If you're new to writing checks, the structure of a check might be complicated. It contains vital pre-printed information (descriptive printings) as well as blank sections where you should put in the name of the person or organization you're paying, the amount you're paying, your signature, and other information.
When printing checks on a blank check stock, there are typically three types of printing data that need to be included:
1. Descriptive Printing Data:
• Descriptive Words such as 'Date', Check Number', 'Pay to the Order of', and 'Memo'
• Lines Under the Amount in Words, Payee Name and Signature.
• And any other information that needs to be included on the check (e.g. company logo or digital signature).
2. Transaction Information:
This includes the data from the accounting software, such as the payee details and amount details. This data is typically imported into the check printing software and is used to populate the descriptive printing data fields. By including this information, the check printing process becomes more efficient and less prone to errors, as the data is automatically filled-in based on the information in the accounting software.
3. MICR Information:
This is the magnetic ink character recognition (MICR) line, which contains important information required by banks to process the check. The MICR information includes the bank routing number, account number, and check number, all of which are printed using magnetic ink in a specific font and format. The MICR line is typically printed at the bottom of the check, below the descriptive printing data, and is often printed using a specialized printer to ensure accuracy and readability.
By including all three types of printing data, checks printed on blank check stock become more accurate, efficient, and legally valid. The descriptive printing data ensures that all necessary information is included on the check, while the check information from the accounting software streamlines the printing process. The MICR information ensures that the check is processed correctly by the bank, and that the necessary information is included to prevent fraud and other errors.
Nevertheless, once you grasp the components of a check, you'll feel comfortable completing, receiving, and depositing the checks to your banks.
A check is made up of around 12 elements, including your personal information (such as your contact details, your bank details and a few more), name of the payee, amount of the transaction, and your signature.
Reasons to understand the format of a Check:
You've undoubtedly seen all of these items on checks before, but you probably haven't given them much thought as to why they're there or what they do.
Understanding a check's format is important for a few reasons:
- Accuracy: Understanding the various parts of a check, such as the payee line, the date line, and the dollar amount line, can help ensure that you fill out the check accurately and avoid errors that could cause the check to be rejected or returned.
- Fraud Prevention: By understanding the format of a check, you can more easily spot signs of fraudulent activity, such as alterations to the check's amount or payee, or checks with missing or incorrect MICR information.
- Banking Requirements: Banks have specific requirements for the format of checks, and failure to comply with these requirements could result in delays in processing or even rejection of the check. Understanding the format of a check can help ensure that you comply with these requirements.
- Legal Implications: A check is a legal document, and understanding its format is important to ensure that it is valid and legally binding. This includes understanding the correct way to write the amount in words, as well as ensuring that all required signatures are present.
In summary, understanding a check's format is important for accuracy, fraud prevention, compliance with banking requirements, and legal validity.
Parts of a Check: An Overview
There are typically 12 parts of a check:
- Account Information
- Bank Information & Logo
- Check Number
- ABA Transit Number
- Payee Information
- Amount in Words
- MICR Line
- Back of the Check & Endorsement Line
Each of these sections corresponds to an important aspect of a business check. Scroll down for a brief description of all these. Certain aspects of a check, such as the date, and the amount, are self-explanatory. And some have peculiarities that are specific to check writing.
1. Account Information:
This section appears at the top left corner of the check and it typically includes the account holder's (payer) name and full address that you have on the file with your bank. If you have changed your address, you can still use the checks as long as your account number remains the same. Though it is highly recommended that you should update these details with your bank and so on your checks. Printing the logo of the company can also be printed on the business checks.
2. Bank Information:
In this section the Name and Address of the Bank authorized for the transaction of funds, is to be appeared. Sometimes a phone number may be included.
3. Check Number:
This number usually appears in two places, at the upper-right corner of the check and at the MICR Line (for business checks it is typically the third number in the MICR line). The check number is a unique identifier that serves several purposes, such as:
- Balancing the Checkbook.
- Keeping track of the checks which have been processed by your bank.
- Identifying the outstanding checks.
It is critical to know when the check was written. The date is normally in the upper right corner of the check. When you write a future date on a check, you are postdating it. The payee will have to wait until the specified date to cash it. Several states have made this technique illegal, and it's widely accepted that the issued date should correspond to the day you issued the check. In general, your bank or credit union will typically honor your check for six months from the issuance date unless otherwise specified.
5. ABA Transit Number:
The fractional format of the bank's ABA (American Bankers Association) routing number is commonly printed on the upper right corner of a check, in addition to the MICR line that can be found along the bottom of the check. The fractional ABA transit number is another way of expressing the routing number of a bank or financial institution in the United States. It is written in the form of a fraction and is typically used for international wire transfers or when a check needs to be processed manually.
6. Payee Information:
The Payee's name and their address should be written in the center of the check, which is often preceded by descriptive printing words "Pay to the Order of." The recipient could be any individual or any organization.
If the payee is any individual then their First Name and Last Name should be mentioned on the checks (the middle name shouldn't be necessary). And if the recipient is an organization, make sure to mention the complete name (as per their Bank file).
This section of Amount in Numbers usually appears in the middle-right part of a check with the word "AMOUNT" or a money symbol, "$". Amount in Numbers should always be mentioned including the cents (e.g., “$123.50”).
8. Amount in Words:
This section with 'Amount in Words' or 'Amount Spelled Out' appears below the Payee's Name. In this section the complete amount should be mentioned in words with cents part written out numerically (e.g., $123.50 should be written as "One Hundred Twenty Three and 50/100").
9. MICR Line:
MICR stands for Magnetic Ink Character Recognition. This section is the most crucial part of a Check which appears along the bottom of the check. This section is to be printed in a specific font (E-13B) and with Magnetic Ink. This line contains the Bank's Routing Number, Payer's Account Number and the Check Number (in the same order)
a.) Bank's Routing Number:
The bank's routing number appears as the first set of numbers on a MICR line. This is a 9 digit number linked to a bank or credit union. Throughout the banking system, the bank is identified by this number (and usually denotes regional location as well).
This number serves as a kind of address linked to any particular U.S. bank, letting others know where money should be withdrawn from. Every bank in the United States has been given a unique American Bankers Association (ABA) routing number.
b.) Payer's Account Number:
The second set of Numbers in a MICR line is the Payer's Account Number. An account number is typically between 10 and 12 digits, this identifies the account that the check is linked to. The account number identifies the specific personal or company account from which funds are taken.
c.) Check Number:
This is the same Check Number which appears at the top right corner of the check. Here it is printed in the MICR font.
Usually a Check Number is a 6 digit number but in some cases it is of 8 digits as well. If a Check Number is less than 6 digits long (e.g., "123" and "12345") then it gets prefixed by leading zeros (e.g., "000123" and "012345").
This section appears at the bottom left part of a check (just above the MICR Line). The memo line is an optional part of the check, and usually it is used to mention an unofficial note on the check. e.g., "October Salary", "Payment for office supplies - June", "gift", or "for Invoice #220196".
The informal data in a Memo Line can be used for:
- Details for personal recordkeeping
- Mention Invoice Number or Transaction Number while paying the Bills.
- Notes while writing checks for friends and family.
The final stage of Check Writing Process is signing it, which should only be done after thoroughly inspecting every section of the check. Signing a check is very important because without the signature of the payer the check will be invalid and could cause unintended issues such as bounced check or bank chargeback.
12. Back of the Check & Endorsement Line:
The reverse of the check also has important information on it, just like the front. Before the check may be cashed or deposited, the check recipient must sign the check's back. On the reverse of most checks is a box that says, "Endorse Here".
In conclusion, understanding the format of a check and the purpose of each of its parts is essential for accuracy, fraud prevention, compliance with banking requirements, and legal implications. By familiarizing yourself with the different components of a check, you can ensure that your transactions are processed correctly and securely. Whether you're writing checks for personal or business use, taking the time to learn about the format of a check is a valuable investment in your financial literacy.