How To Properly Write A Check To Another Person

Quick answer

• Clearly write the date in the top right corner.
• Write the payee’s full name or business name on the “Pay to the order of” line.
• Write the dollar amount numerically in the box provided.
• Write the dollar amount in words on the line below “Pay to the order of,” using “and” for cents.
• Sign your name on the signature line in the bottom right corner.
• Double-check all information for accuracy before handing it over.

Who this is for

• Individuals who need to pay someone or a business without using cash or electronic transfers.
• People who are new to writing checks and want to ensure they do it correctly.
• Anyone who wants a reliable method for payments that can be tracked.

What to check first (before you act)

Goal and timeline

Before you write a check, understand why you’re doing it. Is it for a one-time payment, a recurring bill, or a gift? Knowing your goal helps ensure you have the correct amount and understand any deadlines associated with the payment. For example, paying a rent check requires it to arrive by a specific date to avoid late fees.

Current cash flow

Ensure you have sufficient funds in your checking account to cover the amount of the check. Writing a check without enough money can lead to overdraft fees and potential issues with the recipient. Review your recent transactions and your current balance.

Emergency fund or safety buffer

While not directly related to writing the check itself, having an emergency fund is crucial for overall financial health. If an unexpected expense arises, having a buffer can prevent you from needing to dip into funds meant for other obligations, like bill payments via check.

Debt and interest rates

If the check is to make a debt payment, confirm the exact amount due, including any interest or fees. Prioritizing high-interest debt can save you money in the long run. Understand your loan terms to ensure your payment is applied correctly.

Credit impact

Bounced checks (checks that are returned due to insufficient funds) can negatively impact your credit score and lead to additional fees from your bank and the recipient. Always ensure you have the funds to cover the check.

Step-by-step (simple workflow)

1. Date the Check:

• What to do: Write the current date (Month, Day, Year) in the top right corner of the check.
• What “good” looks like: The date is clearly legible and in the correct format.
• Common mistake and how to avoid it: Writing the wrong date. Always double-check that you are using the current date to avoid payment processing issues or confusion.

2. Fill in the Payee:

• 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 matches the name they provided for payment.
• Common mistake and how to avoid it: Misspelling the payee’s name. This can cause issues for the recipient when they try to cash or deposit the check. Verify the spelling with the recipient beforehand.

3. Write the Numerical Amount:

• What to do: In the small box to the right of the payee line, write the dollar amount of the check using numbers (e.g., 100.50).
• What “good” looks like: The numerical amount is clear and corresponds exactly to the amount you intend to pay. Use a decimal point for cents.
• Common mistake and how to avoid it: Inconsistent amounts between the numerical and written figures. This can cause the check to be rejected or delayed. Ensure both match perfectly.

4. Write the Written Amount:

• What to do: On the line below “Pay to the order of,” write out the dollar amount in words. For example, “One hundred and 50/100.” The “and” separates dollars from cents, and cents are written as a fraction over 100.
• What “good” looks like: The written amount is legible, uses the word “and” to separate dollars and cents, and the cents are represented as a fraction.
• Common mistake and how to avoid it: Forgetting to write out the full amount or making errors in the “and” or fraction for cents. This is a critical step for security, as it helps prevent alteration.

5. Add a Memo (Optional but Recommended):

• What to do: In the bottom left corner, in the memo line, write a brief note about the purpose of the check (e.g., “Rent – July,” “Gift for Sarah,” “Invoice #123”).
• What “good” looks like: A clear, concise description that helps you and the recipient identify the transaction.
• Common mistake and how to avoid it: Leaving it blank or writing something too vague. A memo helps with record-keeping for both parties.

6. Sign the Check:

• What to do: Sign your name on the signature line in the bottom right corner, just as you would sign other important documents.
• What “good” looks like: Your signature is legible and consistent with any signature you have on file with your bank.
• Common mistake and how to avoid it: Forgetting to sign the check. An unsigned check is invalid. Always remember this final, crucial step.

7. Verify Everything:

• What to do: Before handing the check to the recipient, quickly review all the filled-in fields: date, payee, numerical amount, written amount, and your signature.
• What “good” looks like: All information is accurate, legible, and consistent.
• Common mistake and how to avoid it: Overlooking a small error. A quick final check can catch typos or inconsistencies that could cause problems.

8. Record the Transaction:

• What to do: Make a note of the check number, date, payee, and amount in your check register or personal finance app.
• What “good” looks like: Your records are up-to-date, reflecting the transaction accurately.
• Common mistake and how to avoid it: Not recording the check immediately. This can lead to an inaccurate understanding of your account balance, increasing the risk of overdrafts.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Forgetting to sign the check	The check is invalid and cannot be cashed or deposited.	Always sign the check before giving it to the recipient.
Incorrect payee name	The recipient may not be able to cash or deposit the check, leading to delays and frustration.	Verify the payee’s name and spelling before writing it.
Mismatch between numerical and written amounts	The bank may reject the check, or it could be subject to dispute. The lower amount is usually honored.	Double-check that both the numerical and written amounts are identical.
Insufficient funds in the account	The check may “bounce” (be returned unpaid), incurring overdraft fees from your bank and potentially the payee.	Always check your account balance before writing a check. Maintain a buffer or overdraft protection if possible.
Writing on the wrong lines	Can make the check illegible or incomplete, potentially causing it to be rejected.	Pay close attention to where each piece of information belongs on the check.
Using a pen that can be erased	The amount or payee could be altered, leading to potential fraud.	Always use a pen that writes in permanent ink (blue or black is standard).
Not dating the check, or dating it incorrectly	The recipient may not be able to deposit it until the correct date, or it might be rejected.	Ensure the date is current and clearly written.
Forgetting to record the check	You may overdraw your account, leading to overdraft fees and a negative impact on your finances.	Immediately record the check in your register or app after writing it.
Leaving the memo line blank	Can make it harder for you and the recipient to track the purpose of the payment later.	Use the memo line to add a brief description of the payment.
Writing the check in pencil	The information can be easily erased and changed, increasing the risk of fraud.	Always use a permanent ink pen.

Decision rules (simple if/then)

• If the payee is a business, then write the exact business name because that’s how they are registered.
• If the amount is exactly $100.00, then write “One hundred and 00/100” because this is the standard way to represent whole dollars and zero cents.
• If you are unsure of the payee’s exact name, then ask them before writing the check because a misspelling can cause rejection.
• If your account balance is lower than the check amount, then do not write the check, or transfer funds first because you risk overdraft fees and a bounced check.
• If the check is for a recurring bill, then write the month and year in the memo line because this aids in record-keeping.
• If you make a mistake that cannot be easily corrected, then void the check and write a new one because an altered check can be problematic.
• If the recipient is a minor, then consider making the check payable to their parent or guardian because they can manage the funds.
• If you are paying someone you don’t know well, then consider using a cashier’s check or money order for added security because these are guaranteed funds.
• If the check is for a large amount, then consider using a pen with security features or writing it out in a way that is harder to alter because this adds a layer of protection.
• If the check is for a gift and the recipient is a child, then write “Pay to the order of [Parent’s Name] for [Child’s Name]” because the parent can then deposit it for the child.
• If you need to stop payment on a check you’ve already written, then contact your bank immediately because there are specific procedures and fees involved.

FAQ

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

A: If the mistake is minor and can be clearly corrected with a single line through the error and your initials next to it, that might be acceptable. However, for significant errors, it’s best to void the check and write a new one.

Q: Can I use any color ink to write a check?

A: While blue or black ink are the most common and recommended, some banks may accept other permanent ink colors. However, avoid erasable ink as it can lead to fraud.

Q: How do I write a check to myself?

A: You would write “Cash” or your own name on the “Pay to the order of” line, and then sign the back of the check when you go to cash it.

Q: What does it mean to “void” a check?

A: Voiding a check means you write “VOID” clearly across the entire face of the check in large letters. This renders the check unusable and prevents anyone from attempting to cash or deposit it.

Q: How do I write a check for a specific invoice?

A: On the memo line, write the invoice number (e.g., “Invoice #12345”) so both you and the recipient can easily track the payment.

Q: What’s the difference between writing the amount in numbers and words?

A: The numerical amount is for quick reference, while the written amount is the legally binding figure. Banks use the written amount if there’s a discrepancy.

Q: Should I write “and 00/100” if the amount has no cents?

A: Yes, it’s standard practice to write “and 00/100” after the written dollar amount (e.g., “One hundred and 00/100”) to clearly indicate there are no cents.

Q: Can I post-date a check?

A: While you can write a future date on a check, banks are not legally required to honor it. They may cash it before the date written, so it’s best to avoid post-dating checks.

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

• Opening a checking account: This guide assumes you already have a checking account and checks. You may need to visit a bank or credit union to open an account.
• Reordering checks: If you’ve run out of checks, you’ll need to contact your bank or a check printing service.
• Understanding bounced checks and overdrafts: While mentioned, a deeper dive into the fees and consequences of insufficient funds is a separate topic.
• Electronic fund transfers (EFTs) and other payment methods: This article focuses solely on writing physical checks.
• Stopping payment on a check: This involves specific bank procedures and fees.
• Check fraud prevention: While basic security tips are included, advanced fraud prevention strategies are a broader topic.