Free Guide: How to Write a Check Correctly

Understanding the Purpose and Parts of a Check

A check is a written order that tells your bank to pay a specific amount of money from your account to another person or organization. Banks process millions of checks every year, and they all follow the same basic structure. When you write a check, you're creating a legal document that transfers funds from your account to someone else's. Understanding each part of the check helps you write one correctly and avoid mistakes that could delay payment or cause the check to be rejected by the bank.

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Every check contains several key sections. The top portion includes your personal information—your name, address, and phone number—along with your account number and routing number. The routing number identifies which bank holds your account, while the account number identifies your specific account within that bank. These numbers are printed at the bottom of the check in a special magnetic ink code that machines can read quickly. The main writing area of the check contains spaces for the date, payee name, amount in numbers, amount in words, a memo line, and your signature.

The bank's routing number appears as a nine-digit code at the bottom left of your check. Your account number follows the routing number on the bottom line. These numbers allow your bank to process the check and withdraw money from the correct account. Many checks also include a check number in the upper right corner, which helps you track payments in your records. Understanding where each element goes prevents common mistakes that waste time and money.

• Routing number: identifies your specific bank
• Account number: identifies your individual account
• Check number: helps you track the check in your records
• Payee line: shows who will receive the money
• Amount boxes: show how much money the check is for
• Signature line: authorizes the payment from your account

Practical Takeaway: Before writing your first check, review the pre-printed information on your check to locate your routing number, account number, and check number. Verify this information matches your bank statements.

Step-by-Step Instructions for Writing a Check

Writing a check correctly requires attention to detail in a specific order. The process takes only a few minutes once you understand where each piece of information goes. Following a consistent sequence prevents the mistake of forgetting any required information. Start by filling out the date, then the payee name, then the amounts, and finally your signature. This order matches the way most people naturally read a check from top to bottom.

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The date line appears in the upper right corner of the check. Write the date in the format your bank requests, which is typically month, day, and year. For example, January 15, 2024 can be written as "01/15/2024" or "January 15, 2024." Some banks accept either format, but checking your bank's instructions prevents confusion. Never post-date a check, which means writing a future date. Post-dating is outdated and creates confusion about when the check will be cashed. Write the actual date you are writing the check.

The "Pay to the Order of" line is where you write the recipient's name. Use the full legal name of the person or organization receiving the money. For example, write "John Smith" rather than "J. Smith" or use the business's official name like "ABC Plumbing Company" rather than a shortened version. Writing the full name reduces confusion and helps the recipient deposit the check correctly. Leave space between the name and the dollar sign so no one can add extra words or names to change who receives the money.

The amount of the check appears in two places: in numbers in the box to the right and in written words on the long line below the payee name. Write the dollar amount in numbers as "$150.50" in the amount box. On the written line, write out the same amount in words: "One Hundred Fifty and 50/100 dollars." If the check is for a whole dollar amount with no cents, write it as "One Hundred and 00/100 dollars." Write this line clearly and use a capital letter at the beginning. Draw a line after the last word to fill any empty space, which prevents someone from adding additional words or amounts. The two-part amount system provides a built-in verification method—if the written amount and the number amount don't match, the bank may reject the check or use the written amount.

The memo line, located near the bottom left of the check, is optional but recommended. This line allows you to note the reason for the check, such as "Rent for January" or "Invoice #456." The memo helps both you and the recipient remember what the payment was for. However, do not include sensitive information like Social Security numbers or credit card numbers in the memo line.

Your signature goes on the bottom right line and must match the signature on file with your bank. Sign with your normal handwriting, not printed letters. The bank compares your signature to the one you provided when opening the account. A signature that looks drastically different may cause the check to be rejected. Never sign a blank check or let someone else sign checks from your account unless they are specifically authorized to do so.

• Date: write the actual date, not a future date
• Payee name: use the full legal name
• Dollar amount in numbers: write in the box to the right ($150.50)
• Dollar amount in words: write out the amount on the line below the payee
• Memo line: optional note about the reason for payment
• Signature: must match your bank's records

Practical Takeaway: Write a practice check on blank paper using the steps above. This helps you develop muscle memory for the correct format before writing an actual check from your account.

Common Mistakes to Avoid When Writing Checks

Even experienced check writers occasionally make errors that delay payments or cause checks to bounce. Recognizing common mistakes helps you avoid these situations. The most frequent mistakes involve mismatches between the written amount and the number amount, illegible handwriting, and missing signatures. Other errors include crossing out information, using pen that can be erased, or changing your mind after signing the check.

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One of the most common mistakes is writing different amounts in the number box versus the written line. For example, someone might write "$100" in the number box but "Fifty and 00/100 dollars" on the written line. When amounts don't match, banking rules typically direct the bank to honor the written amount rather than the number amount. This can create serious problems if you made a mistake or if someone deliberately wrote two different amounts to commit fraud. Always double-check that both amounts match before handing over the check.

Poor handwriting causes many checks to be rejected or delayed. The recipient or bank may not be able to read the payee name, amount, or memo line. Even worse, illegible checks may be interpreted incorrectly, causing money to go to the wrong person or for the wrong amount. Write clearly and slowly, leaving adequate space between words and numbers. Print rather than use cursive if printing is easier to read. Remember that your check may be scanned by machines, and the scanning software must be able to read your handwriting accurately.

Writing checks in pencil is a serious mistake because pencil can be erased. Someone could erase the payee name and write a different name, or erase an amount and change it to a larger number. Always use pen when writing checks. Blue or black ink is standard and recommended. The pen should be ballpoint or gel, not felt-tip, because felt-tip ink may smudge or run if the check gets wet.

Crossing out information and writing corrections on a check is generally not recommended. While banks sometimes accept checks with single crossed-out words that are initialed and dated, many banks will reject checks with corrections. If you make a mistake while writing a check, destroy it and start over with a fresh check. This eliminates any confusion about what the check is supposed to say.

Another common mistake is signing a check before filling in all the information. A blank check in the wrong hands could be filled out for any amount and given to anyone. Never sign a check until all other information is complete and correct. Similarly, avoid writing checks when you're tired, stressed, or in a hurry. These conditions increase the likelihood of mistakes.

• Mismatched amounts: always verify the number amount matches the written amount
• Illegible handwriting: write clearly so machines and people can read