Mastering the Fundamentals: Everything You Need to Know About Writing Checks Today

Despite the surge in digital payment solutions, paper checks remain a staple in modern banking. Whether you’re paying a service provider, receiving compensation from your employer, or receiving a monetary gift, understanding how to properly complete and process a check is an essential financial skill. This comprehensive guide covers everything from filling out a check correctly to endorsing and depositing it.

Understanding the Three Essential Numbers on Your Check

Before you begin writing any check, familiarize yourself with the key identifiers present on every standard check. Each of these three numbers serves a specific purpose in the banking system.

Bank Routing Number Your bank’s routing number is a unique nine-digit identifier assigned to your financial institution. This number is critical for any electronic banking operations you might perform, and you’ll need it for various online transactions and transfers.

Your Account Number This is the personal identifier for your checking account. It distinguishes your account from all other accounts at your bank and is essential for processing transactions correctly.

Check Number Every individual check in your booklet has its own sequential number. This identifier appears in two locations on your check—in the top right corner and immediately following your account number. This numbering system helps you track which checks you’ve written.

The Complete Process for Writing Out Your Check

Creating a valid check requires attention to detail at every step. Follow this systematic approach to ensure your check is accepted without issue.

Step 1: Add the Current Date In the upper right section of your check, write today’s date (or the date you’re mailing it). This timestamp helps the recipient understand when the check was written and is essential for the clearing process.

Step 2: Identify the Recipient On the line marked “Pay to the Order of,” write the exact name of the person, business, or organization you’re paying. Double-check the spelling to avoid any processing delays or confusion. Accuracy here is critical.

Step 3: Enter the Numerical Amount In the box positioned on the right side of the check, write the dollar amount in numeric form. Position this number as far left as possible within the box—this prevents fraudsters from inserting additional digits before your amount (for example, changing $100 to $2,100).

Step 4: Write Out the Amount in Words Below the “Pay to the Order of” line, spell out the check amount completely. If you’re writing a check for $243.26, you would write “Two hundred forty-three dollars and 26/100.” This written version takes legal precedence if any discrepancy exists between the numeric and written amounts, making it absolutely crucial. Understanding how to write out numbers on a check—both numerically and in word form—is fundamental to preventing disputes and ensuring proper processing.

Step 5: Use the Memo Line Although optional, the memo section is valuable for record-keeping. Use this space to note the payment purpose, your account number, or any reference information you’ll want to recall later. For bill payments, this might include your customer account number or reference code.

Step 6: Sign the Check On the signature line at the bottom right of the check, add your authorized signature. This signature legally confirms that you authorize this payment. Without it, your check is invalid and cannot be processed.

Practical Application: Example Payment Scenario

Let’s walk through a realistic example. You receive an electric bill from ABC Electric for $113.97 and need to mail a check as payment.

Start by filling in the date field with your mailing date—let’s say July 1, 2024.

Next, write the payee as “ABC Electric” on the appropriate line.

In the amount box, enter “$113.97” positioned toward the left edge.

For the written amount, spell this out as “One hundred thirteen dollars and 97/100.”

In the memo section, write your customer account number as required by ABC Electric (this information is on your statement).

Finally, verify all information is correct and sign the check. Once complete, mail it along with any other required documentation to the address provided on your bill.

Critical Safety Practices for Check Writing

While checks may seem outdated in today’s digital environment, they’re still widely used. Implement these protective measures to keep your account secure.

Maintain Transaction Records Track every check you write through a physical register, digital spreadsheet, or banking app. Your records should include:

• The sequential check number
• The date written
• The payee name
• A brief description of the transaction
• The exact payment amount

This documentation provides an audit trail for your finances and helps prevent errors.

Reconcile Your Accounts Monthly Bank reconciliation—commonly called balancing your checkbook—lets you verify that all your transactions match your bank’s records each month. This process identifies any discrepancies and gives you an accurate picture of your available funds. It also helps catch unauthorized transactions quickly.

Implement Fraud Prevention Measures Protect yourself from check fraud by following these guidelines:

• Use permanent ink pen only (pencil is erasable)
• Never write blank checks in advance
• Don’t sign a check before filling in the payee and amount
• Avoid making checks payable to “Cash”
• Leave no empty space where additional information could be added
• Deposit or cash checks promptly after receiving them

These precautions significantly reduce your risk of financial loss or identity theft.

Special Scenarios: Self-Checks and Third-Party Situations

Writing a Check to Yourself This is a legitimate banking practice. You might write yourself a check to withdraw cash from your account or transfer funds between your own accounts. Simply write your name on the payee line. While modern alternatives exist, this method remains an option.

Checks Written to Multiple People When a check names multiple recipients, the format matters:

• If written to “Jane and John Doe” (using “and”), both parties must endorse it
• If written to “Jane or John Doe” (using “or”), either party can endorse it independently

Business Check Endorsements When a check is made payable to a company rather than an individual, an authorized representative must endorse it. The endorsement should include the business name, the authorized person’s signature, their title, and any restrictions like “For Deposit Only.”

How to Endorse a Check When You Receive One

When someone sends you a check, you cannot deposit or cash it without endorsing it first. Endorsement involves signing the back of the check as verification that you’re the intended recipient. This adds a security layer to prevent check fraud.

On the back of most checks, you’ll find a designated endorsement area with instructions. A line typically reads “Endorse here,” while another warns “Do not write, stamp, or sign below this line.” The second line protects the bank’s processing area.

Your Endorsement Signature Must Match The name you sign on the back must exactly match the payee name on the front. If your name is misspelled on the front, sign it both ways—first with the incorrect spelling, then with the correct version.

Different Endorsement Methods

Blank Endorsement (Standard Method) Simply sign your name on the back. No additional instructions appear. This is the most common approach and works for ATM deposits and mobile deposits, but it offers minimal security since anyone holding the check could attempt to cash it.

Restrictive Endorsement (Secure Method) Write “For Deposit Only to Account Number [Your Account Number]” and then sign below. This limits how the check can be used and significantly improves security. For maximum protection, add your signature just before depositing.

Third-Party Endorsement If you wish to transfer a check to someone else, write “Pay to the order of [Recipient Name]” and sign it. However, note that many banks no longer accept this method due to fraud concerns—always verify with the recipient’s bank first.

Mobile Deposit Endorsement Some financial institutions require additional notation for mobile deposits, such as “For Mobile Deposit to [Bank Name].” Check your bank’s mobile app for specific requirements.

Methods for Depositing Your Check

Modern banking offers multiple convenient deposit options beyond the traditional bank teller.

Traditional In-Person Deposit Visit your local branch with your endorsed check and a valid ID (driver’s license, passport, etc.). Present the check to a teller, who will either ask your preference or have you complete a deposit slip specifying whether you want cash back or if it’s a full deposit.

Automated Teller Machine Deposit Most ATMs operated by banks and credit unions accept check deposits. Endorse your check first, then insert your debit card, enter your PIN, and follow the on-screen prompts. Some ATMs require you to place the check in a special envelope.

Mobile Banking Deposit This has become the most convenient option for many account holders. Your bank’s mobile app typically guides you through these steps:

1. Select the destination account
2. Input the check amount
3. Photograph the check’s front side
4. Photograph the check’s back side
5. Submit the deposit

Keep the physical check until the funds appear in your account and the deposit fully clears. Destroy it once credited to avoid confusion.

Ordering a New Supply of Checks

Once you use up your checks, you’ll need to order replacements. Many banks provide complimentary check booklets when you open a checking account, but if you need to order more, several options exist.

Ordering Through Your Bank Most financial institutions allow you to order checks directly through their website or mobile banking app. Look in the customer service or account management section for check ordering options. You can also visit your local branch or call customer service.

Third-Party Check Suppliers Various independent businesses specialize in check printing and often offer competitive pricing and custom designs. To order from a third party, you’ll need to provide:

• Your bank’s name
• Your account number
• Your routing number
• Your desired starting check number

What You Need When Ordering Have an existing check available—it contains all the information required: your account number, routing number, bank details, and contact information. Note the number of your last check so your new supply begins with the next sequential number.

Check Costs and Options Pricing varies considerably based on your supplier and design choices. Basic personal checks typically cost less than customized or premium options. Shop around to find the best value for your needs.

Addressing Common Check-Related Questions

Can You Post-Date a Check? Yes, writing a check with a future date is legal in most jurisdictions. People do this when they’re sending payment before the due date or temporarily lack sufficient funds. However, verify your state’s specific regulations.

Writing a Check to the IRS Federal tax payments require additional information beyond standard check details. Include your name, address, daytime phone number, Social Security number or EIN, the tax year, and the relevant tax form or notice number. Make the check payable to “U.S. Treasury”—not the IRS. Consult your tax form or a tax professional for the correct mailing address.

ATM Check Deposits Yes, many banks and credit unions support this. Confirm your specific institution allows it, obtain an eligible ATM location, and follow the on-screen instructions after inserting your debit card and PIN.

Bottom Line

Competent check management requires mastering several basic skills. From correctly writing and numbering your checks to properly endorsing deposits and ordering replacements, these capabilities help you maximize your banking relationship and financial organization. While digital payments dominate, the ability to handle checks remains a valuable banking skill in today’s financial landscape.