how to write a check: an overview

How to Write a Check

Definition of a check: A check is a legal document that allows you to give the financial institution that holds your money the order to pay the “Payee” the amount of money you have designated

A check is a negotiable instrument drawn against deposited funds, to pay a specified amount of money to a specific person/organization upon demand

© 2013-2014, Created by Angela DeHart. All Rights Reserved

Step 1: Get pre-printed checks Your complete name and current address should be printed on your checks. Common check accepting policies by businesses include:

•Checks must be from a local or in-state bank •Checks should not be written and accepted for more than the purchase amount •Checks should not be accepted if they are starter checks, unnumbered checks, or npn-personalized checks


Printed Name 1234 Learning Drive Glasgow, MS 12345

Bank of DeHart 1234 Learning Drive Alexandria, VA 23415

Step 1: Get pre-printed checks

You can get checks from several different sources: 1. Your financial institution 2. From a check printing company 3. You can print them off of your printer using a money management software program like Quicken, Mint, etc.

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Step 2: Write today’s date The date on your check should be current Common check accepting policies by businesses include: •The date on the check must be current •Pre- or Post-dated checks are not acceptable

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Step 3: Fill in the “PAY TO” line The check needs to be made out to the person(s)/business you want the bank to give your money to Common check accepting policies by businesses include:

•How the information is spelled county. Incorrect spellings mean that the bank does NOT have to honor (pay) the check •If the check if being written to a business/organization do not abbreviate without permission •If you are not sure how the check should be filled out/how the name is spelled – ASK for assistance, it matters!

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Ms. DeHart ----------------------------------




Using numbers, fill in the exact dollar amount you want to pay the person/business Common check accepting policies by businesses include:

•Write the exact amount. Use dollars AND cents to describe the amount •Dashes are acceptable for zeros •Start writing the number as near to the start of the amount box, without making the amount hard to read, as you can. This prevents fraud (people stealing your money!!!!!!)

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Ms. DeHart --------------------------------------------------- 25.00

Step 4: Prevent fraud!




Step 4: Fill in the numerical dollar amount If you leave a space next to the dollar sign someone could add numbers and take out

more than you authorized ! That is STEALING!!! Take care of your money! A common way to prevent check writing fraud:

•Start writing the number as near to the start of the amount box, without making the amount hard to read, as you can. This prevents fraud (people stealing your money!!!!)

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Ms. DeHart --------------------------------------------------- 25.00 1




Step 5: Fill in the written dollar amount Using words, fill in the exact dollar amount you want to pay the person/business Common check accepting policies by businesses include:

•Write the exact amount. Use words o describe the amount •Always list the cents in fraction format •Start writing as near to the start of the line as you can. This prevents fraud (people stealing your money!!!!!!) •Always draw a line if there is still room after you write the amount in word form. This will prevent someone from adding additional zeros

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Ms. DeHart --------------------------------------------------- 25.00

Twenty –five dollars 00/100 ------------------------




Step 5: Prevent fraud! Fill out your check the smart way – DON’T leave yourself open to theft! Common ways to prevent check writing fraud:

•Start writing the number as near to the start of the amount box as you can •Start writing as near to the start of the line as you can •Always draw a line if there is still room after you write the amount in word form. This will prevent someone from adding additional zeros

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Ms. DeHart ---------------------------------------------------

Twenty –five dollars 00/100 -----------------

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Step 6: Sign your name

Put your “John Hancock” (signature) on your check Common check accepting policies by businesses include:

•Always sign your name the same way •If this is a retail transaction, the check should be signed in front of the clerk •Many businesses ask for identification (i.e. Driver’s license) to verify your name, address and signature

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Ms. DeHart --------------------------------------------------- 25.00

Twenty –five dollars 00/100 --------------------------------------

Signature Name




Step 7: Fill out the memo section Make a note to yourself of why you are writing this check Common check writing practices:

•Sometimes the day is so busy or you went to a new store that if you don’t make a note to yourself you have no I dea what the information on the check means! •If there is a dispute about the merchandise your purchases a memo on the c heck may be helpful/evidence of the purchase

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Ms. DeHart --------------------------------------------------- 25.00


Signature Name Lost needle


Step 8: Verify the information Take a quick look to make sure your check is filled out correctly BEFORE handing it over

for payment or placing it in the mail Common check writing practices:

•Catching your mistakes will allow you to avoid any calls from the merchant because “you forgot to sign your check”, being charged for late payments because a piece of vital information is missing and the check could not be cashed, or making the check out all over again because you made a mistake



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Ms. DeHart --------------------------------------------------- 25.00




Step 9: Hand over your check!

Your are DONE writing your check!



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Ms. DeHart --------------------------------------------------- 25.00




Tips to Prevent Check Fraud! Fill out your check the smart way – DON’T leave yourself open to theft! Common ways to prevent check writing fraud:

1. Write your check in pen. Gel pens work the best because ink removing liquids do not work as well with the gel 2. Use the correct date on the check 3. Start writing the numerical amount as close to the start of the amount box as you can 4. Start writing the word version of the number as near to the start of the line as you can 5. Always draw a line if there is still room after you write the amount in word form 6. Leave yourself a note as to why you wrote the check in the memo section of the check



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Ms. DeHart --------------------------------------------------- 20.00

Twenty dollars 00/100 ---------------------------------------------

Penny Gros Donation to Textile museum


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Practice: What is wrong with this check?




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Ms. DeHart --------------------------------------------------- 25.00

Twenty dollars 00/100 ---------------------------------------------

Penny Gros

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________





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Ms. DeHart 20.00

Twenty dollars 00/100 ------------------------

Patty Gros Donation to Textile museum

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________




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Ms. DeHart --------------------------------------------------- 20.00

Twenty dollars 00/100


1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

You are making a promise to pay whomever you give your check to so keep your word! Facts check writers should know about:

1. Never make checks out to “CASH” or leave the “pay to the Order of” section blank – you

would be giving anybody who picks the check up the opportunity to cash it

2. It is illegal to knowingly write a check for more than you have in your account. If presented to the bank, the check would “bounce” because your account has insufficient funds to cover the check you have written. Normally the merchant you wrote the check to will charge you your original amount owed PLUS an additional 25.00 to $70.00 for bouncing a check. If that wasn’t bad enough your financial institution will also charge you another $25.00 to $35.00 for bounding a check. That is expensive!

3. If you bounce checks on a consistent basis you name will appear on a fraudulent check writing list which. When merchants check the list they will not accept your check as payment for your purchases


Your Check Writing Responsibilities

Fill out your check the smart way – DON’T leave yourself open to theft! Common ways to prevent check writing fraud:

• Leave yourself a note as to why you wrote the check in the memo section of the check • It is absolutely fine to write checks for small amounts, like $2.00 • If you have overdraft protection, which allows you to borrow money from the bank to cover

“bounced checks” and you use it, the fee is smaller than what you would pay if you bounced a check – and there would also be no merchant bounce check fees

• Since the dollar sign ($) is already preprinted on the check there is no need to write it • If you have an account with the payee you may want to write the account number on the

memo portion of the check. That ensures your funds can be applied to your account even if the check and the payment stub get separated

Check Writing Trivia


Parts of a Check




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Ms. DeHart --------------------------------------------------- 20.00

Twenty dollars 00/100 ---------------------------------------------


1. Check number 2. Date 3. Payee (name of person or business you are writing the check to) 4. Amount in numbers 5. Amount in words 6. Signature of account holder 7. Account holder’s bank. The financial institution where the funds are coming from. 8. Memo 9. Route number: A 9 digit number used by the banking system to process the check 10. Account number of the person who signed the check

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Bibliography Small Business Administration website

www.sba.gov/content/accepting-checks

Wikihow website www.wikihow.com/Write-a-Check

Immihelp website www.immihelp.com/newcomer/writing-a-check-tips.html


Wikipedia: Magnetic ink character recognition (MICR) www.wikipedia.org/wiki/Magnetic_ink_character_recognition