Though many business owners can issue payments to suppliers and creditors using online services, some still prefer printed business checks. Often, the only difference between a personal and business check is the paper size and an entity name as the payer at the top of the check. The steps of writing a business check are also similar to that of a personal check, with just a few differences.
Determine the correct payee name. If you’re paying a supplier or contractor, don’t assume that the name he does business as is the correct payee information. Check your invoice for the correct payable name or call the person directly to verify. This will help you avoid wasting your business checks because you have to reissue payment. You’ll also avoid becoming delinquent with the supplier and damaging your business relationship. Also, if you’re writing a check to a charity and plan to record the payment as tax-deductible, make sure the charity name you’re writing the check out to is properly registered as a 501(c) organization.
Fill Out Check Details
Once you have correct payee information, fill out the rest of the necessary details as you would a standard personal check. Include the dollar amount and write it out. If you’re writing an employee payroll check, make sure you provide the correct amount after federal, state, and local withholdings. In the memo area, write in the invoice number that applies to the account you’re paying (if applicable).
After you’ve finished filling out your check, next comes the signature. Even though this is a business check, you still have to sign a human name in the signature area. The signature must match the one provided by the person at your company who signed the account signature card. That person might be the owner, treasurer, secretary or a business accountant. If you required two signatures on business checks when you opened the account, make sure that the other party signs the check as well.
Record Business Expense
Often, business checks come in a large binder designed especially for a business owner. The checks–sometimes called desk set checks–are attached to a stub you can record and refer to your payments quickly. Write in the amount, payee, reason for payment and classification of the expense, such as office supplies or professional fees. If you’re hand writing a payroll check to an employee, you must also record the gross payment, withholding amounts taken from your business account on the employee’s behalf and the net payment you’re issuing to the worker. These business check stubs make it simpler to report your business expenses around tax time.