Guide to Canceled Checks
Table of Contents
The phrase canceled check may sound confusing, but it’s actually a simple concept. A canceled check generally refers to a check that was processed, cleared, and paid by the bank. It means the check-writing system worked as it should and money has been transferred appropriately.
Key Points
• A canceled check refers to a check that has been processed, cleared, and paid by the bank, indicating that the funds have been transferred appropriately.
• Canceled checks can be used as proof of payment in case of disputes, and images of canceled checks can often be obtained from your bank’s website or app.
• Only banks have the authority to cancel a check. As a banking customer, you can only void a check by writing “void” across it.
• Canceled checks are different from returned checks. Canceled checks have been paid by the bank, while returned checks are not paid due to insufficient funds.
• Stop payment requests are distinct from canceled checks, as stop payment requests require you to contact your bank to prevent a check from being paid.
What Is a Canceled Check?
A canceled check is a check that is processed and paid and cannot be used again. If you write a check to your sister or to the electrician and they deposit or cash it, the funds are taken from your checking account and paid to them (or put in their account). Your bank will cancel the check, meaning that the check has done its job and served its purpose.
Sometimes you may be asked to show a canceled check to prove that payment was made. For instance, if you paid a bill by check but the payee believes they haven’t received the funds, you could send them an image of the canceled check from the bank to prove that you settled the account. You may be able to obtain such images within a certain time frame from your bank or credit union.
How to Write a Canceled Check
You can’t write a canceled check. Only a bank can cancel a check. What you as a banking customer can do is void a check — by writing the word “void” across it, as you may need to do as part of the process of setting up direct deposit or autopay. If you need to stop a check from being paid, you can put a stop payment on it via your financial institution (more on that below).
One thing to be aware of if you are dealing with a financial transaction in another country: In some countries, the term “canceling” is used instead of voiding a check, which can cause a bit of confusion. In this case, make sure you understand what the term “canceled check” means in the country you are dealing with.
Examples of Canceled Checks
Once you open a bank account, you will likely hear the term “canceled check.” Here’s what is usually meant by that term:
• A canceled check is one that is cleared and paid by the bank. Funds have been transferred, so the transaction is completed.
• The term is sometimes used incorrectly to refer to a check you put a stop payment request on. You might say, “I canceled that check,” meaning you instructed your financial institution not to pay it. However, what you actually did was tell the bank to stop payment of the check.
• You may hear some people say “canceled check” when what they are really referring to is a voided check. A voided check is usually one that you write “void” on. You may need to provide a canceled check when setting up certain transactions, such as direct deposit.
• What these checks all have in common is that they are out of circulation and not to be reused.
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Canceled Check Fees
When a bank cancels a check after clearing it, there is no fee. This is a standard transaction at your bank or credit union. But a stop payment request can run about $15 to $35, depending on the bank. When you void a check, no fee is involved.
Canceled Checks vs Returned Checks
What are canceled checks and returned checks? They differ considerably: One is paid, the other isn’t. Here is the difference between them.
• Payment. A canceled check has been paid (cleared) by the bank it was drawn on. A returned (or bounced) check is not paid or cleared by the bank because the account holder has insufficient funds.
• Consequences. Since canceled checks are standard practice, there are no negative consequences for you. However, with returned checks, you will likely face repercussions. Your bank will probably charge you an overdraft fee of $35 or more, and the business you tried to pay may charge you for the work of dealing with a bounced check, sometimes called bounced check fee, which could be $30 or more. In addition, your payment is probably now considered late, which might trigger more charges and possibly affect your credit standing.
• Your good standing. A check canceled by the bank as part of the standard practice should not cause you any problems. But banks and businesses tend to look unfavorably on returned checks and the fees and headaches that come with them.
Banks generally do not report returned checks to credit bureaus, but this activity may turn up on your banking record, which is monitored by agencies like ChexSystems. Too many returned checks, and you may find that you could be denied a bank account in the future.
It’s also important to keep payments up to date at places where you do business so as not to negatively impact your credit score.
Canceled Checks vs Stop Payment Requests
Canceled checks and stop payment requests are two very different things. Here are some of the most significant differences.
• Contact with the bank. A canceled check is standard practice and typically sails through the system. The bank handles the process, and you don’t need to do anything. But a stop payment request requires a call or visit to your bank right away or for you to engage with the bank’s website or app. This process needs to be done quickly, before the check is presented to deposit or cash. If your check or checkbook is lost, you think your check was stolen, or you need to halt a payment, know that many bank phone support lines operate 24/7.
• Fees. Canceled checks don’t cost you, but stop payment requests do. (See above.)
• Time window. Checks are typically canceled within a couple of days of their submission, though timing can vary depending on how they were submitted (say, via your bank’s app or into an out-of-network ATM). Once checks are paid by your financial institution, they cannot be reused, and that’s final. Stop payment requests, however, usually last only up to six months, and you may need to renew them after that if you think there’s a chance someone might still try to cash the check.
How Long Until a Check Becomes Canceled?
As mentioned above, it typically takes about two business days for a deposited check to clear, but it can take a little longer — about five business days — for the bank to receive the funds. The length of time depends on the amount of the check, your relationship with the bank, how and where you deposited it, and whether your account is in good standing (no frequent overdrafts or prolonged negative balances). Another factor that could impact processing: If you let a check sit for a few months before depositing it, that check could reach its expiration date and no longer be valid.
Recommended: How Long is a Check Good For?
Tips on Using Checks
With the use of online banking and bill pay, checks aren’t used as often as they once were. However, many people still order checks and they remain an important financial tool. For these reasons, it can be worthwhile to brush up on how to use them most effectively.
• Record each check you write and each checking account deposit you make in the transaction register. Include check number, date, payee (or source of deposit), and amount.
• Use the columns with a check mark on top to check off deposits or checks paid once they are cleared by your bank and reflected in your balance.
• Keep your checkbook in a safe place, as you would a debit or credit card. Checks can be forged by another person.
• For important payments, such as rent, child support, healthcare, and donations, consider keeping a copy (front and back) of canceled checks. Banks used to return these checks with paper statements, but no more. At many banking websites, you can download PDF images to save or print. Or call your bank to request scanned images up to seven years old or more (sometimes for a fee).
If you still have questions about checks, visit your bank’s website or talk with a bank representative in person or by phone.
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FAQ
Is a canceled check the same as a voided check?
People sometimes use the terms interchangeably, but technically speaking, they have different meanings. While both checks are unable to be used, a canceled check is one that has been paid by a financial institution. A voided check is one that you, the account holder, has written the word “void” on to make sure the check is not used to transfer funds.
Can you use a canceled check?
No, you cannot use a canceled check. It has been processed, meaning the funds were transferred as directed, so its job has been completed.
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