How to Properly Create a Personal Check

Quick answer

• Know the current date for the “Date” line.
• Write the payee’s full legal name clearly on the “Pay to the Order of” line.
• Record the dollar amount numerically in the box and in words on the designated line.
• Sign the check in the designated signature line.
• Double-check all information for accuracy before handing it over.
• Keep a record of the check’s number and details for your own bookkeeping.

Who this is for

• Individuals who need to pay someone or a business using a physical check.
• Anyone who is new to writing checks or needs a refresher on the process.
• People who prefer or are required to use checks for certain transactions.

What to check first (before you act)

Your Bank Balance

Before writing any check, ensure you have sufficient funds in your checking account to cover the payment. Writing a check without enough money can lead to overdraft fees and bounced checks, which can damage your financial reputation.

The Payee’s Information

Confirm the exact legal name of the person or business you are paying. Using an incorrect name can cause the check to be rejected by the bank, delaying your payment and potentially causing issues for the recipient.

The Amount

Be absolutely certain about the exact amount you need to pay. Double-check any invoices or agreements to prevent errors in either the numerical or written amount on the check, as discrepancies can lead to confusion or rejection.

Your Checkbook and Pen

Ensure you have a working pen and your checkbook readily available. Using a pen that can smudge or erase can compromise the security and clarity of your check.

Step-by-step (simple workflow)

1. Date the Check:

• What to do: Write the current date on the line in the top right corner, usually labeled “Date.”
• What “good” looks like: The date is clear and legible, typically in a Month Day, Year format (e.g., October 26, 2023).
• A common mistake and how to avoid it: Writing the wrong date. Always confirm the current date before writing it down.

2. Write the Payee’s Name:

• What to do: On the line that says “Pay to the Order of,” write the full legal name of the person or business you are paying.
• What “good” looks like: The payee’s name is spelled correctly and is unambiguous. For businesses, use the exact legal name.
• A common mistake and how to avoid it: Misspelling the payee’s name or using a nickname. Always verify the correct spelling and legal name.

3. Write the Numerical Amount:

• What to do: In the small box to the right of the payee’s name, write the numerical amount of the check. Use the dollar sign ($) and include cents if applicable (e.g., $50.75).
• What “good” looks like: The numbers are clear, and the amount is easily readable. The cents are written as a fraction over 100 (e.g., 75/100).
• A common mistake and how to avoid it: Writing the numerical amount unclearly or leaving too much space, which could allow someone to alter the amount. Fill the box neatly.

4. Write the Written Amount:

• What to do: On the longer line below the payee’s name, write out the dollar amount in words. For example, “Fifty and 75/100.”
• What “good” looks like: The written amount exactly matches the numerical amount. The dollar amount is written out, and the cents are represented as a fraction (e.g., “Dollars” followed by the cents over 100).
• A common mistake and how to avoid it: Discrepancies between the numerical and written amounts. Banks will typically honor the written amount if there’s a conflict, but it causes delays. Always ensure they match precisely.

5. Add a Memo (Optional but Recommended):

• What to do: In the bottom left corner, in the space labeled “Memo” or “For,” write a brief description of what the check is for (e.g., “Rent – October,” “Invoice #123”).
• What “good” looks like: A clear, concise note that helps you and the payee identify the purpose of the payment.
• A common mistake and how to avoid it: Leaving this blank, making it harder to track payments later, or writing too much information. Keep it brief and relevant.

6. Sign the Check:

• What to do: Sign your name on the line in the bottom right corner, usually labeled “Signature.” This is the legal authorization for the check to be cashed.
• What “good” looks like: Your signature matches the signature on file with your bank.
• A common mistake and how to avoid it: Forgetting to sign the check, signing it illegibly, or signing with a different name than what your bank has on record.

7. Record the Check:

• What to do: In your check register or banking app, record the check number, date, payee, and amount.
• What “good” looks like: Your personal records accurately reflect the transaction, helping you track your balance and budget.
• A common mistake and how to avoid it: Failing to record the check immediately. This can lead to an inaccurate understanding of your available balance and potential overdrafts.

8. Review and Deliver:

• What to do: Before giving the check to the payee, quickly review all the information for accuracy.
• What “good” looks like: All fields are filled correctly, legibly, and without errors.
• A common mistake and how to avoid it: Rushing and missing a small error. A quick final glance can catch mistakes before they become problems.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
<strong>Writing a check with insufficient funds</strong>	Bounced check fees from your bank and the payee’s bank, potential damage to your credit score, loss of trust with the payee.	Always verify your account balance before writing a check. Consider setting up overdraft protection or using a different payment method.
<strong>Incorrect payee name</strong>	The check may be rejected by the bank, delaying payment and causing inconvenience for both parties.	Double-check the exact legal name of the individual or business.
<strong>Discrepancy between numerical and written amounts</strong>	The bank will typically honor the written amount, but it can cause confusion, delays, and potential disputes.	Ensure the numerical amount in the box and the written amount on the line are identical. Use a line to cross out any unused space after the written amount.
<strong>Forgetting to sign the check</strong>	The check is invalid and cannot be cashed or deposited until it is properly signed.	Always sign the check on the designated signature line. Ensure your signature matches the one on file with your bank.
<strong>Using a pen that can be erased</strong>	The check can be altered by someone else, leading to fraud and financial loss.	Always use a permanent ink pen (blue or black is preferred). Never use a pencil or erasable ink.
<strong>Not dating the check</strong>	The check might be considered stale-dated (if too old) or post-dated (if dated in the future), leading to processing issues or rejection.	Write the current date on the date line. Be aware of your bank’s policy on stale-dated checks (often 6 months or more). Avoid post-dating checks unless absolutely necessary and understood.
<strong>Not recording the check</strong>	Inaccurate balance tracking, potential overdrafts, and difficulty in reconciling your bank statements.	Immediately record every check written in your check register or banking app, including the check number, date, payee, and amount.
<strong>Leaving payee line blank</strong>	The check could be filled in by someone else, leading to potential fraud.	Always fill in the payee’s name before handing over the check.
<strong>Writing illegibly</strong>	The payee or bank teller may not be able to read the information, causing delays or errors.	Write clearly and legibly. If you make a mistake, it’s often better to void the check and write a new one.

Decision rules (simple if/then)

• If you are unsure of the exact payee name, then ask for clarification because incorrect names can cause the check to be rejected.
• If you are paying a business, then use their official legal name because this is how they are registered with their bank.
• If there is a significant difference between your bank statement balance and your checkbook balance, then you likely forgot to record a check or another transaction because accurate records are crucial for managing your money.
• If you have less than the amount of the check in your account, then do not write the check and use an alternative payment method because bouncing a check incurs fees and damages your financial reputation.
• If you are writing a check for a recurring bill, then use the memo line to specify the period (e.g., “Rent – November 2023”) because this helps with record-keeping.
• If you make a mistake that cannot be easily corrected, then void the check by writing “VOID” clearly across the front and back, and start a new check because a compromised check is invalid and can be a security risk.
• If you need to give someone a check for a future date, then be aware of your bank’s policy on post-dated checks, as some banks may cash them early, while others will not process them until the date written.
• If you are paying an individual and they ask to make the check out to a different name than their own (e.g., a business name), then confirm this is acceptable and legal, as it can sometimes have implications.
• If you are writing a large amount, then take extra care to ensure the numerical and written amounts are identical because this is the most common area for errors that lead to disputes.
• If you are about to hand over the check, then do a quick visual scan of all the filled-in fields to catch any obvious errors before it leaves your possession.

FAQ

What is the difference between the numerical and written amount on a check?

The numerical amount is the figure written in the box (e.g., $50.75), while the written amount is the same figure spelled out in words (e.g., Fifty and 75/100 Dollars). Banks will typically honor the written amount if there is a discrepancy.

Can I use a pencil to write a check?

No, you should always use a permanent ink pen (blue or black is standard). Pencils and erasable ink can be easily altered, making the check vulnerable to fraud.

What happens if I forget to sign a check?

An unsigned check is not valid. The bank will not process it, and the payee will not be able to cash or deposit it until it is properly signed.

How do I void a check?

If you make a mistake or no longer need a check, write “VOID” clearly across the front and back of the check. This invalidates it and prevents it from being cashed.

What is a stale-dated check?

A stale-dated check is one that is older than a certain period, typically six months, as defined by your bank’s policy and state law. Banks are not obligated to honor them.

Can I post-date a check?

While you can write a future date on a check, banks are not always required to hold it until that date. Some banks may process it immediately, while others will wait. It’s best to confirm with your bank.

What is an NSF fee?

NSF stands for Non-Sufficient Funds. This is a fee charged by your bank when you write a check that exceeds the available balance in your account, causing the check to “bounce.”

How do I endorse a check?

To endorse a check, you sign the back of it. This is typically done when depositing or cashing a check. You might also write “For Deposit Only” along with your signature.

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

• Ordering new checks: Information on how to order personalized checks from your bank or a third-party vendor.
• Online bill pay and electronic transfers: Details on modern payment methods that are often more convenient than writing physical checks.
• Reconciling your bank statement: The process of matching your personal records with your bank’s statement to ensure accuracy.
• Understanding overdraft protection: How to set up and manage overdraft services to avoid bounced checks.
• Check fraud prevention: Advanced security measures and tips to protect yourself from check fraud.