How to Void a Check The Right Way

Even if you can't remember the last time you wrote a physical check, knowing how to void one is still a surprisingly handy skill. It's the go-to, secure method for sharing your bank account information when you need to set up things like direct deposit or automatic payments. Think of it as a formal, safe way to hand over your account details without actually handing over any money.

Why You Still Need to Void a Check

In a world full of digital payments, the idea of voiding a paper check can feel a bit old-school. But it's still a standard requirement for a lot of important financial setups. A voided check serves as official, verifiable proof of your bank account details because it has two critical pieces of information printed right at the bottom: your bank's routing number and your personal account number.

When you hand over a voided check, you're essentially giving a company a secure blueprint of your account. This lets them establish electronic fund transfers (EFTs) or Automated Clearing House (ACH) transactions, which is how money moves to and from your account electronically.

By writing "VOID" across the front, you make it impossible for anyone to fill it out and cash it. It's a simple but effective security measure.

Common Scenarios Requiring a Voided Check

You'll probably run into a request for a voided check more often than you think. It's not some obscure financial hoop to jump through; it's a standard operating procedure for many businesses.

Here are a few of the most common reasons you'll need one:

• Setting Up Direct Deposit: This is the big one. When you start a new job, the payroll department almost always asks for a voided check. It's the surest way for them to get your paycheck into the right account, every time.
• Arranging Automatic Bill Payments: Companies you pay regularly—like your mortgage lender, car loan provider, or utility company—often require a voided check to set up automatic withdrawals from your bank account.
• Linking External Bank Accounts: If you're opening a new investment account or connecting a high-yield savings account to your primary checking, the financial institution might ask for a voided check to confirm you own the account you're linking.

A voided check is the simplest way to prevent clerical errors. Let's be honest, it's easy to mistype a nine-digit routing number or a long account number. The check provides the information directly from the source, eliminating guesswork and typos.

The Security Behind the Process

The whole reason this practice still exists comes down to security and accuracy. Sure, you could just jot down your account and routing numbers on a form, but a physical check adds an extra layer of verification. It’s tangible proof that the account is real, active, and belongs to you.

This simple step helps prevent payment fraud and the administrative headaches that come with it. An employer sending a paycheck to the wrong account is a huge problem. A lender trying to pull a mortgage payment from a non-existent account creates delays and potential late fees for you.

Ultimately, knowing how to void a check is a basic but essential piece of managing your money. It's a skill that helps you set up critical financial services quickly and safely, bridging the gap between old-school banking and modern electronic payments.

The Right Way to Void a Paper Check

Voiding a check is simple, but doing it correctly is crucial for your financial security. The main goal is to make the check impossible to cash while leaving your account and routing numbers perfectly readable for whatever setup you're doing.

Let's get it right.

First things first, grab a pen with permanent blue or black ink. A pencil or an erasable pen is a no-go. You don’t want someone erasing your work and attempting to use the check fraudulently.

With your pen ready, take a blank check and write "VOID" in big, bold letters right across the front. Make it unmissable.

Cover All The Important Fields

When you write "VOID," you want the letters to be large enough to cover the key payment areas of the check. This is what officially kills it as a payment instrument.

Make sure your writing crosses over these specific spots:

• The Payee Line ("Pay to the Order Of")
• The Dollar Amount Box
• The Amount Line (where you write the amount in words)
• The Signature Line

By marking up these sections, you make it physically impossible for anyone to fill in the details and try to cash it. It's no longer a financial document; it's just a slip of paper with your banking information.

Crucial Tip: Whatever you do, do not sign the check. A signature, even on a voided check, just opens the door to potential confusion and security risks. Leave every other field—like the date and amount—completely blank.

Always Keep a Record for Yourself

Before you send that voided check anywhere, make a copy. This isn't an optional step; it's essential for keeping a clean financial paper trail.

You have two easy options:

1. Make a Photocopy: A quick scan on a printer gives you a perfect physical copy.
2. Take a Clear Photo: Just use your smartphone. Make sure the lighting is good and every number is crystal clear.

After you have your copy, jot down a quick note in your check register or budgeting app. Record the check number and a simple memo like, "Voided for payroll at Acme Corp." This helps you account for every single check, which is a lifesaver when you're balancing your account or looking for signs of fraud.

For specifics on what your bank might need for an ACH setup, our guide to bank policies is a great resource.

This isn't just friendly advice; it's a security best practice backed by financial regulators. The Office of the Comptroller of the Currency (OCC) specifically highlights writing 'VOID' across these fields to combat fraud. Even with check usage down, the Federal Reserve still processed 735 million checks in a single quarter of 2025, so secure handling is as important as ever.

How to Send Your Voided Check Securely

Alright, you've properly voided your check. What's next? Getting it to the right person is just as important as voiding it correctly, because you're about to send a document that contains your bank account and routing numbers. Think of it as a key to your financial accounts—you wouldn't just toss it in an open envelope and hope for the best.

Choosing the right delivery method is all about balancing convenience with security. Let's break down the common ways to send it and figure out which one makes the most sense for your situation.

In-Person Delivery: The Gold Standard

Without a doubt, handing the physical check directly to a trusted person (like your company's HR manager) is the most secure option. There's zero risk of it getting lost in the mail or intercepted online. If you can do it, do it.

Snail Mail: The Old-School Route

Putting a voided check in the mail is still a common practice, but it's not without its risks. Mail gets lost, misdelivered, or even stolen.

If you have to mail it, take a few simple precautions. At a minimum, use a security envelope that hides the contents. For something as important as setting up direct deposit for your paycheck, it might be worth paying a few extra dollars for a tracked shipping service.

Email: Convenient, But Risky

Emailing a photo or a scanned PDF of your check is incredibly fast and easy, which is why so many people do it. The problem is that standard email is not a secure channel. It’s like sending a postcard with your bank details written on the back for everyone to see.

Sending a voided check through a standard, unencrypted email is a huge gamble. You’re trusting that your message won't be intercepted on its journey. It’s a risk I never recommend taking without adding extra layers of protection.

Digital Delivery: How To Do It Right

If you absolutely must send your voided check digitally, you need to be smart about it. Don't just attach the image to a new email and click "send." That's a recipe for potential trouble.

Instead, follow this process to add crucial layers of security:

• Encrypt the File: Before you even think about attaching it, put the file (whether it's a PDF, JPG, or PNG) into a password-protected ZIP file. Both Windows and macOS have built-in tools to do this easily. This step encrypts the contents, making them unreadable to prying eyes.
• Share the Password Separately: This is the most important part. Never, ever send the password in the same email as the file. Call the recipient on the phone, send it via a secure text message, or use a different communication channel entirely. If an unauthorized person gains access to your email, they'll have the locked file but not the key to open it.
• Confirm and Delete: Once you get confirmation that the recipient has received and successfully opened the file, delete it from your "Sent" folder. There’s no reason to keep a digital copy of your banking information floating around in your email account.

The Best Option: Secure Portals

Many modern companies, especially larger ones with dedicated HR and payroll systems, will have you use a secure online portal. These websites are designed specifically for uploading sensitive documents and use the same kind of encryption your bank does.

If your employer or financial institution offers this, use it. It is by far the safest and most reliable way to submit your information digitally.

To help you decide, here’s a quick look at how the different delivery methods stack up.

Comparison of Voided Check Delivery Methods

Delivery Method	Security Level	Speed	Best For
In-Person Delivery	Very High	Varies	Local employers, banks, or any situation where you can physically meet.
Secure Company Portal	Very High	Instant	Most payroll and direct deposit setups with modern companies.
Encrypted Email/File	Moderate	Instant	When a secure portal isn't available and you need to send it digitally.
Tracked Postal Mail	Moderate	Slow (2-5 days)	When you can't deliver in person and prefer a physical paper trail.
Standard Email (Unencrypted)	Very Low	Instant	Not recommended. Avoid this method unless you have no other choice.
Standard Postal Mail	Low	Slow (3-7 days)	Low-stakes situations where security is not the primary concern.

Ultimately, choosing the most secure option available—like a company portal or in-person delivery—gives you peace of mind and keeps your financial data safe.

What to Do If You Don't Have Checks

In a world of digital wallets and tap-to-pay, having a physical checkbook is becoming less and less common. So, what happens when a new employer asks for a voided check to set up your direct deposit and you draw a blank?

Don't panic. This is a super common situation, and you've got several modern, widely accepted alternatives that get the job done just as well, if not better. Most companies are totally fine with these substitutes for setting up direct deposits or automatic payments.

Download a Pre-Filled Direct Deposit Form

This is usually the quickest and easiest path forward. Just about every major bank lets you generate a pre-filled direct deposit form right from your online banking portal or mobile app. It's designed for this exact purpose.

These official PDFs come loaded with all the necessary details:

• Your full name and address
• The bank’s nine-digit routing number
• Your complete account number
• An official bank logo, making it look professional

Think of it as the official digital version of a voided check. Just log into your account, poke around under a menu like "Account Services" or "Direct Deposit Info," and you should be able to download it in seconds.

Request an Official Bank Letter

If you can't find the form online or just want something with a bit more of an official touch, you can always ask your bank for a signed letter. This document, printed on the bank's letterhead, confirms all the same information needed to set up an ACH transaction.

The easiest way to get one is to walk into a local branch or call your bank's customer service line. Just tell them you need a letter to set up direct deposit, and they'll know exactly what you're talking about. This method feels very official and leaves no room for error.

A direct deposit form or an official bank letter serves the same purpose as a voided check: providing verified proof of account ownership. These documents are secure, professional, and instantly recognizable to payroll departments and financial institutions.

Use Instant Bank Verification Services

Many companies have made this whole process even simpler by using services like Plaid. Instead of dealing with documents at all, you just link your bank account through a secure portal.

You'll be prompted to log in with your online banking username and password. The service then instantly—and securely—verifies your account details behind the scenes. It’s the fastest option out there and completely paperless.

If you still need a document that looks and feels like a voided check, another great option is a digital voided check generator. These tools can create a valid, professional-looking check substitute that you can download and email right away.

The bottom line? Not having a checkbook isn't the roadblock it used to be. With these simple and secure alternatives, you can provide your banking information with confidence and get your payments set up without any hassle.

Common Mistakes to Avoid When Voiding a Check

Voiding a check seems straightforward, but a few simple missteps can cause some surprisingly big headaches. A tiny mistake can lead to everything from processing delays with your payroll to putting your financial information at risk. Think of this as your final safety check before you hand over that voided check.

One of the easiest mistakes to make is simply grabbing the wrong writing tool. A pencil or one of those erasable pens might seem convenient, but it’s a huge security risk. Anyone could potentially erase the word "VOID" and try to use the check.

You absolutely have to use a pen with permanent blue or black ink. Make sure your markings are there to stay.

Another common slip-up is writing "VOID" too small or in the wrong place. If you just scribble a tiny word in the corner, an automated check scanner might miss it entirely. You need to make the check impossible to use, so write the word in large, clear letters across the main sections—the payee line, the payment amount box, and the signature line. Leave no doubt.

Forgetting to Update Your Own Records

It's so easy to void a check for an HR request, send it off, and then promptly forget you ever did it. But not logging it in your check register or banking app is a recipe for confusion later on.

Every single check in your checkbook is numbered for a reason: tracking. When you void one, you need to account for it. Just jot down a quick note:

• The number of the check you voided.
• The date you voided it.
• A short reason, like "For direct deposit setup at new job."

This little bit of bookkeeping keeps your check sequence clean, makes balancing your account way easier, and gives you a record of when and why you shared your banking info.

A voided check is basically a cheat sheet to your bank account. It has your name, address, routing number, and account number all in one place. Treating it like scrap paper is one of the biggest security risks you can take.

Tossing It in the Trash (The Biggest Mistake of All)

This is the big one. Never, ever just throw a voided check in the trash or recycling bin. Even with "VOID" scrawled across it, that piece of paper is a goldmine for an identity thief.

Check fraud is a massive problem, with losses projected to hit a staggering $24 billion in the U.S. by the end of 2024. As financial institutions like NE.Bank will tell you, protecting your account information is not something to take lightly.

The only truly safe way to get rid of a voided check you don't need anymore is to shred it thoroughly. If you don't have a shredder, get out the scissors and cut it into tiny pieces. This final step is non-negotiable for keeping your financial details out of the wrong hands.

Got Questions About Voiding Checks? We've Got Answers.

Even with the best guide, you're bound to run into unique situations. Let's tackle some of the most common questions that pop up when it's time to void a check. Think of this as a quick-reference guide to help you handle those "what if" moments with total confidence.

What Should I Do If I Mess Up Writing a Check?

It’s happened to all of us. You’re paying the rent and—oops—you write the wrong amount or butcher your landlord's name. The minute that happens, the best and safest thing to do is to void that check and grab a new one.

Whatever you do, don't try to scribble over the mistake or use correction fluid. Bank scanners are incredibly picky about alterations and will almost certainly reject a check that looks like it's been tampered with.

Just write "VOID" in big, clear letters across the front. Then, make a quick note in your check register so you can account for the check number, and start over with a fresh one.

A clean, new check is always better than a corrected one. Voiding it prevents payment delays and keeps your financial records straightforward, avoiding any potential mix-ups later on.

How Long Should I Keep My Copy of a Voided Check?

So, you've sent off a voided check to set up direct deposit. What do you do with the copy you kept for your records? I always recommend holding onto that physical copy or digital image for at least one full year.

Why a year? It serves a couple of important functions:

• It’s your proof: You have a clear record showing exactly when and to whom you gave your banking details.
• It helps with troubleshooting: If something goes wrong with the account setup, you have a reference right there to help sort it out.

After a year has passed, that setup should be running smoothly. At that point, it's safe to securely destroy your copy—shredding is best—to keep your personal information protected.

Can I Just Use a Deposit Slip Instead of a Voided Check?

I get this question a lot, especially from people who don't have a checkbook handy. The answer, unfortunately, is almost always no. A deposit slip might seem like a good substitute, but it's missing a critical piece of the puzzle.

Your standard deposit slip only has your account number on it. It’s missing the bank's nine-digit routing number, and you absolutely need both for any kind of electronic transfer (ACH). That's the backbone of services like direct deposit and automatic bill pay.

To make sure the process goes off without a hitch, you'll need a voided check, a direct deposit form from your bank's website, or an official letter from your bank. These are the only documents that reliably have both pieces of information an employer or company needs.

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