerical amount you want to pay - 350 or 250.30 or 75.55.

#3. PAY TO / PAY TO THE ORDER OF

This field is for the name of the recipient of your money, often referred to as payee. The recipient can be a person, a business, or an organization. If you are writing a check for a person, write their first and last name. If the check is for an organization or business, use the full name of the organization.

#4. WRITTEN AMOUNT

The written amount line is right below the "PAY TO". This line usually has the word "DOLLARS" at the end. But it may not have any labels at all. Write out the dollar amount in words to match the amount you wrote in the numerical amount box (#2). Cents shouldn't be written out and must be added as a fraction. If your amount doesn't include cents, add "and ⁰/₁₀₀" after the written dollar amount.

Example: Three hundred fifty dollars and ⁰/₁₀₀.

How to Write Dollars and Cents on a Check

If your check amount includes cents, write the word "and" after the whole dollar amount and the number of cents in the form of a fraction.

Example: If you need to write a check for $250.30, you will need to write "Two hundred fifty dollars and ³⁰/₁₀₀". No need to include the word "cents".

#5. MEMO / FOR

This line can be labeled as "MEMO" or "FOR" which is the same thing. This line is optional and is meant for convenience. Banks keep images of deposited checks and can be acessed via you bank account. You and the payee will be able to see the memo.

The memo can be used to differentiate your check from others or for tracking purposes if your payment is lost. You can add a note for yourself and the payee about why you wrote the check or include the account number for utility payments so the check can be tracked if your bill doesn't reflect the payment you made.

#6. SIGNATURE

Sign the check on the line in the bottom-right corner. Checks are not valid without your signature.

What Do the Numbers on the Bottom of a Check Mean?

You will find three groups of numbers at the bottom of a check. They typically don't have any labels next to them, so let's see what each of them is.

Routing Numbers, Account Numbers, and Check Numbers

Routing number. The first nine-digit number is a routing number. A routing transit number identifies a financial institution and the branch to which a payment is directed. A routing number is like an address for your bank.

Account number. The second group of numbers is a bank account number. A bank account number is a number that your bank has assigned to your account. This number is used for sending all financial transactions to and from your account. Bank account numbers typically consist of eight to 12 digits.

Check number. A check number is a sequential three or four-digit number that either follows the routing and account numbers or is printed in the upper right-hand corner of the check. Check numbers are for your reference so you can keep track of payments.

Don't Let Your Check Bounce

Always ensure you have enough money in your account to cover the transaction before writing a check. If you write a check with no money in your account, the payment will bounce, and you will have to pay a fee. A bounced check is a rejected check due to insufficient funds. Not only the check's recipient will not get the money, but also you will be hit with fees for a returned check.

A bounced check penalty from a bank can cost you up to $35. You may incur penalties on top of your bounced check fee. If you miss the due date for a bill or a loan because of a bounced check, you may be charged a penalty and interest for the late payment.

What Does Endorsing a Check Mean?

Endorsing means signing the back of the check to verify that you are the recipient of the funds. Endorsing a check is not the same as signing it. When you write a check to someone, you need to sign the front of it in the bottom-right corner, but you don't need to endorse it on the back. When someone writes you a check, you must endorse it by signing the back of the check before you can deposit or cash it.

What If the Numeric and Written Out Amounts Don't Match?

If the numeric and written out amounts of your check don't match, the bank will use the written out amount. Validate both amounts before sending the check to avoid possible fees in case the check clears for a different amount than the payee expected.

How to Void a Check?

Made a mistake? Don't throw out the check without voiding it - someone may cash it as it still may be useable. Write "VOID" in large letters across the front of the check. Make sure it reads clearly and covers all lines of the check. A voided check cannot be cashed or deposited. In most cases, that is. Check are processed by machines and a voided check may still slip through the validation mechanisms of the processing system.

There are times when you deliberately may need to write a voided check. For example, if your employer requires a voided check to set up a direct deposit for your paychecks. In this case, make sure that the word "VOID" does not block the routing and account numbers at the bottom of the check.