A personal check has six fields to fill out: the date, the payee name, the dollar amount in numbers, the dollar amount written in words, your signature, and an optional memo. Each one goes in a specific spot on the check, and getting them right ensures your payment processes without delays or disputes.
Date
Write the current date on the short line in the top right corner of the check. Use the standard month/day/year format. Most people use the date they’re actually writing the check, though you can postdate a check (writing a future date) if you’ve arranged that with the recipient. Keep in mind that banks aren’t required to honor a postdated instruction, so a postdated check could still be cashed early.
Payee Name
On the line that reads “Pay to the order of,” write the full name of the person or organization you’re paying. For a person, use their legal name rather than a nickname. For a business, use the official company name, since the recipient’s bank may reject a check that doesn’t match the name on their account. If you’re unsure how a business wants the name written, ask them directly before filling it in.
Dollar Amount in Numbers
In the small box to the right of the payee line, write the payment amount in numerals. A printed dollar sign is already there, so you just need the numbers. Always include cents after a decimal point, even when the amount is a whole number. For example, write “375.00” rather than just “375.” This prevents anyone from adding digits to inflate the amount.
Dollar Amount in Words
On the longer line below the payee name, spell out the same dollar amount in words. This is the line that ends with the printed word “Dollars.” If the numeric and written amounts ever conflict, banks typically treat the written amount as the official one, so accuracy here matters most.
Write cents as a fraction over 100. A check for $375.62 would read “Three hundred seventy-five and 62/100.” For a check with no cents, write “Three hundred seventy-five and 00/100” or “Three hundred seventy-five and no/100.” After writing the amount, draw a line through any remaining blank space on that line. This prevents someone from writing additional words to change the amount after you’ve handed the check over.
Memo Line
The memo line sits at the bottom left of the check. It’s optional, but using it is a smart habit. Write a brief note about what the payment is for: an invoice number, an account number, “August rent,” or whatever helps both you and the recipient track the payment. Some payees, like utility companies or government agencies, specifically ask you to write your account number on the memo line so they can match the check to your account.
Signature
Sign your name on the line at the bottom right corner. This is the only field that actually authorizes the payment. A check without a signature is invalid and will be returned by the bank. Sign the same way you signed when you opened your checking account, since your bank may compare signatures on larger checks. Never sign a blank check. Fill in every other field first.
What Ink to Use
Use black gel ink. Gel pens use pigment-based ink that soaks into the paper fibers, making it far harder to remove with chemicals. This matters because of a fraud technique called check washing, where criminals use solvents to erase the payee name or dollar amount and rewrite the check to themselves for a larger sum. Standard ballpoint pens use dye-based ink that washes off much more easily. A black nonerasable gel pen is your best defense.
How to Endorse the Back
If you’re the one receiving a check, you’ll need to sign the back before depositing or cashing it. The endorsement area is a small section on the back of the check, usually marked with lines or a box near one end.
The simplest option is a blank endorsement: just sign your name. This works, but it’s risky. Once you sign the back with nothing else, anyone who gets their hands on that check can cash it. A safer approach is a restrictive endorsement. Write “For Deposit Only” above your signature. This ensures the check can only be deposited into an account bearing your name, not cashed by someone who finds or steals it.
If you’re depositing through a mobile banking app, your bank may require specific language. Many banks ask you to write something like “For Mobile Deposit Only” along with the bank’s name above your signature. Check your banking app’s instructions the first time you use mobile deposit, since requirements vary.
For business checks, write the business name in the endorsement area exactly as it appears on the “Pay to the order of” line, then sign your own name underneath with your title (owner, treasurer, etc.).
Mailing a Check Safely
If you’re sending a check through the mail, don’t leave it in an unsecured curbside mailbox. Drop it in a locked USPS collection box or hand it to a postal worker inside the post office. After mailing, follow up with the recipient to confirm the check arrived. If a check goes missing in transit, contact your bank immediately to place a stop payment order before someone else can cash it. Stop payment orders typically cost $15 to $35, but that’s far less than the damage from a fraudulently cashed check.
Recording the Check
Most checkbooks come with a register, which is a small ledger at the front of the booklet. Each time you write a check, record the check number, date, payee, and amount. Subtract that amount from your running balance. This helps you avoid overdrafts, since checks can take days or even weeks to be cashed, and your online balance won’t reflect the payment until the recipient deposits it. If you don’t use a paper register, at minimum note the check in your budgeting app or spreadsheet so you’re not caught off guard when the funds leave your account.