How to Void a Check

You're sitting at your kitchen table, checkbook in hand, ready to write the check.

All of a sudden, something startles you and you end up making a mistake. Maybe you wrote the wrong amount, typed the name of the recipient incorrectly, or simply changed your mind about the transaction. What do you do? 

You’re asking how to void a check, a rather basic but essential aspect of personal finance.

In this guide, we'll walk you through every important detail you should know about how to void a check. Maybe you’re just starting at a new job and setting up direct deposit, or facing a banking error. Or you simply have some questions regarding this common banking practice. We've got you covered.

What Is a Voided Check?

A voided check is basically an ordinary check that an individual marks as invalid. To void a check means to write on it in a way that sends a message to the bank. The message is that the check doesn’t count anymore. It's like crossing out a mistake in your notebook but with more official consequences.

Always keep in mind that a voided check cannot be used to make a payment or withdraw cash. It has become useless for primary financial transactions. But, do not toss it in the trash yet. Voided checks come in handy in various ways which we'll get into later.

Step-By-Step Guide on How to Void a Check

Let's get down to the basics. Voiding a check is simpler than you may think. Here's how to void a check:

 

Step 1: Grab a pen

You should write with a blue or black pen for this. Do not use pencils or erasable inks. This has to be written permanently.

Step 2: Write "VOID" in large letters

Using your pen, write ‘VOID’ right across the front of the check in large and clear bold print. It is advisable to ensure it covers most of the check. However, don’t let it cover the bottom where routing and account details are normally found.

Step 3: Write "VOID" in key areas

As an added security measure, write ‘Void’ in small prints on the date line, payee line, amount box, and signature line.

Step 4: Record it in your check register

In your check register, note that the particular check number is void. This is useful in keeping track of all your checks.

Step 5: Store or dispose of properly

If you intend to use the voided check for record or direct deposit purposes, ensure that it is well stored. If not, shred it to ensure that your account information does not get into the hands of the wrong people.

And that’s how to void a check. The goal is to make it impossible for someone to use this check fraudulently. Your bank must be able to understand if ever the check reaches them that it has been rendered void.

Reasons for Voiding a Check

You may be asking yourself why anyone would want to make a check useless. Actually, there are a number of good reasons:

1. Mistakes: It may be that you filled in the wrong amount, date, or the name of the payee on the check. Voiding it ensures that no one can go ahead to use it with that wrong information.

2. Change of plans: Maybe you decided not to make that purchase after all. Voiding the check ensures it can't be used later.

3. Setting up direct deposit: Some employers and financial institutions need it to set up deposits or automatic payments. It is a sure-fire way of making sure they get the right information.

4. Record-keeping: Some people void checks they don't intend to use, to keep their checkbooks organized.

5. Online bill payments: If you've switched to paying bills online, you might void your unused checks to prevent confusion.

Voiding vs Canceling a Check

Voiding is normally done before a check is written or the check is filled out.

Canceling, also referred to as stopping payment occurs when the issuer has written a check and distributed or circulated it. However, it happens before the check is cashed.

You cancel a check if you have already sent a check and wish to not let the recipient cash it. To do that, you'll need to request a stop payment from your bank, which is not the same as voiding.

How to Void a Check for Different Purposes

Here’s how to get a void check for different purposes:

How to void a check for direct deposit

• Pick an unused check

• Follow the steps above to void a check

• Make sure that router and account numbers are easily visible

• Make a copy for your records

• Submit to your employer’s Human Resources or Payroll department securely

How to void a check for automatic payments

• The process is similar to direct deposit

• Check the requirements specific to the particular company

• Consider alternative methods if the company offers (like online forms)

How to void a check to correct errors

• Void the incorrect check immediately

• Enter the voided check’s number in your register

• Write a new check with the right information

How to void a check if unused

• Confirm if the account is to be closed or if the checks are outdated

• Void each check individually

• Shred them instead if you are not going to need them for record purposes

How to Void a Check in Quickbooks

QuickBooks is a popular accounting program used by business people and self-employed individuals. Here's how to void a check in QuickBooks:

1. Go to QuickBooks and open the Banking menu.

2. Click on “Use Register” and then select the right account.

3. Go to the check you want to void in the register.

4. To open the check, double-click on top of it.

5. Go to the Edit menu and then choose the option that says “Void Check” on the screen.

6. QuickBooks will then confirm by asking if you’re sure. Respond with Yes.

7. This check will now appear as having been voided in your register.

As you may know, voiding a check in QuickBooks does not void the physical check. If you have already written the check, then the paper one has to be voided as well.

Alternatives To Voiding a Check

Thanks to modern technology, fewer and fewer people now write out checks regularly, and some may not even own a checkbook. But, there are times when you may still be required to provide a voided check. Here are several alternatives you can consider:

Ask for a counter check from your bank

Go to the branch of your bank in person. Ask for a counter check (also known as a starter check). This may be available free of charge in some banks, while others may charge a small amount of money. Now, void this check in the same way that was described earlier. It is also important to note that not all organizations accept counter checks, so please do check beforehand.

Use a direct deposit authorization form

Some employers and organizations have their own forms for setting up direct deposits or automatic payments. These forms usually require you to provide your bank account, as well as the routing number. These numbers are usually available online by directly accessing the bank‘s online banking portal or in your bank statements. 

This method is considered by many organizations to be effective because it reduces the risk of errors.

Get a bank letter

Contact the bank, asking for an official letter with your account details. This letter should include:

• Your name

• Account number

• Routing number

• Bank's name and address

There are some banks which may charge a fee for this service. This option is normally accepted as a replacement for a voided check.

Provide a deposit slip

If you have your account’s deposit slip, you may use this instead of the voided check. Deposit slips have your account number and routing number on it. If you don’t have one, you might be able to get some from your local bank branch.

Use online banking information

Some organizations allow you to take a screenshot or a printout from your online banking portal. This should clearly reveal your name, account number, and routing number. Make sure you're using a secure connection while you are on your online banking site.

Mobile banking app documentation

Many mobile banking applications allow you to generate documentation. This includes direct deposit forms or account verification letters. Look for this function on your bank’s app. These documents are normally accepted in place of a voided check.

Temporary checks

Usually, after you open a new account in the bank, they give you temporary cheques. They can normally be voided and used as if they are normal checks. Be sure to confirm that the organization that is requesting the check accepts temporary checks.

Consider opening a new account

If you need to present voided checks often, then, it may be a good idea to open a checking account. Many banks have checking accounts that you can open freely and without any minimum balance required. This gives you access to checks where necessary.

Common Mistakes To Avoid

With voided checks, the following are some of the common mistakes that you should watch out for:

• Not writing "VOID" large enough: Ensure that there will be no reason to confuse the check for a legitimate one.

• Obscuring important information: When voiding, do not cover the routing or the account numbers.

• Using pencil or erasable ink: Always use permanent ink to void a check.

• Forgetting to record it: It is important to record voided checks in your register so as to differentiate them in future, and avoid confusion.

• Carelessly disposing of voided checks: Always shred checks you don't need to keep.

• Voiding the wrong check: Make sure you double-check the check number before voiding.

• Not making a copy: Always keep a record of voided checks, especially those you use to set up payments.

How to Void a Check for Different Types of Accounts

The process of voiding a check can vary slightly depending on the type of account you have. Here’s how to void a check for different account types:

How to void a check for Personal Checking Accounts

The basic procedure of voiding, which we discussed earlier, will do for most personal accounts. Write "VOID" across the check, record it in your register, and you're done.

How to void a check for Business Checking Accounts

It is important for business accounts to keep records of all the voided cheques for accounting activities in business. There are some companies that use a stamp to void checks for consistency. Always note the reason for voiding in your records.

How to void a check for Joint Accounts

For a joint account, to void the check, either of the account holders can do it. It is recommended, however, to notify the other account holder when you do so.

How to void a check for Trust Accounts

The trustee would be the one to void checks for those coming from a trust account. The process is the same, however, for the sake of the trust, the records must be transparent.

Security Considerations When Voiding Checks

When voiding checks, it's important to keep security in mind:

• Protect your information: Don’t throw caution to the wind because the check is voided. There is still your banking information on the check, so handle it with care.

• Secure disposal: If you're not keeping the voided check, shred it rather than simply throwing it away.

• Be cautious with digital images: Where you’re sending a digital copy of a voided check, make sure that the method of transfer is secure.

• Monitor your account: Whenever you use a voided check, monitor the account to ensure there are no fraudulent transactions.

• Be wary of scams: Be cautious of unsolicited requests for voided checks, as these could be attempts at fraud.

Conclusion

Voiding a check might seem like a small task, but it's important to manage your finances effectively. Knowing how to void a check properly can save you from several potential headaches and financial mishaps.

With the world moving to digital banking, the need to void checks may be less frequent. However, understanding this process is useful. Especially when dealing with institutions who still rely on traditional banking methods.

And now you are an expert at handling this common financial task. Making sure your money goes exactly where it should, and nowhere it shouldn't.

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