How to Write a Check: A Step-by-Step Guide

While digital transactions tend to trump physical checks these days, knowing how to write a check is still a valuable tool for managing your finances.

Writing a check is a simple process, but what should you do if you’ve never written a check before (or if it’s been a while and you’re a little rusty)?

In this article we’ll cover the six basic steps you need to follow to write a check. We’ll also discuss what to do after you write a check and provide a few basic security tips to help you keep your money safe.

Remember, while checks may seem a little “old school,” there are still businesses that only take payments through cash or check. Learning to write a check is just another tool in your toolbox for making sure you can quickly and easily use your money when you need it.

How to write a check

A checking account is a bank account that makes it easy to deposit, withdraw and transfer money. When you open a checking account, your bank will usually provide you with several physical checks you can use to access the funds in your account.

At their most basic level, checks are formal IOUs that banks will use to complete transactions.

In practice, this means you’ll need to write down who the check is for and how much money you want to send them. Once you fill out this information, you’ll just need to add the date and sign the check for it to be valid.

1. Write the date in the upper-right corner

Before you begin, make sure to only use a non-erasable pen, preferably in blue or black ink. Never use pencil or any other erasable writing utensil to fill out a check.

Start by filling in the date in the top-right corner. In most cases, you should use the month/day/year format common in the United States (such as “October 31, 2022” or “10/31/2022”).

2. Fill out the “PAY TO THE ORDER OF” line

On the “PAY TO THE ORDER OF” line, write out the full name of the person or legal entity that you’re giving the check to. Make sure to be extremely specific, as banks will only cash the check for the named person or business you write on this line.

If you’re not sure about who to write the check to, make sure to ask the recipient for more details. Never leave this line blank, as you would risk someone else writing their name in and cashing the check should it fall into the wrong hands.

3. Write down the amount in the box on the right side of the check

In the box on the right side of the check (sometimes labeled as “AMOUNT” and usually with a dollar sign next to it), write out how much money the check is for. Make sure to write out the full numerical amount including any cents (such as “$100.00” or “$234.56”).

4. Write out the full amount in words on the next line

On the next line (which usually ends in “DOLLARS”), write out the check’s full amount in words to confirm how much money you want to send. This is an additional security measure to help ensure your check can’t be altered in any way.

For example, if you wrote “$234.56” in the AMOUNT box above, you could write either “two hundred and thirty-four dollars and fifty-six cents” or “two hundred and thirty-four dollars and 56/100.” Both are valid, so the one you choose to use should depend on your preference and how much space you have left on the line.

5. Add a description to the memo line (optional)

In the bottom-left corner you can optionally write in the purpose of the check. Usually, this is for record-keeping purposes and for making sure everyone knows what the check is for.

Since checks are essentially the same as cash payments, it’s impossible to know what a check is for just by looking at it unless you write the check’s purpose on this “memo” line.

As a few common examples, you could write memos such as “October’s rent,” “babysitting payment” or—if you’re sending the check to a business—the name of the product or service you’re purchasing.

6. Add your signature to the bottom-right corner

After you finish filling in all the other lines, take a moment to look over the check and confirm everything is correct. Once you’re satisfied that the check is legible and for the correct amount, sign your name in the bottom-right corner.

Make sure the name you sign matches the account holder name printed on the check.

Remember that the check is valid from the moment you sign it, so make sure to keep it secure until you hand it over or send it to the intended recipient.

What to do after you write a check

After you finish writing the check, there are a few quick steps you should perform to account for the check in your finances.

Record the transaction in your checkbook

Start by making a record of the check in your ledger book. This is the little notebook with rows and columns that usually comes with your checks.

Your checkbook will have columns with labels such as “Number” or “Code,” “Date,” “Description” and a few columns to record the payment or deposit amount.

In the past, people used to record all their banking details in their checkbooks, including expenses, income, deposits, withdrawals and more.

Since most of this information is available digitally now through your bank’s website or mobile app, fully filling out your checkbook is no longer as important as it was 20 or 30 years ago.

However, your checkbook still serves as a useful tool for tracking your spending and recording larger transactions, so it’s worth making a note in your checkbook every time you write a new check.

Double-check to confirm the other person or business cashed the check

Remember that checks are physical transactions, so the bank won’t remove the money from your account until the recipient physically chooses to cash the check.

This can sometimes lead to frustration if the recipient takes too long to cash the check or forgets about it entirely.

In the event you have a check outstanding, there are a few best practices you should follow to ensure you don’t end up with overdraft penalties or other marks against your account:

• Make sure to always keep the check’s full amount in your bank account to ensure the check won’t bounce if the recipient chooses to cash it.
• Contact the recipient and ask them to cash the check. After all, you still owe the money for the transaction, and it’ll be better for your finances to pay the amount sooner rather than later.
• If the recipient asks for a new check (such as if they lost the original one) you may have to provide a second check. In this case, you should talk to your bank to stop payment on the old check. Most banks allow you to quickly and easily do so online, though some may charge a fee for the service.

Think of checks as another way to effectively manage your money

While the ability to pay bills online from your checking account is slowly reducing the need for checks, there are still some scenarios where you’ll want to know how to write a check.

For this reason, it’s smart to at least have a basic understanding of how checks and checking accounts work.

To recap, in simple terms, checks are formal IOUs that banks use to process transactions between accounts. When you give someone a check, you’re basically giving them the information their bank will need to complete the transaction.

This means the check should clearly lay out who the check is for and how much money is changing hands. The bank will then use this information—alongside the account information written at the bottom of your checks— to process the transaction.

If you have any questions about checking accounts, how to write a check or how to order new checks, schedule an appointment with a local banker who can walk you through everything you need to know to effectively manage your checking finances.