The Complete Guide to Filling Out a Check: Essential Steps and Best Practices

Despite the digital revolution in banking, checks remain a practical and necessary payment method. Whether you’re settling a utility bill, receiving your paycheck, or honoring a monetary gift, knowing how to properly handle checks is an essential banking skill. Filling out a check correctly ensures your payment reaches its destination and protects you from fraud and errors. This comprehensive guide will walk you through every aspect of check management—from understanding the numbers on your check to depositing and ordering new ones.

Understanding the Key Numbers on Your Check

Before you begin filling out a check, you need to familiarize yourself with three critical numbers that appear on every printed check. These identifiers are standardized across all U.S. banks and serve specific functions in the banking system.

The routing number is a nine-digit code unique to your financial institution. Banks use this number to identify themselves within the national banking system. You’ll encounter this number when setting up online banking, making wire transfers, or authorizing automatic payments.

Your account number is personal to you and distinguishes your checking account from all others at your bank. This number is essential for the bank to know where to deduct funds from or deposit checks into.

The check number serves as an identifier for each individual check in your batch. This number appears twice on the check—once in the upper right corner and again near your account number. Banks use check numbers to track and organize your payments.

Step-by-Step Process for Filling Out Each Section

Properly filling out a check involves completing several fields with accurate information. Each element plays a role in ensuring the check is valid and processed correctly.

Begin with the date. In the upper right corner, enter the date you’re writing the check. This field helps the recipient understand when you issued payment and establishes a timeline for processing. Most checks are dated the day they’re written, though post-dating (entering a future date) is legal in most jurisdictions.

Next, identify your payee. On the line marked “Pay to the Order of,” write the exact name of the person, business, or organization receiving the payment. Accuracy here is crucial—if the name is misspelled or unclear, the recipient may have difficulty cashing or depositing the check. Take time to verify the correct spelling before filling this in.

Enter the numerical amount. In the box on the right side of the check, write the dollar amount using numerals. Position your numbers as far left as possible within the box. This practice prevents fraud, as it eliminates space where someone could insert additional digits (for example, changing $100 to $2,100).

Write out the amount in words. Beneath the payee line, spell out the check amount completely. For a check worth $243.26, you would write “Two hundred forty-three dollars and 26/100.” This written version carries legal weight—if the numerical and written amounts don’t match, the written version takes precedence. Banks use this as their authority if discrepancies arise.

Add a memo (optional but recommended). The memo line provides space for you to note the payment’s purpose. Writing “Account #12345” for utilities or “January rent” for housing helps both you and the recipient track the transaction. For tax payments or vendor invoices, including your account number or identification number in this section is helpful for record-keeping.

Sign the check. Your signature on the line at the bottom right corner is what makes the check legally valid and enforceable. Your signature confirms you authorize this payment and accept responsibility for the funds. Never sign a blank check, and always verify that all other information is correct before adding your signature.

Protecting Your Check: Security Tips When Filling Out

In an era where check fraud remains a concern, taking precautions while filling out a check is essential. These security practices reduce the risk of your check being altered or misused.

Always use a pen when filling out a check—ballpoint ink cannot be erased as easily as pencil, making it harder for someone to alter your information. Avoid writing checks payable to “cash,” as anyone in possession of such a check can attempt to cash it. Never leave blank spaces on your check where digits or names could be added.

Most importantly, don’t sign a check until you’ve completed all other fields, including the payee and amount. Signing blank or partially filled checks is one of the most common ways checks are fraudulently altered. Store your unused checks in a secure location, and keep your check register up to date with every check you write. Recording transaction details—check number, date, payee, description, and amount—helps you track expenses and spot any unauthorized transactions quickly.

What to Do After Filling Out: Endorsement and Deposit Options

Once you receive a check from someone else, you’ll need to endorse it before depositing or cashing it. Endorsement means signing the back of the check—this verifies you’re the intended recipient and protect against fraud.

For a blank endorsement, simply sign your name on the back of the check. This is the most common method and works for most deposits, though it’s the least secure since anyone holding the check could potentially cash it.

For added security, write “For Deposit Only to Account Number XXXXXXXXX” on the back, then sign below. This restricts the check to deposit only and prevents it from being cashed as cash.

For third-party situations, if you want to hand the check to someone else, write “Pay to the order of [Person’s Name]” and sign it. However, not all banks accept this method, so verify with your bank first.

After endorsing your check, you have several deposit options. You can visit your bank branch in person with your endorsed check and a valid ID, deposit it at an ATM if your bank supports ATM deposits, or use mobile check deposit through your bank’s app by photographing both sides of the check. For mobile deposits, keep the physical check until the funds appear in your account, then securely destroy it.

Ordering Replacement Checks When You Run Out

At some point, you’ll exhaust your current supply of checks and need to order new ones. Most banks offer initial checks free when you open an account, but subsequent orders typically involve a fee.

To order checks, have a current check available as a reference—it contains all the information you’ll need. You can order checks directly through your bank’s website or mobile app by logging into your account and locating the customer service or account services section. Alternatively, visit your bank branch or call customer service.

When ordering, note the check number of your last check so the new batch begins with the next number in sequence. This maintains your check numbering continuity. Third-party check providers also exist, either through partnerships with your bank or independent ordering. Costs vary depending on the design and supplier you choose—basic personal checks are typically less expensive than customized designs.

Frequently Asked Questions About Check Writing

Is it legal to post-date a check? Yes, in most U.S. states, writing a check with a future date is legal. Some people do this when sending payment before a due date or when they anticipate having funds available at a later date. However, check your state’s specific laws for guidance.

What special information is needed when filling out a check to the IRS? Beyond standard check information, include your name, address, daytime phone number, Social Security number or EIN, the tax year, and the related tax form number. Make the check payable to “U.S. Treasury,” not the IRS. Consult the relevant tax form or contact a tax professional for the correct mailing address.

Can you deposit a check at an ATM? Many banks and credit unions support ATM check deposits. Insert your debit card and PIN, then follow the on-screen instructions. Contact your financial institution to confirm they offer this service and to understand any specific requirements.

Why should you maintain a check register? Recording each check you write—including the number, date, payee, description, and amount—helps you reconcile your account monthly, track expenses, and quickly identify any unauthorized or fraudulent transactions. Even with mobile banking’s convenience, maintaining this record ensures you stay informed about your financial activity.

By mastering the process of filling out a check and understanding its role in modern banking, you enhance your financial management skills and protect yourself from common pitfalls. Though digital payment methods continue to evolve, the ability to correctly complete a check remains a valuable banking competency.