How to Write a Cheque (Canada)

Using A Cheque Register

Typically, you get a cheque register attached to the front or back of your chequebook. This cheque register contains some blank columns for you to fill in each time you write a cheque. It helps you keep a record of all the cheques you wrote and reminds you about their particulars. If you didn’t get a cheque register along with your chequebook, there are probably stubs or payslips attached to each cheque that remain as it is, even after your cheques are torn out. You can simply fill in the cheque details in these payslips and store them for future reference.

In cases where you didn’t receive any cheque register or attached payslips, make sure to purchase a register or maintain your cheque details in a spreadsheet.

Either way, it is vital that you maintain the records whenever you write a cheque. You should enter all the required information like the cheque date, number, description, and payee name in the cheque register.

A cheque register can be useful to you in the following ways:

• It can help you keep track of your cheques, enabling you to notice any missing ones and remember when you need to reorder them. In this way, you can always be updated about how many cheques you have in hand – so that you can plan your payments accordingly and reorder cheques from your bank as early as possible. Banks can take a few days or even a few weeks to mail your cheques. Hence a cheque register comes to your rescue and helps you never run out of cheques. Print and mail automation platforms like PostGrid can help you instantly print cheques if you need them urgently.
• Individuals and organizations can track their spending using a cheque register. It can help you get a quick view of how much you have spent in a particular time period. This step is very helpful for balancing your income and expenses on a monthly or annual basis.
• Avoid misunderstandings and get details about failed payments. Cheque registers enable you to know and keep records of whether your cheques are deposited and cleared. It often happens that you learned how to write a cheque to CIBC Bank (Canadian Imperial Bank of Commerce) and give the cheque to someone. In this scenario, you will immediately record the cheque amount deduction to calculate your account balance. However, if your cheque is not deposited, your funds will not be deducted from your account, and your balance will be reflected as a higher amount compared to what you anticipated. A cheque register comes in handy to spot the undeposited cheque and reconcile the situation. Any mistakes can be immediately spotted and corrected.
• For reconciliation, cheque registers are a great tool to check whether you and your bank have recorded the same transactions and are on the same page. If you notice any discrepancies, you should immediately contact your bank, as it can be a fraud case. Identity and fraud thefts can be instantly identified if you maintain a cheque register.
• Avoid making double payments by referring to your cheque register before writing a cheque. For example, you have already written a cheque to your housekeeping staff. Sometimes, you might forget about it and write another cheque initiating a double payment to the same person. Cheque registers can help you avoid such mistakes and waste of cheques.
• Get an instant view of your bank account balance. If you only use cheques as a payment method, a cheque register is highly recommended to know the available balance in your account at any point in time.

Once you know how to write a cheque to Scotiabank (Bank of Nova Scotia), you can secure it from any potential fraud using general tips and preventive measures. Some very common yet useful tips to be considered while writing a cheque are:

• Write in clear and neat handwriting. Make sure that everything that you have written is understandable and that there is no scope for misinterpretation.
• Use the printing method rather than writing a cheque with a pen. The print form is easier to read and offers excellent clarity.
• Ensure that all the details and spellings are correct. Do not make spelling mistakes that cause the payee’s name to appear as somebody else’s name.
• Always double-check the cheque amount, payee name, and other details of the cheque before handing it over to anyone or depositing it in your bank account. For instance, writing the wrong date can cause cheque bounces or confusion that will lead to problems. Hence, it is advisable to proofread them immediately after writing them.

Your cheques should be used exactly how you intended them to be used, and the right amount of payment should be made to the right person. If you take some additional security measures along with the above general ones, it is possible to keep your cheques secured from fraud. In short, by following these things, you are making it difficult for thieves to forge or alter your cheques if they are lost or stolen.

• In case you are not printing details on your cheques, at least make sure to use a ballpoint pen. Make all your details permanent so that nobody can write over them or erase the details with the intention to forfeit the cheque. If you are printing the details, use point 10 as the minimum font size and apply dark colours like blue and black so that everything is clearly visible after getting printed.
• In order to avoid giving unlimited access to your account to someone, always avoid pre-writing or pre-signing cheques. Never give a blank cheque to anybody. Insert your legible signature only after you write all the details on your cheque and double-check everything.
• Do not leave any blank spaces on your cheque after filling in the required details. While writing the amount in the dollar amount box, start writing from the extreme left border of the box – to not leave any space for additional numbers. Furthermore, you can draw a straight horizontal line after you complete writing the amount if there is any further space left. Alternatively, you can write the amount in large numbers to fill up the entire space. You should also draw horizontal lines after writing the payee’s name and the amount in words. Fraudsters can add their own name in front of the payee’s name after including the word “or,” – which means that either of the two parties can get the cheque cashed. You can easily avoid such types of fraud by drawing a line and not leaving space for anything else to be added.
• Use a constant and legible signature on all your cheques. This signature should match the one in your forms and documents – that you submitted to your bank while opening an account. Firstly, it gets difficult for fraudsters to forge your signature and get the cheque cashed if you are constantly using the same signature. Moreover, you can waive any charges and take some action if your bank has mistakenly approved the payment even when your signature doesn’t match. Elsewise, you will have to bear the entire loss if you keep using different signatures and fraud takes place. If you want to have paper records of every cheque after knowing how to write a cheque RBC (Royal Bank of Canada) and issue it – use a chequebook with carbon copies that stay with you after you have given off the cheques.
• To strengthen your cheque security even further, never write the words “cash” and “bearer” on the “pay to the order” line. Even if you need to withdraw some funds for yourself, do not write these words. Instead, you can write “myself” to withdraw money from your own account. Cheques that are payable in cash are very easy to be cashed by literally anyone. Writing a cheque payable to the bearer is the same as giving away a blank cheque or carrying a bundle of cash with you – that can be stolen and used by anyone.
• Shred or destroy cheques that you no longer need. Always take care to keep your chequebook in a safe location.
• Regularly review your bank balance and statements to make sure that nobody has withdrawn any funds from your bank account fraudulently without your knowledge.

Also Read: Banks Drafts Vs Certified Cheques