Complete Guide: How to Fill Out a Check Accurately

Checks may feel antiquated in our digital-first banking world, but they remain a legitimate payment method that many people still use. Whether you’re settling a utility bill, paying a contractor, or depositing your paycheck, understanding how to fill out a check properly is essential. This guide walks you through the process step-by-step and covers everything from the basics to security best practices.

Know Your Check’s Three Key Numbers

Before you pick up a pen and start filling out a check, it helps to understand the three crucial numbers printed on every check. Each serves a different purpose in the banking system.

The bank routing number is a nine-digit code unique to your financial institution. You’ll need this number whenever you set up direct deposits, make online payments, or conduct other electronic transactions. Every bank has its own routing number, and you can usually find it on your bank’s website or by calling their customer service.

Your account number appears on the check and identifies your specific checking account. This distinguishes your account from other accounts you may hold at the same bank.

The check number is the sequential identifier printed on each individual check—you’ll see it in the upper right corner and again near your account number. Banks use this to track which checks have been processed.

The Proper Way to Fill Out Each Field

When you’re ready to fill out a check, there’s a correct order and specific details to include. Taking time to do this right prevents errors and protects you from fraud.

Start with the date. In the upper right corner, write the date you’re writing the check. While it’s typically today’s date, you can post-date a check if needed (though laws vary by state). The recipient uses this date to know when you initiated the payment.

Identify the recipient. On the line marked “Pay to the Order of,” write the complete and accurate name of the person, business, or organization receiving the payment. Double-check the spelling—if it’s wrong, the check may not be accepted. Never leave this blank or write “cash” if you want to maintain security.

Fill in the numerical amount. In the box on the right side of the check, write the dollar amount using numerals. Position this amount as far left as possible within the box to prevent someone from adding extra digits and fraudulently increasing the payment (for example, changing $100.00 to $2,100.00).

Write out the amount in words. Below the “Pay to the Order of” line, spell out the check amount completely. If your check is for $243.26, write “Two hundred forty-three dollars and 26/100.” This step matters because if there’s a discrepancy between the numerical and written amounts, the written amount takes legal precedence.

Add a memo if relevant. While optional, using the memo line is smart financial housekeeping. Write notes that help you track the payment later—your account number for utility companies, a reference number for taxes, or simply “Rent—March” for your landlord. This becomes especially useful when reconciling your bank statements.

Sign the check. In the bottom right corner, sign your name exactly as it appears on your account. Your signature authorizes the payment and makes the check legally valid. Without it, the check is worthless. Never sign a blank check or one without a payee name already filled in.

Practical Example: Paying a Monthly Bill

Let’s walk through a real scenario. Suppose you need to pay your electric bill, and your statement shows an amount due of $113.97. The company requires mailed check payments.

You’d fill out the date field with the day you’re mailing it. For the payee line, you’d write the exact name shown on your statement. In the amount box, you’d enter “$113.97,” and below that write “One hundred thirteen dollars and 97/100.” Your statement may require your account number in the memo line—add it there. Finally, review everything for accuracy, then sign the check. Once completed, mail it to the address provided on your bill.

Essential Security Practices When Writing Checks

Checks can be targets for fraud if you’re not careful. Implement these protective measures every time you write one.

Use a pen, not pencil, so information cannot be erased and altered. Never write checks in advance and leave them blank—only complete them when you’re ready to hand them over or mail them. Similarly, don’t sign a check until you’ve already filled in the payee and amount. Avoid making payees “Cash” since anyone could then cash the check. Leave no blank space on the check where someone could add information or digits after you’ve written it. These precautions significantly reduce your risk of check fraud.

Endorsing Checks: Making Them Yours to Deposit

When you receive a check, you can’t deposit or cash it without endorsing it first. An endorsement is simply your signature on the back of the check, confirming you’re the authorized recipient. Look for the line on the back that says “Endorse here” and stay above any line that warns “Do not write, stamp, or sign below this line”—that space is reserved for bank processing stamps.

Blank endorsement is the simplest method: just sign your name on the back. However, this is the least secure because anyone holding the check could theoretically attempt to cash it. If you’re depositing immediately, it’s acceptable, but it leaves your check vulnerable in transit.

Restrictive endorsement adds security. Write “For Deposit Only to Account Number [your account number],” then sign below. This limits how the check can be used and protects it if it’s lost or stolen. Wait until right before depositing to add your signature for maximum protection.

Third-party endorsement lets you sign a check over to someone else by writing “Pay to the order of [Person’s Name]” and signing. Not all banks accept this, so verify first.

Mobile deposits may require special notation like “For Mobile Deposit Only” depending on your bank’s requirements. Check your bank’s app or call ahead for their specific instructions.

For business checks, an authorized company representative must sign and may need to include the business name, their job title, and any restrictions like “For Deposit Only.”

When a check lists multiple payees using “and” (like “Jane and John Doe”), both must endorse it. If it says “or,” either one can endorse and deposit it.

How to Deposit Your Check

After endorsing, you have three main options for getting the check into your account.

In-person deposit remains the most straightforward. Visit your bank branch during business hours, hand the endorsed check to a teller, and let them know if you want it deposited or cashed. Bring a valid ID. The teller handles everything and gives you a receipt.

ATM deposits work at many banks and credit unions. Endorse the check, insert your debit card, enter your PIN, and follow the on-screen prompts. Some ATMs require you to use an envelope. Your check is typically credited within one to two business days.

Mobile check deposit has revolutionized banking convenience. Through your bank’s app, you can photograph both sides of the endorsed check, enter the amount, select your account, and submit it. The funds usually appear within a business day or two. Keep the physical check until you confirm the deposit cleared, then securely destroy it.

Ordering New Checks

You’ll eventually need to reorder checks. Some banks provide complimentary checks with new accounts; others charge a fee.

Ordering through your bank is usually the easiest option. Log into your online banking account through the website or app, find the customer service or account services section, and follow the ordering prompts. You can also call your bank or visit a branch to order in person.

Third-party check providers offer an alternative, often with design customization options and sometimes at lower prices. You’ll need to provide your account number, routing number, bank name, and starting check number so they print your checks correctly.

Note the check number of your last check so your new batch starts with the next number in sequence. Having an existing check handy makes the process easier since it contains all the information you’ll need: account number, routing number, bank details, and your contact information. Check costs vary by supplier and style, ranging from basic black-and-white checks to personalized designs.

Key Takeaways for Check Management

Properly filling out a check involves attention to detail: correct payee name, accurate amounts (both numerical and written), appropriate date, and your authorized signature. Maintaining a check register or spreadsheet to track every check you write helps prevent errors and keeps your finances organized. Reconciling your bank statements monthly ensures all transactions, including checks, are accounted for. Together, these practices help you maximize the security and efficiency of your checking account and your overall banking relationship.

Frequently Asked Questions

Is it legal to write a post-dated check? Yes, in most cases. A post-dated check has a future date and is sometimes used when you’re sending payment early or don’t currently have sufficient funds. However, check your state’s specific laws, as some jurisdictions have restrictions on post-dating.

How do I write a check to the IRS? Make your check payable to “U.S. Treasury,” not the IRS. Include your name, address, daytime phone number, Social Security number (or EIN for businesses), the tax year, and the tax form or notice number. Verify the correct mailing address on your tax form or contact the IRS directly before sending.

Can I deposit a check at an ATM? Many banks and credit unions now allow ATM check deposits. Check with your financial institution first to confirm they offer this service and to learn their specific procedures. You’ll typically need your debit card and PIN to complete the transaction.

What if my name is misspelled on a check I receive? Sign the check using the misspelled name first, then sign it again with the correct spelling. This ensures the bank can process it without complications, even though the payee name doesn’t perfectly match your account.