How to Write a Business Check: Step-By-Step Guide

A business check is a pre-printed payment document drawn against funds held in a company's bank account designated for business related transactions. Small business owners have many choices for making payments and managing finances effectively, and often times writing a check might be the best choice.

When are business checks used?

While modern technology offers numerous payment options, there are still situations where a company may find paying with a check is the most suitable choice.

Paying vendors who lack electronic payment acceptance
One-time expenses where the simplicity of a check outweighs the time needed to set up an online account for payment
Avoiding transaction fees associated with electronic payment methods
For flexible payment timing or documenting proof of payment

What are the parts of a business check?

Understanding the components of a business check and the distinct purpose of each part in the transaction process will help ensure accuracy. It's good to familiarize yourself with the different parts of a business check before writing one.

Business information: Printed in the upper left corner. This should include the legal business name and address and may also include contact info and a business logo.
Date: Typically found at the upper right of the check. Include the month, day, and year that you want the check to be valid for or the current date (e.g. February 28, 2025).
Pay to the order of: Located at left center of the check. This is the payee, or the recipient of the payment. Make sure to use their legal name, spelled correctly.
Payment amount in numbers: To the right of the 'Pay to the Order of' line. This is the payment amount in a numerical format using a decimal point to separate the dollars and cents (e.g. 147.89).
Payment amount in words: Just below 'Pay to the Order of'. This is the payment amount in words, starting with the dollar amount, followed by “and”, then the cents portion (e.g. One hundred forty-seven dollars and 89/100).
Memo line: Located on the lower left of the check. Use this line to briefly describe the purpose of the payment, invoice number, or other helpful information for record keeping.
Signature line: Located on the bottom right of the check. The payer's signature must match the authorized signature on file with your financial institution.
Routing number: The nine-digit number located on the bottom of the check. This identifies your financial institution.
Account number: On the bottom of the check next to the routing number. This number matches your business account at your financial institution.
Check number: Printed at the bottom of the check next to the routing and account numbers, and in the upper right corner. These numbers should match.
Your bank's name and address: Usually near the bottom of the check. This helps the recipient's financial institution know from which bank to request the payment.

How to write a business check, step by step

Whether you choose to handwrite the business check or print from a computer, you'll want to ensure that all the required information is accurate and legible.

Follow these simple steps to write a professional, accurate business check:

Write the Date - Write today's date (or a future date if post-dating the payment) in the Date field. Either the number format (e.g. 02/28/2025) or written out format (e.g. February 28, 2025) are typically acceptable. However, the written-out format may be harder for a fraudster to alter.
Fill in the Payee Line - On the line labeled “Pay to the order of,” write the full legal name of the person or business receiving the payment.
Enter the Payment Amount - Write the exact payment amount in numerical format to the right of the Payee Line, and in words on the line beneath the Payee Line. Draw a line through any unused space to help prevent unauthorized additions.
Add a Memo or Reference - This is optional, but recording a brief description of the payment, or including an invoice number in the memo line is useful for record keeping and for the payment recipient.
Sign the Check - This step validates the check and authorizes the payment. A signature stamp can help streamline this process.
Record the Payment - Don't lose track of how much money you've paid. Record the payment details in your business checkbook register, disbursement journal or on the end-stub of your check (if applicable).

Common mistakes to avoid when writing a check

Avoid these common missteps:

Leaving amount lines blank
Using abbreviations in payee names

Forgetting to sign the check
Using ink colors other than blue or black

Writing over corrections instead of voiding the check

When in doubt, void the incorrect check and start over to help ensure accuracy.

How to void a business check

At some point you may need to void a business check whether for an EFT or because incorrect information was added in the process of writing the check. Voiding a check ensures it won't be cashed, deposited, or used by anyone fraudulently. Here is how to void a business check:

Write “VOID” in large letters across the front of the check in blue or black permanent ink
Record the check number as void in your records
Securely dispose of the voided check by shredding it or cutting it into small pieces

Conclusion

Writing business checks correctly helps ensure your transactions are smooth, accurate, and secure. Deluxe has been helping businesses for over 110 years with custom business checks designed for clarity, security, and compatibility with leading accounting software.

Frequently Asked Questions About Writing Business Checks

Can I correct a mistake on a business check?

Altered or overwritten checks may not be accepted by banks. Even if you make a small mistake (like a misspelled name), it is best to void the check and write a new one.

What happens if the amounts on a check don't match?

According to the Consumer Financial Protection Bureau, if the numeric and written amounts differ, banks will use the amount spelled out in words. Always double-check both fields for accuracy.

Additional Resources for Business Checks

For more information to help you make the right decision when selecting business checks, we have additional resource guides including How to Find Checks Compatible With Your Software, Check Fraud Protection, and Business Check Security Features.

How our Re-order Process simplifies future purchases

By creating an account with Deluxe, you gain easy access to a variety of tools that make managing your check and supply orders more efficient. This allows you to streamline the process of ordering and reordering checks and supplies and provides the following benefits -

Easily access your order history and track purchases or reference past transactions
Monitor order status and set up notifications
Reorder in just a few minutes and save yourself the hassle of re-entering your information. Frequently purchased items can be reordered with just a few clicks!
Save your customization preferences for future orders