How to fill out a check

The six parts of a check

Every standard US check has the same six areas, no matter which bank printed it. Once you can name them, filling one out is easy.

• Date line in the top right corner.
• Pay to the order of line, where you write the payee (the person or business getting paid).
• Amount box, the small box on the right where you write the amount in numbers.
• Amount line, the long line under the payee where you write the amount in words.
• Memo line in the bottom left, for a note about what the payment is for.
• Signature line in the bottom right, where you sign.

The numbers printed along the bottom edge are your routing number, account number, and check number. You do not write anything there.

Fill out a check step by step

1. Write the date. Use the current date in the top right corner. You can write it as month, day, year (for example, August 9, 2026) or as 08/09/2026. Postdating a check with a future date does not reliably stop it from being cashed early, so only write a date you are ready to honor.
2. Write the payee. On the Pay to the order of line, write the full name of the person or company. Use the exact business name they gave you. If you are not sure who to name, ask before you write, because a wrong name can hold up the payment.
3. Write the amount in numbers. In the amount box, write the figure with dollars and cents, for example 1,250.00. Start writing at the far left of the box so no one can add a digit in front of your number.
4. Write the amount in words. On the long line, spell out the dollars, write the word "and," then show the cents as a fraction over 100. For 1,250.00 you would write "One thousand two hundred fifty and 00/100." Draw a line through any leftover space so nothing can be added.
5. Add a memo (optional). Use the memo line for a note such as an invoice number, "August rent," or an account number. This is for your records and the payee's, and it is not required for the check to be valid.
6. Sign the check. Sign your name on the signature line in the bottom right, matching the signature your bank has on file. An unsigned check cannot be cashed.

Writing the amount so it cannot be changed

The two amount fields exist on purpose. If the number in the box and the words on the line disagree, US banks are generally supposed to pay the written words. That is why both need to match exactly.

• Match the box and the line to the penny. 1,250.00 in the box means "One thousand two hundred fifty and 00/100" on the line.
• Show cents as a fraction of 100. Forty two cents becomes "and 42/100." Zero cents becomes "and 00/100" or "and no/100."
• Fill empty space with a straight line so the amount cannot be extended. This is one of the simplest ways to protect yourself.
• You do not need to write the word "dollars" at the end of the words, because it is already printed on the line.

Common mistakes to avoid

Most check problems come from a handful of small errors. Watch for these before you hand the check over.

• Leaving the payee blank. A check made out to "cash" or left blank can be cashed by anyone who holds it. Always name the payee.
• Mismatched amounts. If the box and the line do not match, the bank may reject the check or pay the written amount, which can be a surprise.
• Forgetting to sign. An unsigned check is not valid. This is the single most common reason a check is returned.
• Sloppy corrections. If you make a mistake, it is safer to void the check and write a new one than to scribble over it. Many banks will not accept a check with a changed amount.
• Not recording it. If you do not write the check down, it is easy to forget the money is spoken for and overdraw the account.

Keep a check register so your balance stays right

A check register is a simple running log of every check, deposit, and withdrawal. It is the habit that keeps you from bouncing a check, because your paper balance stays ahead of what the bank shows. A basic register has one row per transaction with these columns:

• Check number and date.
• Payee or description, so you remember what the payment was for.
• Payment amount for money going out.
• Deposit amount for money coming in.
• Running balance, updated after each row.

After you write a check, record it right away and subtract the amount from your balance. Do the same for deposits and card charges. A tidy register makes it easy to spot a transaction you did not make and to reconcile against your bank statement each month.

Fill out and save a check or register on your computer

If you print your own checks, use a template, or keep a digital check register, you do not have to write everything by hand. You can open the page as a PDF and type into it. Our fill a PDF tool lets you drop in a blank check template or a register sheet and place clean, aligned text exactly where it belongs, then download the finished file. The document is processed in your browser, which keeps your account and payment details on your own device.

Need a form to start from? Browse the form templates library for money and banking documents you can fill in the same way, including a direct deposit form when you would rather get paid electronically than by check. If a template needs a signature, the sign a PDF tool lets you draw, type, or upload your signature and place it on the page.

How to void a check the safe way

Sometimes you need to cancel a check you already started, or you are asked for a voided check to set up direct deposit or automatic payments. To void a check, write the word VOID in large letters across the front, big enough to cover the payee and amount areas without hiding the printed numbers along the bottom. A voided check cannot be used to take money, but it still shows your routing and account numbers, which is exactly what a payroll or billing department needs. Record the check number as voided in your register so the gap in your check sequence is accounted for.

When a check is the right choice

Checks are handy in specific situations, and other methods fit better in others. A check works well for paying a landlord, a small contractor, a school, or anyone who prefers paper and can wait a day or two for it to clear. It also creates a paper trail with your signature. If you need a payment that cannot bounce, such as a car deposit or a closing cost, a cashier's check or a money order gives the recipient a guaranteed amount. For recurring bills, direct deposit and automatic transfers save you from writing a check every month. Knowing the options helps you pick the one that fits the payment.

Put a check in the mail the right way

When you mail a check, fold it inside a sheet of paper so it cannot be read through the envelope, and send it in a security envelope if you have one. Never send a signed blank check. Keep a note of the check number and amount in your register so you can follow up if it does not clear within a week or two.

Try it free and save your work

You can fill out a check template, a register, or any banking form in a few clicks, at no cost. Create a free account on fillable.ca to save your filled documents, reuse them next month without starting over, and keep every payment record in one place. Open the fill tool, add your file, and see how fast it goes.