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Check Printing Order

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Check Printing Order and Services Agreement

Client Name:    Client Address:

Vendor Name:    Vendor Address:

Recitals

WHEREAS, Client operates an account for which printed checks are required and desires to engage Vendor to supply check printing and related services on the terms set forth in this Agreement; and

WHEREAS, Vendor is engaged in the business of producing secure checks, encoding MICR lines, and providing proof and fulfillment services, and represents that it has the facilities, skill, and experience to perform such services in a commercially reasonable manner; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the printing and delivery of checks and related services under the terms of this Agreement.

Scope of Work

Check Printing Specifications

Bank Name:

Bank Address:

ABA Routing Number:    Account Number:

Starting Check Number:    Quantity of Checks:

Standard Business (3 per page)     Wallet (3-up wallet)     Voucher

Manual Checks (perforated)     MICR Encoding Required     Security Features (watermark, microprint, void pantograph)

Payment Terms

Total Price for Services: $    Deposit Amount: $

Late Payment Fee:

Term and Termination

Agreement Effective Date:    Agreement End Date:

Either party may terminate this Agreement for convenience upon written notice to the other party given at least days prior to the effective termination date. Termination for material breach shall be effective upon days' written notice and failure to cure within such period.

Proofs, Approval & Fulfillment

Vendor will provide a printed or electronic proof for Client approval prior to final production. Approval shall be delivered in writing or email to Vendor and constitutes authorization to proceed. Client acknowledges that Vendor is not responsible for errors in any proofs that Client approves.

Proof Required: Yes     Rush Production Available: Yes     Turnaround Time (standard):

Shipping and Delivery

Shipping Method: Ground     2-Day     Overnight

Confidentiality & Data Security

Vendor shall maintain the confidentiality of Client information and shall implement reasonable administrative, physical, and technical safeguards to protect bank account information, MICR details, and any personal data provided by Client. Vendor shall only use such information to perform the services under this Agreement and shall not disclose the information except as required by law or with Client's prior written consent.

In the event of any unauthorized disclosure or data breach, Vendor shall notify Client promptly and cooperate in any remediation required by Client or applicable law.

Representations, Warranty & Indemnity

Client represents and warrants that it is the lawful owner or authorized signer on the referenced bank account and authorizes Vendor to print checks bearing the account and routing information provided. Client shall indemnify and hold Vendor harmless from any claims, losses, or liabilities arising from Client's false representations or unauthorized instructions.

Vendor warrants that checks will be printed in a professional manner and that MICR encoding will conform to industry standards where required. Except as expressly set forth herein, Vendor makes no other warranties, express or implied.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to choice-of-law principles.

Entire Agreement

This Agreement, together with any attachments, purchase orders, and approved proofs, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Any modifications must be in writing and signed by authorized representatives of both parties.

Notices

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate in writing. Notices are effective upon hand delivery or three (3) business days after deposit with a nationally recognized overnight courier.

Execution and Authorization

Client certifies that the individual signing below is authorized to place this order and to bind Client to the terms of this Agreement. Client authorizes Vendor to encode MICR information and to print checks as specified herein.

Authorization Contact Name:    Phone:

Client Name:

By:

Date:

Vendor Name:

By:

Date:

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What a Check Printing Order Is and when it’s used

A Check Printing Order is a formal instruction used by an organization or authorized agent to request production of preprinted or custom checks tied to a bank account. It specifies account and routing details, MICR encoding, check stock and security features, signature placement, numbering ranges, and quantity. The order documents approvals and technical requirements so a bank or approved printer can produce compliant checks that clear through automated processing. Orders may be submitted electronically or on paper and should include proof review and signatory authorization.

Why a clear Check Printing Order matters

A precise Check Printing Order reduces bank rejections and reprints, preserves internal controls, and documents approvals for auditors. It helps enforce consistent security features, ensures MICR compatibility with clearinghouses, and shortens reorder cycles when combined with a verified proof and electronic submission.

Why a clear Check Printing Order matters

Who typically completes a Check Printing Order

Typical users include finance teams, payroll providers, and office managers responsible for ordering company checks and managing cash disbursements.

  • Small and medium businesses that issue payroll and vendor payments regularly.
  • Corporate treasury and accounts payable teams that centralize check procurement and approvals.
  • Third‑party printers and bank operations handling MICR encoding and physical fulfillment.

The form creates an auditable authorization trail showing who requested, approved, and received the checks.

Step‑by‑step flow to prepare and submit the order

Follow these sequential steps to assemble details, confirm bank specs, approve proofs, and submit a compliant Check Printing Order to a printer or bank.

  • 01
    Prepare Details: Gather account, routing, MICR, check stock type, and signature authorization information.
  • 02
    Create Proof: Generate a digital or printed proof showing MICR placement, layout, and security features.
  • 03
    Authorize Signatures: Obtain required approver signatures or eSign evidence per company policy.
  • 04
    Submit Order: Send to bank or approved printer and confirm MICR encoding and delivery method.

Essential components every professional order should include

A complete Check Printing Order couples technical data with security and approval details so printers and banks can produce compliant, tamper‑resistant checks.

MICR Encoding

Defines the magnetic ink character recognition line including routing, account numbers, E13B font, and exact placement to meet ACH and check‑clearing requirements.

Check Stock

Specifies paper grade, security threads, watermarks, and other tamper‑resistant features. Selecting compliant stock reduces fraud and prevents bank refusals.

Security Features

Lists microprint, security ink, holograms, void pantographs, and serial numbering to deter counterfeiting and support internal control policies.

Signature Placement

Indicates printed or hand signature blocks, authorized signers, and whether signatures are preprinted or applied after printing to avoid processing errors.

Quantity & Runs

Records total counts, starting and ending check numbers, and reorder frequency to ensure continuous supply and correct numbering.

Proof Approval

Specifies proof type, approver identity, and approval date to prevent accidental prints and provide an auditable acceptance record before production.

Minimum security and compliance elements to include

Encryption: TLS 1.2/1.3 in transit, AES‑256 at rest
Certifications: SOC 2 Type II, ISO 27001, PCI DSS
HIPAA Support: BAA available where protected health information exists
Audit Trail: Timestamped logs, IP, and action history retained
Authentication: Two‑factor and SSO options for signer verification
Access Controls: Role‑based permissions and document access logging

Where to send a completed Check Printing Order

Completed orders typically route to a bank operations team, approved third‑party printer, or are submitted through an eSignature platform that provides a proof and audit trail.

  • Bank Submission: Upload via bank portal or deliver to branch operations for in‑house processing.
  • Third‑Party Printer: Send order and approved proof to the printer's secure portal for production.
  • eSignature Platform: eSubmit with signed audit trail and documented proof approval for vendor intake.
  • Physical Delivery: When required, mail signed orders and proofs via secure courier to the vendor.

Online customization settings commonly used by printers and banks

Typical portal settings let you select stock, MICR rules, proof options, signature method, and delivery—configure each before submitting the order.

Field Configuration
Check Stock Select paper grade and security features
MICR Settings Enable E13B encoding and confirm bank specs
Proof Options Choose digital proof or hard‑copy proof
Signature Method Select eSign evidence or wet signature workflow
Delivery Method Choose mail, courier, or vendor fulfillment

Technical and integration requirements for eSubmission

Digital submission requires supported file formats, secure authentication, and verifiable approval evidence to meet bank and audit expectations.

  • File Formats: PDF, DOCX, or high‑resolution TIFF accepted
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email links, SMS codes, or KBA available

Typical timelines and deadlines to plan for

Timelines that affect proof approval, MICR verification, printing runs, and delivery vary by vendor—plan approvals and reorder schedules in advance.

Proof Approval Deadline:

Allow 24–72 hours for digital proof review and approver sign‑off

Standard Print Turnaround:

Production commonly takes 3–7 business days after final approval

Rush Printing:

Expedited 24–48 hour options may be available for additional fees

Shipping Time:

Domestic delivery typically 2–5 business days depending on carrier

Reorder Lead Time:

Plan reorder at least one month before stock depletion to avoid interruption

Key milestones from submission to receipt

A concise milestone sequence helps coordinate approvers, production, and receiving so checks enter circulation without delay.

01

Request Submitted

Order details entered and initial proof generation requested

02

Proof Approved

Authorized approver accepts layout, MICR placement, and security features

03

Production Run

Printer encodes MICR and prints checks to specified stock

04

Delivery Received

Checks inspected, logged, and placed into secure inventory

Common mistakes to avoid when preparing the order

  • Entering an incorrect routing or account number causes returned items, bank rejections, and delays that require reprints and reconciliation with affected vendors or payroll.
  • Selecting incompatible check stock or omitting required security features can produce bank refusals and increased fraud vulnerability, forcing expedited reorders at higher cost.
  • Approving proofs without verifying MICR placement, font, or spacing often results in failed clearing and unexpected operational downtime while errors are corrected.
  • Failing to document authorized signer authority or signature method may invalidate an order and expose the organization to duplicate payments or internal control failures.

Practical risks and potential consequences

Bank Rejection: Returned items and reprint fees
Check Fraud: Unauthorized copies enable misuse
Reconciliation Errors: Accounting mismatches and delayed close
Backup Withholding: Incorrect TINs may trigger withholding
Operational Delays: Missed payments and vendor penalties
Data Breach: Compromise of financial or PII records

Real examples of digital approval and compliance in practice

Organizations combine proof approvals, integrations, and eSign evidence to manage check issuance while preserving auditability and control.

Martin Properties

Tim Martin, Founder at Martin Properties, shifted check and payment workflows to online approval with integrated proofing and signing.

  • Mobile and offline signing supported.
  • He reports processing and executing payment documents online with full compliance and built‑in security, enabling efficient distribution without in‑person signings while maintaining audit records for reconciliation.

Xerox / NetSuite

Kodi‑Marie Evans, Director of NetSuite Operations at Xerox, uses integrated workflows to route approvals and signatures into ERP.

  • NetSuite integration enabled.
  • The integration provided flexibility to capture the right signatures in the right formats and reduced manual reconciliation between ordering and accounts payable systems.

Practical tips for accurate, efficient orders

Use these best practices to avoid common failures, speed approvals, and maintain secure control over printed checks.

Verify routing and account data
Confirm the nine‑digit ABA routing number and full account number directly from a bank statement or online banking portal before submitting. A single digit error can cause returned items, reconciliation headaches, and increased costs.
Require signed proof approval
Mandate an approved proof with signature or eSign evidence before production. Requiring a documented acceptance step prevents accidental prints and provides accountability if layout or MICR issues arise during clearing.
Use secure stock and numbering
Select check stock with built‑in security features and require sequential numbering to simplify reconciliation. Secure stock and serial control reduce fraud risk and support audit trails for disbursement reviews.
Centralize ordering and records
Route orders through a single team or portal and retain digital audit trails for approvals, proofs, and production receipts. Centralization speeds reorders and reduces duplicate or conflicting requests.

Common eSignature vendors used to approve Check Printing Orders

Select an eSignature solution that supports audit trails, required authentication, and integration into your approval and ERP workflows; signNow is listed first per platform data.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7‑day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions and troubleshooting

Answers to common questions about errors, eSignature validity, MICR problems, cancellations, and signer authority when placing a Check Printing Order.


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