Guide to Duplicate Checks

Because check writing is a less popular form of payment these days, it’s easy to get confused about how the whole process works. When someone writes a paper check, there may be a carbon copy attached to the back of each check. These are known as duplicate checks.

But what exactly are duplicate checks? How do you use them? And when do you need them? Keep reading for more insight.

What Are Duplicate Checks?

Duplicate checks are a type of checkbook you can get from your bank that makes it easier to keep track of the checks you write. Behind each check is a thin sheet of paper that records what you write. This check is known as a carbon copy or “duplicate.”

When you write on a check to fill it out, your writing transfers over to the duplicate check. In this way, the duplicate that’s created can serve as a record of the payment made, including information such as the check number, how much was spent, the day the check was written, and to whom the check was addressed.

The same information found on the duplicate check can also be found by logging into your account online, but it can be helpful to have duplicate checks on hand for quick reference.

How Do Duplicate Checks Work?

A duplicate check is attached to the back of a normal check in the form of a thin piece of paper. This acts as a carbon copy of the original check. All duplicate checks have the same check number printed on them as the original. The pressure from the check writer’s pen transfers what’s written on the original check to the duplicate check.

Once you are done writing a check, you just need to tear the original check out of your checkbook and leave the duplicate check in the checkbook so you can reference it when and if you need to. (The original check goes to the person or business you’re paying). All of the information included in the payee, amount, date, and memo sections transfers over. The only area of the original check that doesn’t copy over is the signature. This is to protect you, the account holder, from identity theft in the event that someone steals your checkbook. Basically, a duplicate check mirrors the information and can help you verify the check you just wrote. You can see all the details right there, on the carbon copy.

Are Duplicate Checks Legal?

Yes, duplicate checks are legal and simply serve as a record of a check that the account holder already wrote. Legal issues arise if someone were to steal a checkbook and try to cash it or use the information on the check to commit bank fraud.

Where Can I Get Duplicate Checks?

If you have a checkbook, you may already have duplicate checks on hand. If not, you can order this style of checkbook from the bank or credit union where you have a checking account. It may also be possible to order duplicate checks from select reputable online check printers, which may charge less than a bank does for checks.

Single vs Duplicate Checks: What’s the Difference?

Single checks are the type of check you typically receive in a standard checkbook. The checkbook contains a series of individual checks that are ready to be written out and used for payment. Duplicate checks come in a special checkbook that is preassembled with carbon paper and two copies of every check.

Pros of Duplicate Checks

Once you understand the principle of duplicate checks, you may wonder whether these are right for you. Here are a few advantages of using duplicate checks.

Safer Than Carrying Cash

While someone can easily steal cash out of a wallet, checks are not as simple to steal. This is especially true if you take steps to manage your checkbook well and keep it in a secure place.

Ease of Use

You don’t have to do anything to create the duplicate check thanks to the carbon copy feature of the checkbooks. There’s no need to write the check number, date, payee, and amount in your check register.

Convenience

The whole point of a duplicate check is to make staying organized and tracking former check payments easier. While most check information is available through online bank accounts, having a paper copy can act as a helpful backup.

Checks Can Be Canceled If Stolen

If you have reason to suspect a check was stolen, you can stop payment on the check before it’s cashed. Again, that’s a big advantage over cash — once bills are stolen, they’re gone for good.

Cons of Duplicate Checks

Of course, there are also some disadvantages associated with duplicate checks that are worth keeping in mind.

Security and Privacy Risk

Because duplicate checks have important information on them about your bank and your spending habits, it’s important not to lose a check and to minimize the possibility of your checkbook getting stolen.

Cost More Than Regular Checks

Some banks or check providers charge more for duplicate checks than they do for single checks.

Not All Check Printers Provide Them

Not all check vendors can create duplicate checks, so they may not be available from the company where you normally order checks.

Checks Usage Is on the Decline

Checks (including travelers checks) are becoming a less popular form of payment as people shift to online payments, electronic checks, and other options. In many cases, it may not be worth the fuss of ordering and managing a checkbook for the occasional payment.

Alternatives to Duplicate Checks

If you want to keep good records of checks you have written but don’t want to hold onto duplicate checks, you have a few options.

•   Log in to your account online. Most banks and credit unions give customers an online bank account where they can access information about their transaction history, including the information that’s found on a duplicate check. However, be aware that this is not a reliable way to keep track of every check you’ve ever written, as banks eventually stop sharing old transactions. But it’s possible to download your statements and save them electronically.

•   Make a digital copy. You can take a picture of or scan each check you write and store it digitally.

•   Use a check register. To keep all information about written checks in one place, it’s possible to use a check register. These registers can be on paper or digital. They capture the check number, the name of the payee, the date when the check was written, and the amount it was written for. This process can make it simpler to balance, say, your high-yield checking account by copying down check payment information and subtracting the amounts from your balance.

The Takeaway

What is a duplicate check? In short, a duplicate check is a carbon copy of a regular check. Though it can’t be used to make a payment, a duplicate check makes record-keeping easier. When you write a check, the attached duplicate check creates an automatic copy of it that you can easily reference. While checks aren’t as widely used as they once were, a duplicate check system can be a bonus if you like writing checks, as it can help you keep tabs on your checking account.

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FAQ

What is a single check?

A single check is a type of check you get in a standard checkbook. This checkbook contains a series of numbered individual checks that you can write out and use for payment.

What is the difference between a single and duplicate check?

Single checks are the kind of checks you receive in a standard checkbook. Duplicate checks come in a special checkbook that’s preassembled with carbon paper and two copies of every check. This makes it easier to keep track of all the checks you’ve written.

Can you cash a duplicate check?

No. A duplicate check is simply a copy of a check you’ve written that stays in your checkbook and cannot be cashed. Only the original check can be cashed.

Photo credit: iStock/FG Trade

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