The Complete Guide to Filling Out Checks: Master This Essential Banking Skill

While digital payments have revolutionized banking, paper checks remain a standard financial tool. Whether you’re paying a service provider, receiving your salary, or depositing a gift check, understanding how to properly handle checks is a vital banking skill. This comprehensive guide walks you through every aspect of filling out checks, endorsing them, depositing them, and ordering new ones.

Understanding Your Check: The Three Numbers That Matter

Before you start filling out checks, you need to identify and understand the three critical numerical identifiers present on every printed check. These numbers serve different purposes in the banking system.

The routing number is an identification code unique to your bank. This nine-digit number is essential for any transaction requiring your bank information, particularly online banking and direct deposits. Each financial institution has its own routing number.

Your account number is personal to you—it’s the specific identifier for your checking account at that bank. This number distinguishes your account from all other accounts at the same institution.

The check number appears in two places: the upper right corner and also positioned near your account number. Each check in your order has a unique sequential number for tracking purposes.

Step-by-Step Process for Filling Out Your Check

Completing a check correctly is straightforward once you know what information goes where. Here are the essential elements to include:

Add the date in the upper right corner. This should be the day you’re writing the check, which helps the recipient understand when payment was issued.

Fill in the payee information on the line marked “Pay to the Order of.” Write the exact name of the person, business, or organization receiving payment. Accuracy here is crucial—verify the correct spelling before writing.

Enter the numerical amount in the box on the right side of the check. Write this amount starting from the left edge of the box to prevent someone from adding digits before your number and fraudulently increasing the payment.

Write the amount in words on the line below the payee line. If your check is for $243.26, write it as “Two hundred forty-three dollars and 26/100.” This written version takes legal precedence if there’s a discrepancy between the numerical and written amounts.

Use the memo line to note the purpose of payment. While optional, this line is helpful for tracking. When paying government agencies or vendors, consider writing your account number or identification number here.

Sign the check on the signature line in the lower right corner. Your signature authorizes the payment and validates the check. No check is legally valid without your signature.

Practical Example: Completing a Payment Check

Let’s walk through a realistic scenario. Suppose you need to pay your electric company, ABC Electric, which is billing you $113.97 for services. Your bill typically includes payment instructions.

Start by entering today’s date in the upper right corner. If you’re mailing the check on July 1st, write that date clearly.

Write “ABC Electric” on the payee line, using the exact name shown on your bill.

In the amount box on the right, write “$113.97” starting from the left margin.

On the written amount line, write “One hundred thirteen dollars and 97/100.”

In the memo line, write your account number as required by the utility company.

Review all information for accuracy, then sign the check.

Protecting Yourself: Check Security Best Practices

Checks can be vulnerable to fraud if not handled carefully. Implement these protective measures:

Use permanent ink rather than pencil. Pencil can be erased and altered by someone with fraudulent intent. Pen marks are difficult to remove without leaving obvious traces.

Never leave blank checks unsigned or incomplete. An unfinished check in the wrong hands can be filled out for any amount.

Complete the payee and amount before signing. Only add your signature after every other field is filled in.

Avoid making checks payable to cash. This creates a negotiable instrument that anyone can cash without identification.

Leave no blank spaces where additional information could be inserted, especially in the amount field. Accounts for fraud prevention center on preventing digit insertion.

These precautions significantly reduce your fraud risk and protect your account.

Keeping Track: Managing Your Check Record

Whenever you write a check, record the transaction. You can use:

• A physical check register that comes with your check order
• A spreadsheet you create and maintain
• Your bank’s online banking system
• A dedicated tracking app

Your record should include the check number, date written, payee name, brief transaction description, and amount. Detailed records prevent overdrafts and help you track where your money goes.

Regular bank reconciliation—comparing your records to your bank statement—ensures every transaction is accounted for and reveals any errors or unauthorized activity.

What to Do When You Receive a Check: Endorsement Methods

When you receive a check, you must endorse it before depositing or cashing it. The endorsement (your signature on the back) verifies you’re the rightful recipient.

Find the endorsement area on the check’s back. Most checks have a designated line with instructions like “Endorse here” and a warning not to write below another marked line. This ensures your endorsement doesn’t interfere with the bank’s processing area.

Your signature on the back must match the name written as the payee on the front. If your name is misspelled, sign it both ways—first with the misspelling, then with the correct spelling.

Blank endorsement involves simply signing your name on the back. This is common but least secure—anyone holding the endorsed check could attempt to cash it. Use this method only when immediately depositing or cashing the check.

Secure endorsement provides better protection. Write “For Deposit Only to Account Number [your number]” then sign below. This restricts the check to deposit-only use. Wait until you’re ready to deposit before adding your signature for maximum security.

Third-party endorsement allows you to transfer the check to someone else. Write “Pay to the order of [Person’s Name]” and sign as usual. Not all banks accept this method, so confirm with the recipient’s bank beforehand.

Mobile deposit endorsement may require special notation. Some banks want you to write “For Mobile Deposit To [Bank Name]” in the endorsement area. Check your bank’s app or customer service for specific requirements.

Business endorsement requires an authorized company representative’s signature, along with the business name, the person’s job title, and often “For Deposit Only” notation.

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

Getting Your Check Into Your Account: Deposit Options

Once endorsed, you have several ways to deposit your check:

In-person deposits at your local bank branch involve showing your endorsed check and ID to a teller, then specifying whether you want the funds deposited to your account or need cash back. Bring a valid driver’s license or photo ID.

ATM deposits are available at many bank and credit union ATMs. Endorse your check first, insert your card and PIN, and follow on-screen instructions. Some ATMs require you to use an accompanying envelope.

Mobile check deposits through your bank’s app have become increasingly popular. The process typically involves selecting your destination account, entering the check amount, photographing the front of the check, and photographing the back. Keep the physical check until the funds appear in your account, then destroy it.

Running Low? How to Order More Checks

When you exhaust your current supply, ordering new checks is simple.

Online ordering through your bank’s website or mobile app is most convenient. Log in to your account, find the customer service or account services section, and follow the ordering instructions. Most banks offer this at no cost or for a small fee.

In-branch ordering remains available at your local branch. Speak with any teller about ordering checks, or call your bank’s customer service number.

Third-party providers also sell checks. Have an existing check available—it contains all the information needed: your account number, routing number, bank name and location, and contact details.

Check costs vary based on supplier, quantity, and design complexity. Basic personal checks cost less than customized designs.

Important: Note your last check number so your new order begins with the next sequential number, avoiding confusion and duplicate numbering.

Check Questions Answered

Is post-dating a check legal? In most jurisdictions, post-dating checks is legal, though laws vary by state. A post-dated check shows a future date, sometimes used when sending early payment or when insufficient funds are currently available.

How do I write a check to the IRS? Include standard check information plus: your name and address, daytime phone number, Social Security number or EIN, the tax year, and the tax form or notice number. Make the check payable to “U.S. Treasury”—not the IRS—and verify the correct mailing address with the IRS or your tax professional.

Can I deposit a check at an ATM? Many banks and credit unions allow ATM check deposits. Contact your bank for eligibility and specific deposit procedures for your particular ATM.

Can I write a check to myself? Yes, this is perfectly legal. Writing a check to yourself serves as an alternative cash withdrawal method or allows you to transfer funds between your own accounts. Simply write your name on the payee line as you would for any other check.

Why do checks still matter? Despite digital payment dominance, checks remain valuable because some creditors or service providers accept only checks, certain situations require a paper trail, and they provide an additional payment option for individuals without digital access.