Complete Guide to Properly Filling Out a Check: Everything You Need to Know

In today’s digital banking world, checks may seem outdated, yet they remain a legitimate and sometimes necessary payment method. Whether you’re settling bills, receiving income, or handling business transactions, understanding how to write the number on a check correctly is crucial for ensuring the payment processes smoothly and securely.

The Foundation: Three Essential Check Identifiers

Before attempting to fill out any check, you must familiarize yourself with the three key numerical codes that appear on every check:

Routing Number - This nine-digit identifier belongs to your bank and is used for directing funds during transactions. You’ll need this for online transfers and financial operations.

Account Number - This unique code represents your specific checking account and distinguishes it from other accounts you may hold.

Check Number - Every individual check carries its own sequential number, displayed both in the upper right corner and adjacent to your account number.

Executing the Check-Writing Process

Successfully completing a check requires attention to detail and following a specific sequence. Here’s what you need to accomplish:

Date Entry - Place today’s date in the upper right corner. This timestamp informs the recipient when the payment was issued and serves as a reference point for your records.

Recipient Information - On the “Pay to the Order of” line, write the precise name of the person, business, or organization receiving payment. Verify the exact spelling beforehand to prevent processing delays.

Numerical Amount - Enter the dollar figure in the designated box on the right side of the check. Position this number as far left as possible within the box to prevent fraudsters from inserting additional digits and inflating the amount.

Written Amount - Below the payee line, spell out the amount in words. For a $243.26 payment, write “Two hundred forty-three dollars and 26/100.” This written version takes legal precedence if the two amounts ever conflict.

Memo Line - Use this optional section to note payment details. For utility payments or tax submissions, recording your account or identification number here proves invaluable for tracking.

Authorization Signature - Sign the check in the bottom right corner. Without your signature, the check holds no validity—this is your formal agreement to transfer the specified amount to the payee.

Practical Example: Paying an Electricity Bill

Imagine you need to remit payment to your electric provider. Your statement indicates an amount due of $113.97 to ABC Electric. Your check would read:

• Date: July 1, 2024
• Payee: ABC Electric
• Numerical amount: $113.97
• Written amount: One hundred thirteen dollars and 97/100
• Memo: Account #12345 (or whatever identifier the company requests)
• Signature: Your authorized signature

Mail this completed check to the address specified on your bill statement.

Essential Practices for Check Management

Transaction Documentation - Maintain a record of every check you write, whether through a traditional register, spreadsheet, or banking app. Include the check number, date, payee name, transaction description, and amount. This creates an audit trail for your finances.

Reconciliation and Balance Verification - Compare your check records with your monthly bank statement. This reconciliation process ensures all transactions are accounted for and provides clarity on your financial position.

Fraud Prevention Measures - Protect yourself by writing checks exclusively in permanent ink to prevent erasure. Never sign blank checks or make them payable to “cash.” Avoid leaving blank spaces where additional numbers could be inserted. Never endorse a check before adding the payee and amount. These precautions substantially reduce check fraud risk.

Receiving and Depositing Checks

When you receive a check from another party, endorsement is mandatory before funds can be accessed.

The Endorsement Process - On the back of the check, you’ll find a designated area for your signature. Sign your name precisely as it appears on the front payee line. If your name is misspelled on the front, sign it first with the incorrect spelling, then again with the correct version.

Endorsement Methods Available:

Blank Endorsement - Simply sign the back. This is quickest but least secure, as anyone could cash an unsigned blank check.

Secure Endorsement - Write “For Deposit Only to Account Number [your number]” followed by your signature. This restricts use to your specified account only.

Third-Party Transfer - Write “Pay to the Order of [recipient name]” and sign. Not all banks accept this method, so verify beforehand.

Mobile Deposit Specification - Some institutions require notation like “For Mobile Deposit To [Bank Name]” for app-based deposits.

Deposit Methods

Physical Branch Visit - Bring your endorsed check and valid ID to your bank branch, present it to a teller, and specify deposit or cash withdrawal.

Automated Teller Machine - Most ATMs accept check deposits. Endorse first, then follow on-screen instructions. Some machines require using an envelope.

Mobile Banking Application - Photograph both sides of the endorsed check, enter the amount, and submit through your bank’s app. Retain the physical check until the funds appear in your account.

Obtaining New Checks

When your supply runs low, order replacement checks through multiple channels:

Online Ordering - Access your bank’s website or app, locate the account services section, and follow ordering instructions. You’ll need your account number, routing number, and desired starting check number.

Direct Bank Service - Visit your local branch or call customer service to arrange check orders.

Third-Party Suppliers - Independent check printing companies offer ordering options, sometimes at competitive pricing. You’ll provide your bank details to ensure checks include correct routing and account information.

Check costs vary based on design complexity and supplier. Many banks provide complimentary checks upon account opening, but replacements typically carry fees.

Common Questions Addressed

Post-dated Checks - Generally legal (verify your state’s regulations), these checks carry future dates. Use them when sending advance payment or awaiting sufficient funds.

IRS Payments - Include your name, address, phone number, Social Security number, tax year, and form/notice number. Make checks payable to “U.S. Treasury” (not the IRS) and mail to the address provided on tax documentation.

ATM Deposits - Many institutions permit this. Insert your card, enter your PIN, and follow prompts. Confirm your bank offers this service first.

Self-Payments - Writing a check to yourself is entirely lawful—an alternative method to withdraw cash or transfer between accounts.

Mastering these check fundamentals—knowing how to write the number on a check with precision, proper endorsement techniques, and secure deposit procedures—strengthens your banking competency and protects your financial interests in an increasingly cashless economy.