A Step-by-Step Guide to Filling Out a Personal Check

Quick answer

• Always use a pen with ink that won’t smudge.
• Write clearly and legibly to avoid errors.
• Fill in all required fields accurately.
• Double-check all amounts and dates before signing.
• Keep a record of checks written for your budgeting.
• If you make a mistake, it might be best to void the check and start over.

Who this is for

• Individuals who need to pay someone or a business directly from their checking account.
• New bank account holders unfamiliar with the process of writing a check.
• Anyone who occasionally uses checks and wants a refresher on best practices.

What to check first (before you act)

Your checking account balance

Before you write a check, ensure you have sufficient funds in your account to cover the amount. Writing a check for more than you have can lead to bounced checks, overdraft fees, and damage to your banking relationship.

The recipient’s information

Confirm you have the correct name or business name of the person or entity you are paying. An incorrect payee name can cause the check to be rejected or cashed by the wrong person.

The exact amount to be paid

Verify the precise dollar and cent amount you need to pay. Double-check this against invoices or agreements to prevent overpayment or underpayment.

Step-by-step: How to Fill Out a Personal Check

1. Date:

• What to do: In the top right corner, write the current date. Use the MM/DD/YYYY format.
• What “good” looks like: A clear, current date that accurately reflects when the check was written.
• A common mistake and how to avoid it: Writing the wrong date (e.g., a future date for post-dating, which is not always honored). Always use today’s date.

2. Payee Line:

• What to do: To the right of the “Pay to the order of” line, write the full, exact name of the person or business you are paying.
• What “good” looks like: The payee’s name spelled correctly and matching their legal or business name.
• A common mistake and how to avoid it: Misspelling the payee’s name. This can cause the check to be refused by the bank or the payee. Confirm the spelling beforehand.

3. Numeric Amount Box:

• What to do: In the box to the right of the payee line, write the amount of the check in numbers. Use a dollar sign ($) and include cents (e.g., $50.75).
• What “good” looks like: A clear, concise numerical representation of the payment amount.
• A common mistake and how to avoid it: Leaving this box blank or writing an unclear number. This can lead to disputes about the intended amount.

4. Written Amount Line:

• What to do: On the line below the payee line, write out the amount of the check in words. Start at the far left of the line. Write the dollar amount as words and the cents as a fraction over 100 (e.g., Fifty and 75/100).
• What “good” looks like: The written amount matches the numeric amount exactly. Filling the line from left to right prevents anyone from altering the amount.
• A common mistake and how to avoid it: Discrepancies between the numeric and written amounts. The written amount is generally considered the legally binding figure. If they differ, the bank may question or refuse the check.

5. Memo Line (Optional):

• What to do: In the bottom left corner, you can write a brief note about the purpose of the check (e.g., “Rent,” “Invoice #123,” “Birthday Gift”).
• What “good” looks like: A concise note that helps you and the payee identify the transaction.
• A common mistake and how to avoid it: Leaving this blank and later forgetting what the check was for. This can make reconciliation harder.

6. Signature Line:

• What to do: Sign your name on the line at the bottom right of the check, exactly as it appears on file with your bank.
• What “good” looks like: Your authentic signature, matching the one your bank has on record.
• A common mistake and how to avoid it: Signing a check that isn’t yours or signing with a different name. This can lead to fraud charges or the check being rejected.

7. Record Keeping:

• What to do: Before giving the check to the payee, record the check number, date, payee, and amount in your check register or budgeting app.
• What “good” looks like: An up-to-date record of all checks written, allowing you to track your spending and balance your account.
• A common mistake and how to avoid it: Not keeping a record. This makes it difficult to track expenses and balance your checkbook, potentially leading to overspending.

Common Mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Writing a check without sufficient funds	Bounced check fees for you and the payee, potential merchant penalties, damaged banking relationship, negative impact on creditworthiness.	Always check your account balance before writing. If it happens, deposit funds immediately to cover the check. Contact the payee to explain and arrange payment.
Incorrect payee name	Check may be refused by the bank, or worse, cashed by the wrong person.	Confirm the exact spelling of the payee’s name. If you realize the error after writing, void the check and write a new one.
Discrepancy between numeric and written amounts	The bank will typically honor the <em>written</em> amount, leading to a different payment than intended.	Be meticulous. Write the numeric and written amounts exactly the same. If there’s a difference, void the check and start over.
Illegible handwriting	The payee or bank may not be able to read the information, causing delays or rejection.	Write clearly and legibly. Use a pen with ink that won’t smudge. If unsure, void the check and rewrite it neatly.
Forgetting to fill out the memo line	Difficulty tracking expenses and remembering the purpose of specific payments later.	Make it a habit to jot down a brief note on the memo line for every check. This aids in personal budgeting and reconciliation.
Signing a check not belonging to you	Can lead to severe legal consequences, including fraud charges.	Never sign a check that is not yours. If you receive a check made out to you, sign it on the back for deposit or endorsement.
Incorrect date	If post-dated, the bank may not honor it until the date written. If an old date, it might be rejected or cause confusion.	Always use the current date. If a check needs to be held, communicate this directly with the payee.
Using a pencil or erasable ink	The check can be easily altered, leading to fraud or disputes.	Always use a pen with permanent ink that does not smudge. This ensures the integrity of the check.
Not recording the check	Inaccurate bank balance, potential for overdrawing, difficulty tracking spending.	Maintain a check register or use budgeting software to log every check written immediately after writing it.

Decision rules (simple if/then)

• If you need to pay someone a fixed amount for a service or product, then write a check because it provides a clear record of payment.
• If the payee’s name is misspelled, then void the check and write a new one because an incorrect payee can cause the check to be rejected or cashed by the wrong person.
• If your written amount and numeric amount differ, then void the check and write a new one because the written amount is usually the legally binding figure, and a discrepancy can cause confusion or disputes.
• If you are unsure about the exact balance in your checking account, then check your balance online or by phone before writing a check because writing a check for more than you have can result in bounced check fees.
• If you are paying a bill that has an invoice number, then write the invoice number on the memo line because this helps both you and the recipient track the payment.
• If you make a significant error on a check, then void the check and write a new one because attempting to correct errors can make the check look altered and potentially uncashable.
• If you are endorsing a check to deposit it, then sign the back of the check and write “For Deposit Only” to prevent it from being cashed by someone else.
• If you receive a check made out to you and want to give it to someone else, then endorse it by signing the back and writing the new payee’s name (this is called double-endorsement and may have bank restrictions).
• If you need to keep a detailed record of your finances, then meticulously fill out your check register or budgeting app for every check written because this is crucial for accurate financial management.
• If you are writing a check for a large sum, then take extra care to ensure all fields are filled out perfectly because the stakes are higher for errors.

FAQ

Q: What if I make a mistake on the check?

A: If you make a mistake, it’s usually best to void the check. Write “VOID” clearly across the front of the check, sign it, and then write a new check. This prevents the altered check from being cashed.

Q: Can I post-date a check?

A: While you can write a future date on a check, banks are not always obligated to hold it. Some banks will cash it early, while others will not. It’s best to communicate with the payee directly if you need them to hold the check.

Q: What is “For Deposit Only”?

A: Writing “For Deposit Only” on the back of a check, along with your signature, means the check can only be deposited into your bank account and cannot be cashed by someone else.

Q: How do I write a check to a business?

A: You write it to the business name exactly as it appears on their letterhead or invoices. For example, “Acme Corporation” or “Smith’s Plumbing Services.”

Q: What if the payee’s name is long?

A: Write the payee’s name as completely as possible. If it’s extremely long and doesn’t fit neatly, prioritize the most important parts of the name. Ensure it’s still recognizable.

Q: How do I fill out the numeric amount box?

A: Write the amount clearly using numbers, including the dollar sign and cents. For example, $123.45. Ensure it’s distinct and easy to read.

Q: Should I use a pen or pencil?

A: Always use a pen with permanent ink. Pencils can be erased, and erasable ink can be altered, making the check vulnerable to fraud.

Q: What happens if my check bounces?

A: If you don’t have enough funds, your bank may charge you an overdraft fee, and the payee may also incur a fee. The payee may also refuse future payments by check from you.

What this page does NOT cover (and where to go next)

• Writing checks in foreign currencies or for international transactions.
• Specific bank policies on check cashing, holds, or overdrafts.
• Advanced check fraud prevention techniques.
• The process of ordering new checks from your bank or a vendor.
• How to use a money order or cashier’s check as alternatives.