Despite the rise of digital banking, cheques remain a crucial part of many business and personal transactions. Whether you’re paying vendors, managing payroll, or making official payments, knowing how to correctly fill out a manual cheque is essential. A simple mistake can delay transactions or even cause a cheque to be rejected.
This guide walks you through the proper steps to complete a manual cheque accurately, ensuring your payments are processed smoothly and securely.
1. Use a Blue or Black Ink Pen
Always fill out a cheque using a blue or black ink pen. Avoid pencil or brightly colored ink, as these are not considered secure and may not be accepted by financial institutions. Permanent ink also protects your cheque from alterations.
2. Date the Cheque
In the upper right-hand corner, write the current date in the format: Month Day, Year (e.g., July 4, 2025). You can also post-date a cheque by writing a future date, but remember the recipient may not be able to deposit it until that date.
3. Payee Name
On the line that starts with “Pay to the order of,” write the full legal name of the person or business receiving the cheque. Be clear and accurate—misspelling the name or using an abbreviation may delay processing.
Examples:
- “ABC Consulting Ltd.”
- “John A. Doe”
Avoid nicknames or incomplete names.
4. Amount in Numbers
In the small box to the right of the payee line, write the exact amount of the cheque in numerals, starting as close to the left-hand edge as possible. Be sure to include the decimal and cents.
Example:
- $1,250.75
5. Amount in Words
On the line below the payee name, write the same amount in words. This is the legally binding portion if there’s a discrepancy between the numbers and words.
Example:
- “One thousand two hundred fifty and 75/100 dollars”
Draw a line through any remaining blank space on this line to prevent anyone from adding extra text.
6. Memo Line (Optional)
The memo line (bottom left) is used to note the reason for the payment or a reference number. While optional, it’s helpful for bookkeeping and communication with the payee.
Examples:
- “Invoice #4562”
- “July Rent Payment”
7. Signature
Sign the cheque in the bottom right-hand corner. Your signature must match the one on file with your bank, especially for business accounts.
Avoid signing blank cheques, and always sign last after all other fields are completed.
In the middle of this process, those who use manual Discount Cheques appreciate the simplicity and flexibility they offer. These cheques are often pre-printed with your business or personal information and come with security features like watermarks, microprinting, and tamper-evident ink. With a structured layout, they make it easier to follow proper formatting and reduce the chance of errors.
8. Record the Transaction
After filling out the cheque, immediately record it in your cheque register or accounting software. Include the cheque number, date, payee, and amount. This helps you track expenses and ensures your account balance remains accurate.
Common Mistakes to Avoid
- Leaving fields blank: Always complete every part to prevent fraud.
- Incorrect dates: Post-dated or backdated cheques can cause delays or legal issues.
- Illegible handwriting: Write clearly to ensure the bank can process the cheque.
Conclusion
Filling out a manual cheque correctly may seem old-fashioned, but it remains a valuable skill—especially in business settings. By following each step with care and using reliable tools like manual Discount Cheques, you can ensure your transactions are professional, secure, and problem-free. With attention to detail and consistent practices, even traditional payment methods can work efficiently in a modern world.
