If you’ve ever needed to get a payment issued for a vendor, a speaker, a refund, or even just a reimbursement, then you might’ve come across something called a check request form. At its core, it’s a simple document that helps your accounting or finance team know who needs to get paid, how much, and why. It’s not just paperwork for paperwork’s sake—it’s a way to keep payments organized and traceable, especially in environments where multiple people are requesting funds. Here is an example check request form:

A check request is a one-page document/form used to request a payment from your organization’s finance department. It provides the necessary details they need to cut a check or process a payment. It’s typically used outside the normal purchase order or invoicing system—think of it as the go-to option when you can’t submit a formal invoice but still need to get someone paid.

Check request forms come in handy for a bunch of everyday scenarios. Maybe you hired a freelance designer who doesn’t issue formal invoices. Maybe a team member paid out of pocket for supplies and needs reimbursement. Or maybe a guest speaker is due an honorarium after an event.

Some other common examples include:

• Reimbursing employees for travel or meals
• Paying vendors or contractors who don’t submit invoices
• Sending donations or sponsorships
• Covering registration fees for events or training
• Processing one-off refunds to customers

If it doesn’t go through your normal procurement process—but still needs a formal paper trail—a check request form is often the right choice.

It’s pretty straightforward, but there are a few key details you’ll need to include. You’ll start by entering basic requestor info—your name, department, and contact info—so the finance team knows who to reach if something’s unclear.

Next comes the payee information. That’s the person or business that should receive the payment. You’ll need their full name or company name, mailing address, and Tax ID if applicable (especially for businesses or independent contractors).

From there, you’ll note the amount requested, the purpose of the payment, and any relevant invoice numbers or due dates. Try to be specific about what the payment is for—it helps speed up approvals and reduces back-and-forth later on.

Finally, you’ll choose the payment method—usually either a physical check or an ACH transfer (which is a direct deposit). Some forms let you specify whether the check should be mailed or picked up.

Don’t forget the signatures at the bottom. One from you (the person making the request) and another from someone authorized to approve it—like your manager or department head. Finance usually won’t process the form without both.

Just to summarize, in order to fill out a check request form, you will need:

• Payee Information
• Payment Amount
• Reason for Request
• Supporting Documents / Relevant information
• Approval Signatures 

Whether you’re new to this process or you’ve done it a few times before, don’t stress too much. The goal is to make things smooth—for both you and the people issuing the payment. Keep things clear and complete to help your request move through without a hitch.