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Writing a check is a straightforward way for your business to pay vendor invoices and other expenses. The process of writing a business check is similar to that of writing a personal check, but the funds will be drawn from your business checking account. Additionally, the check will contain your company’s name and banking information. Here’s what you should know about how to fill out a business check, step by step, along with tips for keeping your payments secure.
Key Points
• Filling out the date in the top-right corner is the first step in writing a business check, using either a numerical or written-out format.
• The payee’s full legal name goes on the “Pay to the Order of” line.
• The payment amount must be written in two different places, once in numerals and once in words, with a line drawn after the words to prevent unauthorized additions.
• The optional memo line indicates the purpose of the payment, such as an invoice number or expense description.
• An authorized signature on the bottom-right signature line is required for the check to be processed.
What You Need Before Writing a Business Check
Before you can write a business check, you’ll need a small business checking account. Your business checks will be linked to and draw funds from this account.
Once you’ve got your business bank account and checkbook set up, you’ll still have to gather a few details to fill out your business check:
• Payee’s information: You’ll need the full legal name of the individual or business you’re paying.
• Payment amount: This will be the exact amount you’re paying, including any cents. Make sure you have sufficient funds in your linked business checking account so the check doesn’t bounce.
• Payment details: Your check will have a memo line where you can indicate an invoice number or description of the expense.
• Check number: Each check has a unique ID number, usually located in the upper right corner. Jot it down in your records to keep track of payments.
• Date: You’ll generally write the current date as you fill out your check. While you can write a future date, this won’t necessarily prevent the recipient from depositing the check earlier.
• Authorization to sign: Make sure you’re authorized to sign the business check. You can endorse a check only if you’ve been explicitly designated as an authorized signer on the bank account’s records.
Recommended: Benefits of a Business Bank Account
How To Write a Business Check
Writing a business check is a straightforward process that involves six main steps.
Step 1: Add the Date
You’ll start by adding the date in the date field, which is usually in the top-right corner of a business check. You can write it in a numerical format, like 12/21/2026, or spell it out, like October 15, 2026.
It’s common to write the current date, which can help you track payments. While you can write a future date, this won’t necessarily stop the recipient or their bank from processing the check earlier than that date.
If you want the recipient to wait to deposit the check, it’s a good idea to discuss this timing with them separately.
Step 2: Enter the Payee
Next, you’ll enter the payee on the line labeled “Pay to the Order of,” which usually appears in the left center of the check. Write the full legal name of the person or business that you’re sending the payment to. If it’s a business, double check if you should add “LLC,” “Inc.,” or another designation at the end. If you’re making a payment on a small business loan, the payee may be a bank.
Confirm that you’ve filled in the payee’s name accurately so there aren’t any issues when the recipient tries to deposit the check.
Step 3: Write the Numeric Amount
To the right of “Pay to the Order of,” you’ll see a small box for the payment amount. Here’s where you’ll write the exact payment amount in numerals.
Most checks already have the dollar sign printed out, so you will probably only need to write the numbers. Use a decimal point to separate dollars and cents.
If you’re paying a contractor $1,250.75, for example, you’ll likely write 1,250.75. Include the cents even if you’re paying a whole-number amount. For example, write 500.00 rather than 500.
Step 4: Spell Out the Written Amount
Next you’ll spell out the payment amount in words on the line underneath the payee’s name. If there’s any remaining space left in the box, you can draw a line to prevent any unauthorized additions.
If the check is for $1,250.75, for example, you can write:
One thousand two hundred fifty dollars and 75/100 —
For a $500.00 check, you can write:
Five hundred dollars and 00/100 —
Double check that you’ve filled out this field accurately. If there’s a discrepancy between the written and numeric amounts, the amount that’s spelled out in words will be used.
Step 5: Complete the Memo Line
The memo line is an optional line where you can indicate what the check is for. It’s usually located in the bottom-left corner of the check.
While you can leave the memo line blank, adding a short detail can help you more easily identify what the payment is for. For example, you might write something like one of the following:
• Invoice #001
• October office rent
• Website design services
There’s only space for a few words, but filling it out can keep things clear for you and the company receiving the check. If you’re using small business accounting software, a clear memo can help you match payments to invoices and accrued expenses.
Step 6: Add an Authorized Signature
Your final step in how to fill out a business check is signing your name on the signature line, usually in the bottom-right corner of the check. This is an important one, as the check can’t be processed without an authorized signature.
Only someone who’s authorized to sign can add their signature to the check. This may be the business owner, a partner, or someone else who has been added to the business bank account’s signature card or banking resolution.
Before you sign, check that all the details are accurate. Once you’ve reviewed everything and added your signature, you’re ready to send your business check.
Recommended: What Is Accounts Payable?
Security Tips for Writing Business Checks
Business checks offer a secure way to make payments with a physical paper trail, but you’ll still need to take precautions to protect your money and business. Here are some steps you can take to boost security when you’re writing and sending business checks.
• Use permanent ink: Use a blue or black pen rather than a pencil so no one can erase the information on your business check.
• Fill in all the required fields: These include the date, payee’s name, and amount fields. On the written amount line, draw a line through any unused space.
• Never sign a blank check: Always fill in the numeric and written amount before you sign the check.
• Store your checks in a safe place: Business checks contain your business banking account number, so make sure you’re storing them securely.
• Double check all the details: Don’t rush through writing a check. Confirm that the payee’s name and payment amount are accurate before you send it.
• Verify any payments requests: Before you write a check to an unfamiliar vendor, it’s worth independently confirming its identity and payment details.
• Void a check that has errors: If you make a mistake when writing your check, you can cancel the check by writing VOID across it in large letters. Use black or blue permanent ink. After recording the void check in your records, you can dispose of it by shredding it or tearing it into small pieces.
• Track your payments: Write down the check number, payee, amount, date, and purpose of the payment in your small business accounting software or other bookkeeping records. Review your bank transactions so you see when the check was deposited. If you see any suspicious activities, report them to your bank right away.
The Takeaway
Knowing how to write a business check comes in handy if you need to pay a vendor, employee, or other supplier via check. While the process is simple, it’s important to confirm all the details are accurate before you sign and send. If you’re looking for more ways to manage your company cash flow, check out your options for small business loans.
Ready to grow your business? SoFi Small Business Loans can give you fast access to the capital you need. Check your eligibility in minutes.
FAQ
What happens if the numeric and written amounts on a check don’t match?
If the numeric and written amounts on a check don’t match, the bank will default to the written amount.
Can anyone sign a business check?
No, only authorized people can sign a business check. That means someone who has been explicitly designated as an authorized signer on the business bank account’s records.
What should you do if you make a mistake writing a check?
If you make a mistake when writing a check, write VOID on the check in large letters in permanent ink. In your records, write down the check number as void. Then securely dispose of the voided check, whether by shredding it or tearing it into small pieces.
Do you need to fill out the check stub or voucher?
You’re not required to fill out a check stub or voucher, but doing so could help with your recordkeeping. You can write down the date, check number, payee, amount, and payment purpose to track your payments and reconcile your business checking account.
Is writing a business check different from a personal check?
Writing a business check is similar to writing a personal check. You’ll still enter the date, payee, payment amount in numbers and words, a short memo, and your signature. The main difference is that a business check will contain your business name and be linked to your business checking account.
Photo credit: iStock/AndreyPopov
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