Sample Check Writing, PDF

What is Check Writing?

Check writing is a process of writing checks for requests and approvals of payments such as when sending money for a bank deposit, purchasing an expensive product or service, paying taxes, and many others. A check is a written, dated, and signed business document that instructs a bank to transfer a specific sum of money from the payor’s account to the payee. This is a beneficial method to easily and quickly provide accurate, clear, and well-defined documentation that a bill was paid completely.

According to a published report, 97% of small and medium-sized business firms still depend on paper checks to create and accept payments such as using bank deposit slip templates. Although society continuously transitions to digital technology away from the pen-and-paper method, there are some advantages to check writing. Most businesses charge convenience fees for electronic payments but paying with a personal check helps you to avoid those fees. Writing checks is one of the safest ways to send money and show proof of payment. 

Types of Checks

Choose from different types of checks when you make payments like paying rent or purchasing a house. For example, consider using a cashier check sample PDF if you need to issue a cashier’s check. Understand what these various types of checks offer so that you know which check is suitable for your needs or current situation.

Business Checks: These checks are also known as bank checks or cashier’s checks, a type of payment guaranteed by the issuing financial institution. If you are a payee, this means you don’t have to worry about whether or not the check will have already available funds. Business checks can only be used to buy products or services from business firms or companies in the same state as the issuing bank or credit union. Most of the time, payees request business checks for larger amounts for assurance that the check will clear. Whether you want a down payment on a car or a large home renovation, business checks are ideal for larger purchases. Certified Checks: Generally used for large payments like insurance company payments or tax payments, certified checks are checks that have been verified by banks to be legitimate and backed by funds. Like business checks, certified checks are designed for larger expenses. The bank or credit union will verify the account holder’s signature and confirm there is sufficient money in their bank account to cover the transaction. Sometimes, you can use this to secure a loan or pay off an overdraft fee. Personal Check: One of the most common types of checks is a personal check. It is a paper slip from a bank, credit union, or financial institution that is signed by the account holder. Use personal checks for your everyday expenses such as gas, groceries, rent payments, and utility bills. Also, use personal checks if you need to withdraw funds from a bank account and make other payments. If you have insufficient funds in your bank account, you may not be able to cash the check. That’s why make sure that you have sufficient funds in your associated bank account to prevent any overdraft fees. Payroll Checks: These checks are issued by the employer and drawn on a bank whose checking account is created in the name of the company. A payroll check may also be issued through the use of direct depositing payroll systems. In this type of deposit check issuance, a business gives a bank its payroll data and authorizes a bank employee to create a payroll check from the data or enables the bank to complete, sign, and deposit all payroll checks on their behalf. Out-of-State Checks: Issued by a business bank account located in a different state that the payee’s account, out-of-state checks can be used to buy products or services from business firms or companies in the home state of the payee or the state where the check was issued.Traveler’s Checks:Great for traveling people, traveler’s checks allow travelers to have their checks from a bank or third-party website. You will see that the bank issues a signed instrument that guarantees the payment. If the traveler’s check is lost or stolen, the bank will pay you back.Electronic Checks: Commonly known as eChecks, electronic checks transfer funds using an online check from the payer’s account to the account of the payee. Electronic checks are issued through the automated clearing house (ACH) used in both personal and business bank accounts. Plus, you can use eChecks for your personal and business bank accounts as these checks can clear in as few as one business day and they mostly don’t have no-fee transactions.

Parts of a Check

Are you confused about the proper format for check writing? This section helps you to learn and understand the different parts of a check so that you can easily and quickly complete, receive, and deposit paper checks. 

Personal Information: This part provides details about the bank account owner or the one paying money. It is always pre-printed and located at the upper-left corner of a check. It typically includes the name, home address, and contact information of the payor. Limit the amount of information on your checks if you are concerned about privacy like replacing your home address with a post office box. Payee Liner:It specifies who will receive funds from one’s checking account. Include the name of the person or an organization or the payee. It must show the full name of the recipient to avoid any confusion or difficulty for the person who deposits the check.Dollar Box:Sometimes called the “courtesy box” for convenience, this box contains the amount of your heck in numerical format. For example, “1,270.00” instead of “one thousand two hundred seventy.” The numbers indicated in the box must be as far to the left as possible and any numbers must be clearly entered after the decimal. For round dollar amounts, add “.00.”. Check Amount in Words: This line shows the amount of the check written in words. For example, write “one hundred thousand dollars” for “$100,000.” Cents are written as fractions of a dollar, rather than as full cents. Memo Line:It is used when the payor wants to write an unofficial note on the check. This part is optional only. Use this line to add details for your personal recordkeeping, include an account, invoice, or transaction number for paying bills, and insert notes if you want to write checks to your friends or family. Date Line:It contains the date of the transaction. Signature Line:Located at the line on the bottom right-hand corner of the check, it shows the signature of the payer. It has the letters “MP” next to the signature line that indicates the check has a security feature called microprinting which involves tiny words on the check that cannot be seen by the naked eye. Bank’s Contact Details:This section displays the bank’s name, phone number, and address, as well as the logo of the bank. It tells the recipient where the payor bank is and where the money will come from.ABA Routing Number (MICR Format):Found at the bottom left of the check, this routing number serves as an address for the bank of the payer. When you write a check, other banks can get in touch with your bank and collect funds from your account using this number.Sender’s Account Number:Also located on the bottom of a check beside the ABA routing number, it has the payer’s account number in MICR format.Check Number:It is a reference number that will help the payer balance their checkbook, monitor which checks have been processed by their bank, and identify which checks are still outstanding.

How to Fill Out a Check

Before you fill out a check, you need to make sure that you have a sufficient amount of money to cover the purchase and think about alternative payment methods including debit card payments or electronic transfers. Also, use a sample check PDF to make things easy and quick. Here are the basic steps on how to fill out or write a check properly.

Step 1: Write the Date and Payee Line

Indicate the current date near the top right-hand corner of the check. Use today’s date to help you and the receiver keep clear documentation. Then, go to the line that says “Pay to the order of” as you accurately write the name of the person or organization you are paying.

Step 2: Specify the Amount in Numeric Form and in Words

In the dollar box or the small box on the right-hand side of the check, write the amount of your payment using numerical figures. Write as far over to the left as possible. After that, write out the amount using words. This will help you prevent confusion and fraud. If that amount in words is different from the numeric form that you specified in the previous step, the bank will follow the amount you wrote with words. Use all capital letters when writing the amount in words because it is more difficult to alter.

Step 3: Insert your Signature

On the line in the bottom-right corner of the check, sign the check legibly. Use the same full name and signature on file at your bank so that your check will be validated.

Step 4: Add a Note on the Memo Line

If you want to add a note, write a reminder on the memo line. This is an optional step. Simply write the reason why you filled up the check. For example, write an account number for utility payments or indicate your Social Security Number when you pay the IRS.

FAQs

What makes a check invalid?

Insufficient funds, unreadable or invalid account and routing numbers, inappropriate formatting, a missing or invalid signature, or too much time elapsing since the printed date are some of the common reasons that make a check invalid.

What are the different types of checks?

The different types of checks are cashier’s checks or business checks, certified checks, personal checks, payroll checks or payroll statements, out-of-state checks, traveler’s checks, and electronic checks or eChecks. 

What are the qualities of a good check?

A good check must be written and properly signed, issued only to a specific bank, and have a clear, specified amount in both words and numerical figures.

Understand the importance of check writing, different types of checks, parts of a check, and the steps on how to fill out or write a check. Check writing helps you effectively order new checks, ensure check orders come out correctly, set up direct deposit instructions, and verify that any checks you got are filled out in an organized manner. After completing your checks, make a record of the payment using a check register so that you can track your spending and know where your money goes. Sample.net provides a diverse template collection of PDF documents for accounting, check writing, and business such as an accounting business proposal in PDF, an accounting agreement in PDF, an accounting checklist in PDF, etc.