Master the Art of How to Write Out Checks in the Digital Age

Though digital payment systems have revolutionized modern banking, traditional methods like checks remain surprisingly relevant. Whether you’re paying a utility bill, receiving employment compensation, or gifting money at a special occasion, understanding how to write out a check remains an essential banking skill. This comprehensive guide will walk you through every aspect of check usage—from the fundamentals to advanced scenarios.

Understanding Check Fundamentals: The Three Essential Numbers

Before you pick up a pen to write out a check, you need to recognize the core components that make every check function. Each printed check contains three critical identification numbers that serve different purposes in the banking system.

The first crucial element is your bank routing number, a unique nine-digit code assigned to your financial institution. This identifier enables various banking operations, particularly when you conduct online transactions or set up automatic transfers. Every bank maintains its own distinct routing number.

Second is your checking account number, which distinguishes your personal account from all others at your bank. This number directly connects any check you write to your specific account.

Third comes your check number, which appears in two locations on the document—the upper right corner and immediately after your account number. Each individual check in your booklet carries a sequential number for tracking purposes.

Recognizing these three components is the foundation for everything that follows when you write out a check.

The Complete Process: Step-by-Step to Writing a Check

Successfully writing a check requires attention to several key elements. Here’s how to complete this process correctly.

Adding the Date

In the upper right section of your check, insert the date when you’re completing the document. This timestamp informs the recipient when you issued the payment and helps with organizational tracking.

Identifying the Payee

On the line marked “Pay to the Order of,” write the name of the person, business, or organization receiving your payment. Precision matters here—verify you have the correct legal name to avoid complications. Take a moment to double-check spelling and formatting.

Recording the Numerical Amount

In the box positioned on the right side of your check, enter the payment amount using numerals. Position this amount as close to the left border as possible. This practice prevents fraudulent alterations where someone might add digits to the left of your number (for example, transforming $100.00 into $2,100.00).

Writing the Amount in Words

Below the “Pay to the Order of” line, express the identical amount using written text. If your check is for $243.26, you would write: “Two hundred forty-three dollars and 26/100.” This written format carries legal weight—if discrepancies exist between your numerical and written amounts, the written version takes precedence in dispute resolution.

Using the Memo Section

While optional, the memo line serves valuable purposes. You might note the purpose of payment, reference an invoice number, or record your account information with the recipient’s organization. This practice proves especially useful for tax deductions, utility payments, and vendor transactions.

Applying Your Signature

On the line located in the bottom right corner, sign your name. Your signature represents your authorization—without it, your check holds no legal validity. This act confirms you genuinely intend to transfer the indicated funds to the payee.

After completing all fields, many people find it helpful to record the transaction in a check register, spreadsheet, or banking app to maintain accurate records of their outgoing payments.

Real-World Application: A Practical Example

Let’s walk through a realistic scenario where you need to send payment to your electric utility company. Your monthly statement indicates an amount due of $113.97 and requests that you mail a check.

You would begin by writing the current date in the upper right section. Next, on the “Pay to the Order of” line, you’d enter the utility company’s name exactly as shown on your statement—for this example, “ABC Electric.”

The numerical amount box receives “$113.97,” positioned toward the left edge. On the line below the payee information, you write out: “One hundred thirteen dollars and 97/100.”

Many utility companies request that customers include their account number in the memo section for processing purposes. Once you’ve verified all information is accurate, you’d sign the check and mail it along with any required documentation to the address your utility provider specifies.

Security First: Essential Tips When Writing Checks

In an era when digital payments dominate, check fraud remains a real concern. Implementing these protective measures when you write out a check significantly reduces your vulnerability to financial crimes.

Always use pen rather than pencil, since pencil marks can be erased and altered. Never prepare blank, unsigned checks—complete all information before signing. Similarly, avoid signing checks before entering the payee name and amount.

Additionally, refrain from making checks payable to “Cash,” as this creates a blank check anyone could potentially cash. Leave no empty space on your check where additional information could be inserted, especially near the amount field.

Maintaining detailed records of every check you write serves as your audit trail. Track the check number, date, payee name, transaction description, and amount for each check you issue. Regular reconciliation with your bank statements ensures all transactions are accounted for and alerts you to any discrepancies.

Endorsing and Depositing Your Checks

When you receive a check from another party, endorsement becomes necessary before you can either cash or deposit it. Endorsing involves signing the back of the check, typically on a designated line that may read “Endorse here.”

Common Endorsement Methods

The most basic approach is a blank endorsement—simply signing your name on the back. This method works for ATM and mobile deposits but offers minimal security since anyone possessing the signed check could attempt to cash it.

For increased security, you can perform a restricted endorsement by writing “For Deposit Only to Account Number [your account number]” followed by your signature. This instruction limits what can be done with the check.

Some situations call for third-party endorsement, where you write “Pay to the order of [recipient name]” and sign. However, many banks restrict this practice, so contact your bank beforehand.

When depositing via mobile app, certain banks require you to add “For Mobile Deposit To [your bank name]” in your endorsement. Check your bank’s specific requirements through their app or customer service.

Deposit Options Available

You have multiple ways to deposit checks. Visit your local branch to hand a check and deposit slip to a teller. Many ATMs accept check deposits when you endorse the check first—some require you to use an accompanying envelope.

Mobile check deposit, available through most bank apps, allows you to photograph both sides of your endorsed check and submit these images to your account. Keep the physical check until the funds clear, then securely destroy it.

Ordering and Managing Your Check Supply

Eventually you’ll need to order additional checks. If your bank doesn’t provide complimentary checks with your account opening, you’ll purchase them through various channels.

Many banks allow online ordering directly through your account portal or mobile app, typically under customer service or account management sections. You can also order checks in person at your branch or by calling customer service.

Before ordering, note your last check’s number so the new batch starts with the next sequential number. Have an existing check available, since it contains all information you’ll need to provide: your account number, routing number, and bank details.

Third-party check providers offer another option, either through partnerships with your bank or direct ordering. Check prices vary based on design complexity and supplier, ranging from basic personal checks to fully customized designs.

Special Scenarios and Frequently Asked Questions

Can you write a check to yourself?

Yes, this is completely legal and serves as an alternative cash withdrawal method or account transfer tool. Simply enter your own name on the payee line.

Is writing a post-dated check legal?

Writing post-dated checks—checks bearing a future date—is legal in most jurisdictions, though state laws vary. Some individuals use this method when sending early payments or when account funds aren’t currently available.

What’s required when writing a check to the IRS?

Your check should include standard information plus your name, address, daytime phone number, Social Security number or EIN, the tax year, and the related tax form number. Make the check payable to “U.S. Treasury,” not the IRS directly. Consult the specific tax form or a tax professional for the correct mailing address.

Can you deposit checks at ATMs?

Many banks and credit unions permit ATM check deposits. Contact your financial institution to confirm whether this service is available and for specific procedures at their ATMs.

The Takeaway

Mastering the fundamentals of how to write out checks, endorsing them appropriately, and managing your check account effectively maximizes the value of your checking relationship. Even as banking technology advances, this traditional skill remains surprisingly practical for numerous payment scenarios.