How To Write Numbers In Words On Checks: A Complete Guide
Writing a check might seem like a relic of the past, but it remains a crucial skill for many, especially when dealing with specific financial transactions. One of the most critical components of writing a check correctly is expressing the numerical amount in words. This guide will walk you through everything you need to know about accurately and securely writing numbers in words on checks, ensuring your payments are clear, legally sound, and protected from potential fraud.
Why Writing Numbers in Words Matters on Checks
Before diving into the specifics, let’s understand why writing out the amount in words is so important. The primary reason is security. While the numerical amount is visible, the written amount serves as the primary safeguard against alteration. If someone tries to change the numerical amount, the written form acts as the definitive authority. Banks prioritize the written amount; if there’s a discrepancy between the numbers and words, the bank will generally honor the written amount, making it paramount to accuracy.
Mastering the Basics: Writing Whole Dollar Amounts
The foundation of writing numbers on checks is mastering whole dollar amounts. This involves understanding the proper spelling and formatting for numbers from one to thousands, and beyond.
Writing Numbers One Through Twenty
This is the simplest part. The spelling is straightforward: one, two, three, four, five, six, seven, eight, nine, ten, eleven, twelve, thirteen, fourteen, fifteen, sixteen, seventeen, eighteen, nineteen, twenty.
Writing Numbers Twenty-One Through Ninety-Nine
Numbers like twenty-one through ninety-nine are written with a hyphen. For example: twenty-one, thirty-five, forty-eight, ninety-nine.
Handling Hundreds
When writing hundreds, you’ll use the word “hundred” and then the remaining numbers. For example: one hundred, two hundred fifty-five, nine hundred ninety-nine.
Writing Thousands and Beyond
This is where it can get a little more complex, but the principle remains consistent. Use the word “thousand” followed by the remaining numbers. For example: one thousand, five thousand three hundred fifty-two. For larger amounts, you’ll use “million,” “billion,” and so on, following the same pattern. For example, one million, two million five hundred thousand, ten million four hundred twenty-three thousand six hundred seventy-one.
The Importance of Cents: Writing Fractional Amounts
Accurately representing cents is equally important. This is typically done using the word “and” to separate the dollar amount from the cent amount.
Formatting Cents Correctly
After writing the whole dollar amount in words, add the word “and” followed by the cents. For example, for $123.45, you would write “One hundred twenty-three and forty-five/100.” The “45/100” represents the fractional portion of the dollar, and it is crucial to include it.
The “and” Rule and Its Significance
The “and” is a critical part of the format. It clearly separates the dollar amount from the cents and provides a clear indication that there are fractional cents involved. This helps prevent any ambiguity and helps protect against fraudulent alterations.
Common Mistakes to Avoid When Writing Check Amounts
Even experienced check writers can make mistakes. Being aware of these common pitfalls can help you ensure accuracy and prevent costly errors.
Omitting the “and”
One of the most frequent errors is forgetting to include the word “and” before the cents. This can lead to confusion and potentially allow someone to add additional cents.
Incorrect Spelling of Numbers
Simple spelling errors can create problems. Double-check the spelling of all numbers, especially larger amounts, to avoid any confusion.
Not Closing the Line Properly
After writing the amount in words, it’s crucial to draw a line to fill the remaining space. This prevents anyone from adding extra words and increasing the amount.
Using Abbreviations or Symbols Instead of Words
Always write out the numbers in words. Avoid using symbols like “$” or abbreviations like “K” for thousands. The entire amount should be written out.
Best Practices for Check Writing Security
Beyond the correct writing of numbers, several other practices contribute to secure check writing.
Using a Blue or Black Ink Pen
Avoid using pencils or erasable pens. These can be easily altered. Blue or black ink pens are the standard and make alterations immediately obvious.
Writing Legibly
Ensure your handwriting is clear and easy to read. Illegible handwriting can lead to errors and potential delays in processing.
Keeping Checks Secure
Store your checks in a safe place and be cautious about who has access to them. Shred any unused checks you no longer need.
Troubleshooting Common Check-Writing Challenges
Sometimes, even with the best practices, issues arise. Here’s how to address some common challenges.
Dealing with Long Amounts
For very large sums, break down the amount into manageable sections. For example, for $1,234,567.89, write “One million, two hundred thirty-four thousand, five hundred sixty-seven and 89/100.” This makes it easier to read and reduces the chance of error.
Correcting Errors
If you make a mistake, do not attempt to erase or scratch out the error. Instead, void the check by writing “VOID” clearly across the front and then write a new check.
FAQs About Writing Numbers on Checks
Here are some frequently asked questions to further clarify the process:
What if I make a mistake while writing the amount in words on the check?
- If you make a mistake, the best course of action is to void the check and write a new one. Trying to correct the error can make the check appear suspicious and could lead to it being rejected or delayed.
Is it okay to use a pencil to fill out a check?
- No, it’s not advisable to use a pencil. Always use a pen with permanent ink, preferably black or blue, to prevent alterations and ensure the check is processed correctly.
How do I write a check for an amount with no cents?
- If the amount is a whole dollar amount (e.g., $100), you write it as “One hundred and 00/100.” This includes the “and” and the fractional part, even if it’s zero, to prevent someone from adding cents later.
What happens if the numerical amount and the written amount on the check don’t match?
- Typically, the bank will honor the written amount over the numerical amount, as the written amount is considered the more secure and legally binding representation of the payment.
Can I use a check writing machine to write the amount on a check?
- Yes, check writing machines are acceptable and can improve accuracy and security by preventing alterations to the written amount. They can be particularly useful for businesses that write a large volume of checks.
Conclusion: Ensuring Accuracy and Security in Check Writing
Writing numbers in words on checks might seem like a detail, but it’s a vital component of financial accuracy and security. By understanding the rules for writing whole dollar amounts, handling cents correctly, and practicing good check-writing habits, you can minimize the risk of errors and fraud. This guide provides a comprehensive overview of best practices, common pitfalls, and solutions to ensure your checks are processed correctly and your payments are secure. Remember to always double-check your work and prioritize clarity and accuracy in every check you write.