How to Print Checks Using Microsoft Word

Quick answer

• You can print checks from Microsoft Word by using a pre-designed template or creating your own layout.
• Ensure your check stock has the necessary MICR ink and formatting for bank processing.
• Accurately align text fields for payee, date, amount, and memo.
• Test print on plain paper first to verify alignment before using actual check stock.
• Use a consistent font and font size for readability and bank scanning.
• Save your template for future use to ensure consistency.

Who this is for

• Small business owners who want to print their own business checks to save on costs.
• Individuals who need to print personal checks for specific purposes or to manage their finances more efficiently.
• Anyone looking for a cost-effective and customizable way to produce checks from their computer.

What to check first (before you act)

Check Stock and Printer Compatibility

Before you start designing or printing, ensure you have the correct check stock. This isn’t just plain paper; it often includes security features and is designed for MICR (Magnetic Ink Character Recognition) printing. MICR ink is essential for the numbers at the bottom of the check to be read by bank processing machines. Check your printer’s specifications to ensure it can handle the weight and type of check stock you intend to use. Some printers might struggle with thicker cardstock.

Bank Requirements

While most standard checks adhere to industry norms, it’s wise to briefly understand your bank’s general requirements for check processing. This includes the placement and format of the MICR line at the bottom of the check. While Word templates can be adjusted, knowing the standard layout helps ensure your printed checks will be accepted without issues. You can usually find general guidelines on your bank’s website or by speaking with a representative.

Software and Template Availability

Microsoft Word itself is the primary tool, but you might also consider if you have access to check printing software that integrates with Word or offers templates. Many accounting software programs can generate check files that can be imported or used to guide your Word template creation. If you’re starting from scratch in Word, you’ll need to be precise with your layout.

Step-by-step (how to print checks in Word)

1. Open Microsoft Word and Create a New Document: Start with a blank document. This will be your canvas for designing your check.

• What “good” looks like: A fresh, empty Word document ready for input.
• Common mistake: Accidentally opening an existing document. Avoid it by specifically selecting “New Blank Document.”

2. Set Up Page Layout: Adjust margins and page orientation to accommodate your check design. Typically, checks are printed horizontally.

• What “good” looks like: Margins set to allow ample space for check elements, with the page in landscape orientation.
• Common mistake: Forgetting to set the orientation, leading to a cramped design. Avoid it by going to “Layout” > “Orientation” > “Landscape” early in the process.

3. Design the Check Header: Add your bank name, address, and logo (if applicable) at the top. Use text boxes or tables for precise placement.

• What “good” looks like: Professional and clear presentation of your banking information.
• Common mistake: Text overlapping or misaligned. Avoid it by using text boxes with borders initially to see alignment, then removing borders.

4. Add the Date Line: Create a space for the date, usually in the upper right corner. A simple text field works well.

• What “good” looks like: A clearly marked space for the date, aligned neatly.
• Common mistake: Placing it too close to the edge, making it difficult to write on. Avoid it by leaving sufficient margin.

5. Create the Payee Line: Designate an area for the “Pay to the Order of” line. This is a critical field.

• What “good” looks like: A clear, underlined space that is easy to write on.
• Common mistake: Making the line too short or too long. Avoid it by using the underscore character (`_`) repeatedly or inserting a line using the “Insert” > “Shapes” > “Line” tool and adjusting its length.

6. Design the Amount Fields: Add a space for the numerical amount (e.g., “$._“) and a line for the written-out amount (e.g., “Dollars”).

• What “good” looks like: Distinct, well-spaced areas for both numerical and written amounts.
• Common mistake: Not providing enough space for longer written amounts. Avoid it by making the written amount line significantly longer than the numerical one.

7. Add the Memo Line: Create a space for the memo or “For” line, typically at the bottom left.

• What “good” looks like: A clear, accessible area for transaction details.
• Common mistake: Placing it too close to other elements. Avoid it by ensuring it has its own dedicated space.

8. Incorporate the MICR Line: This is the most technical part. The MICR line contains your account number, routing number, and check number. It must be printed in a specific font (like MICR E-13B) and position at the bottom. You may need to download a MICR font or use a template provided by your bank or check supplier.

• What “good” looks like: Accurately formatted numbers in the correct MICR font, aligned at the bottom edge.
• Common mistake: Using a standard font for the MICR line, which will prevent bank processing. Avoid it by researching and installing a MICR font and ensuring it’s applied only to the MICR number string.

9. Insert Check Number: Typically placed in the upper right corner or near the MICR line, this is your sequential check identifier.

• What “good” looks like: A clear, prominent check number.
• Common mistake: Inconsistent or missing check numbers. Avoid it by manually entering or using a sequential numbering feature if your accounting software supports it.

10. Test Print on Plain Paper: Crucially, print a draft on plain paper first. Hold it up to a real check or your check stock to check alignment.

• What “good” looks like: All elements are perfectly aligned with where they should be on a check.
• Common mistake: Skipping this step and wasting check stock. Avoid it by making this a mandatory step before every print run.

11. Adjust and Refine: Based on your test print, go back into Word and adjust the position, size, or font of your elements until everything aligns perfectly.

• What “good” looks like: A Word document where all text and lines are positioned precisely.
• Common mistake: Making minor adjustments without re-testing, leading to cumulative errors. Avoid it by making a single adjustment, then re-testing.

12. Print on Check Stock: Once you are satisfied with the alignment on plain paper, load your check stock into the printer and print.

• What “good” looks like: Clean, perfectly aligned checks printed on your specialized stock.
• Common mistake: Printer jams or smudged ink. Avoid it by ensuring your printer is clean and using the correct paper type settings.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Using standard ink for MICR line	Checks will not be processed by banks, leading to returned payments.	Re-print with MICR ink and the correct MICR font.
Incorrect MICR font or formatting	Bank scanners cannot read the account and routing numbers.	Ensure you are using a recognized MICR E-13B font and that the numbers are formatted according to bank standards.
Poor alignment of fields	Payee, amount, or memo may be unreadable or printed in the wrong place.	Use the test print on plain paper method diligently and adjust spacing in Word.
Insufficient space for written amount	Longer dollar amounts may run off the line, causing confusion.	Extend the “Dollars” line significantly in your Word template.
Using low-quality check stock	Security features may be absent, ink may smudge, or paper may jam printer.	Purchase reputable, security-enhanced check stock designed for printing.
Forgetting to include check number	Difficult to track payments and reconcile accounts.	Ensure a check number is printed clearly on each check, ideally sequentially.
Not testing alignment before printing	Wasted check stock and potential for unusable checks.	Always perform a test print on plain paper first.
Using overly complex fonts	May hinder readability for bank scanners and recipients.	Stick to standard, clear fonts for all fields, especially the MICR line.
Incorrect routing or account numbers	Checks will be returned, and payments will not be processed.	Double-check these numbers against a recent bank statement or official document.

Decision rules (simple if/then)

• If you need to print more than 20 checks per month, then consider dedicated check printing software or accounting software because Word templates can become cumbersome for high volumes.
• If your bank provides a pre-designed template or specific layout guidelines, then use them because it ensures compatibility and reduces the risk of rejection.
• If you are printing for business purposes, then ensure your company logo and name are clearly displayed because it adds professionalism and branding.
• If you are printing personal checks, then focus on clarity and accuracy of the payment details because that is the primary function.
• If you are unsure about MICR font requirements, then contact your bank or a check supplier for guidance because incorrect MICR formatting is a primary reason for check rejection.
• If you are printing checks with a handwritten signature, then leave space and consider a signature stamp for consistency and security because hand-signing many checks can be time-consuming and inconsistent.
• If your printer has an issue with duplex printing (two-sided), then ensure your check design is single-sided because most checks are designed to be printed on one side only.
• If you are printing checks for a joint account, then ensure all authorized account holder names are accounted for in the header if necessary.
• If you notice any smudging after a test print, then check your printer’s ink levels or toner and clean the print heads because smudged ink can obscure critical information.
• If you are printing checks for a specific event or recipient, then double-check the spelling of the payee’s name and the amount written out because errors can cause payment issues.

FAQ

Can I really print my own checks from Word?

Yes, Microsoft Word can be used to create and print your own checks, provided you have the correct check stock and MICR ink. It allows for customization and can be a cost-saving measure for individuals and small businesses.

What is MICR ink and why is it important?

MICR ink is magnetic ink used for the numbers at the bottom of a check. Banks use special machines to read these magnetic characters, which represent your routing and account numbers. Using standard ink for this line will prevent your checks from being processed.

How do I get a MICR font for Word?

You can often find MICR E-13B fonts for download online, sometimes for free, or through specialized check printing software. Your bank or check supplier may also provide guidance or the font itself.

How do I ensure my checks are aligned correctly?

The best method is to perform a test print on plain paper. Print a draft and then hold it up to your check stock or a pre-printed check to see if all the fields (date, payee, amount, MICR line) line up perfectly. Adjustments are made within Word’s layout settings.

What are the risks of printing my own checks?

The main risks involve incorrect formatting (especially the MICR line), poor alignment, or using non-secure check stock, all of which can lead to checks being rejected by banks. It’s crucial to follow best practices and test thoroughly.

Can I use a template from the internet?

Yes, you can find pre-made check templates for Word online. However, always verify their accuracy, ensure they include all necessary fields, and test them thoroughly before printing on actual check stock.

What if my bank has specific requirements?

Some banks may have particular requirements for check layouts or security features. It’s a good idea to check with your bank or review their guidelines for printed checks to ensure compliance.

How do I number my checks sequentially?

You can manually type the check number in the designated spot for each check. If you’re using accounting software that generates checks, it often handles sequential numbering automatically.

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

• Advanced Security Features: This guide focuses on basic printing. For enhanced security features like watermarks or microprinting, consult specialized check printing services or software.
• Accounting Software Integration: While Word can print checks, integrating directly with accounting software (like QuickBooks or Xero) for automated check printing and reconciliation is a more robust solution for businesses.
• Bank-Specific Software: Some banks offer their own online platforms or software for ordering and printing checks, which might be a simpler option for some users.
• Legal and Compliance for Businesses: For businesses, ensuring checks meet all legal and regulatory requirements beyond basic banking standards is crucial. Consult with a legal or financial advisor for specific business needs.
• Digital Check Alternatives: Explore options like electronic payments, ACH transfers, or digital payment platforms as alternatives to physical checks for modern transactions.