When managing finances in any organization, having a system for handling payments is very important. One simple yet effective tool in this process is the check request form. A check request form is a written request to the finance department to issue a check. It is the official method to request payment for vendors, reimbursements, or other related business-related expenses. This form is important in ensuring that payments are made for only legitimate costs and that there is a clear trail of these transactions.
To help you understand how to use this form more effectively, this guide walks you through filing it out. It also helps you understand who needs to use this form, when, and how to complete each section properly to get your payment(s) processed smoothly.
Free Check Request Forms
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Who Uses These Forms?
Check request forms can be used by pretty much everyone in a business at some point! The marketing team might submit one to pay for their latest ad campaign, the HR could use it to process training fees, the maintenance department can use it when ordering new supplies, and schools can use it for everything from field trip expenses to teaching supplies. Project managers can also use this form to pay vendors or contractors for services rendered to specific projects.
Use Cases for the Check Request Form
The check request form has a number of use cases. Here are some common situations in which this form can be used:
- Services rendered: Organizations that often hire external vendors or contractors can submit a check request form to help facilitate payment for these services.
- Reimbursements: Employees can use a check request form to request reimbursements for expenses that they incur on behalf of their company. Whether it is for travel, meals, supplies, etc., they can use a check request form to request reimbursement for these expenses.
- Bill payments: Businesses with recurring bills, such as utilities, subscriptions, rent, etc., can use the check request form to manage these payments and have them properly recorded.
- Vendor payments: For organizations that work with different vendors, the check request form can be used to help keep the relationship between the vendors and the organization healthy and transparent by making use of the check request form.
How to Fill Out this Check Request Form
Filling out a check request form requires attention to detail, as simple mistakes can be costly. Here is how to do it effectively:
Payment Information section
Fill in who you are requesting the payment for. Have the W-9 form or any other employee documentation in front of you. Write their legal name exactly as it appears on the official documents. Do not abbreviate or shorten their name or that of their business โ if the W-9 shows โJoe and Son Professional Cleaning Services, Limited Liability Company,โ make sure to write it in full. Similarly, individuals should make sure to include their complete legal name with any middle initials shown in their documentation. The tax ID or Social Security number must match exactly โ one wrong digit may delay payment processing.
Payment amount details
To complete the details of the payment amount, focus on precision and clarity. Write the amount you are requesting in both numbers and words. For example:
- Amount: $1,525.75
- Written Amount: One thousand five hundred twenty-five dollars and 77/100
If you are requesting payment for multiple invoices, list each one and add the total amount requested. Make sure to attach all the invoices or receipts that match these amounts. If there is a sales tax, include it in a separate line for accounting purposes.
Purpose of Payment Section
This section tells the story of why you were requesting for the check. Vague descriptions may cause delays in processing, so make sure that you provide a clear description. Instead of writing โConsulting Services,โ provide specific details: โIT security consulting services for Q1 2025 network vulnerability assessment, completed October Dec 15th, 2024, per contract IT-2024-005A.โ Providing enough information in this section is important for multiple reasons โ it justifies the expense, helps with budget tracking, and provides a clear audit trail. If you are requesting payment for supplies, make sure to list everything that was purchased and who it was for. For example: โMarketing Department Q2 supplies: 20 reams printer paper, 4 toner cartridges per purchase order PO-2024-878GA.โ
Payment Timing Section
The timing section needs to balance urgency with reality. Instead of writing โASAPโ or โUrgent,โ specify the dates and reasons. Note the actual due date, for example: โpayment due by December 31st 2024.โ If it is truly urgent, explain why. For example: โRush payment required โ vendor service contract will lapse if payment is not received by Dec 31st, 2024, resulting in service interruptions for the marketing department.โ
Authorization Section
To complete this section, make sure to obtain all the required signatures based on your organizationโs approval limit to avoid your form being returned for skipping any required approvers.
Common Mistakes to Avoid and Tips to Consider
Some of the mistakes to avoid when using a check request form include:
- When in doubt, check with the accounting team
- Make sure that all the information you provide in the form is accurate
- Do not use abbreviations in company names
- Double-check the payeeโs name and amount
- Do not round off numbers; instead, use the exact amounts
- Provide all the necessary documentation to back your request
- Avoid leaving blank spaces on the form
- Have the form approved by the necessary approvers
- Keep a copy of your completed form and all attachments for your records
A Quick Word
When using a check request form, it is important to understand that each section of the form builds upon the other to create a complete picture of the payment request. Think of it as telling a story โ who needs to be paid, how much they are owed, why they are being paid, when they need the money, and which part of the organization is responsible for the expense. When you include all these elements in the form correctly, you create a clear, processable request that should move through the organizationโs payment system smoothly.