Managing payments within an organization—whether for vendors, reimbursements, or services—requires accuracy and documentation. That’s where a check request form becomes essential. It acts as an internal financial control tool, ensuring that each payment request is reviewed, authorized, and properly recorded.
To streamline this process, we’ve curated 44+ free check request form templates in Word, Excel, and PDF formats. These templates are ready to use, easy to edit, and designed for organizations of all sizes—businesses, nonprofits, schools, and government offices.
✔️ What Is a Check Request Form?
A check request form is an internal document used to request the issuance of a check or payment. It’s typically submitted to a finance or accounting department and includes the following details:
- Requestor’s name and department
- Payee or vendor details
- Payment amount and reason
- Account number or budget code
- Due date or urgency level
- Required signatures or approvals
Check request forms help ensure that every payment is valid, traceable, and properly authorized before funds are disbursed.
✔️ When Should You Use a Check Request Form?
Use a check request form when:
- Requesting payment for an invoice that doesn’t have a purchase order
- Reimbursing an employee for out-of-pocket expenses
- Paying speakers, consultants, or service providers
- Making donations, honorariums, or stipends
- Handling student organization funds or club expenses
- Issuing checks outside of regular vendor payment cycles
It’s a versatile tool for financial accountability and documentation in any structured organization.
✔️ Why These 44+ Templates Are Perfect for You
✅ Formats in Word, Excel, and PDF – Choose what fits your workflow
✅ Ready for print or digital use – Email, print, or fill out online
✅ Clear structure for approval – Designed for fast internal processing
✅ Customizable fields – Add logos, codes, and department names
✅ Templates for schools, nonprofits, and businesses
✅ 100% free to download and use
These templates reduce paperwork errors, eliminate confusion, and help your team follow a consistent payment process.
✔️ What’s Included in the Template Collection?
We’ve included a variety of styles and formats for different use cases:
📄 Word Templates
- Basic check request forms for small teams
- Templates with signature and department approval fields
- Versions with attached expense descriptions or attachments list
- Forms for nonprofit event or program payments
📊 Excel Templates
- Auto-calculating versions with tax and subtotal fields
- Monthly summary tracking logs for multiple check requests
- Forms with drop-down fields and department lists
📎 PDF Templates
- Clean, print-friendly static templates for handwritten entries
- Locked formats for consistency in internal distribution
- Quick-fill versions with clear instructions
Each form is fully editable so you can brand and adjust it to fit your financial workflow.
✔️ How to Use a Check Request Form
- Download the template in your preferred format
- Enter the requestor’s information (name, department, date)
- Fill in the payee details and amount requested
- Describe the purpose of the check or attach documentation
- Assign budget codes or project numbers (if needed)
- Obtain required signatures – supervisor, finance, or leadership
- Submit to the accounting team for processing
- Store a copy for financial audit or reconciliation
This process ensures a controlled and traceable path for all outgoing payments.
✔️ Tips for Customizing Your Template
☑️ Add your company or organization logo and contact details
☑️ Include checkboxes for payment type (ACH, check, wire transfer)
☑️ Add instructions or notes for requestors on the bottom of the form
☑️ Include submission deadlines or required documents checklist
☑️ Use Excel to automatically calculate totals with tax or discounts
☑️ Use color-coded versions for different departments or fund types
These additions help you prevent delays, reduce errors, and increase transparency.
✔️ Who Should Use These Templates?
These check request form templates are perfect for:
☑️ Small businesses managing internal payments
☑️ Nonprofits tracking program-related expenses
☑️ Schools or universities with student funds or club spending
☑️ Churches and religious organizations managing donations and stipends
☑️ Government offices and departments processing public fund requests
☑️ Consulting firms or contractors needing reimbursement workflows
If your organization issues checks or manual payments, these forms bring structure and clarity to your approval process.
➡️ Download and Simplify Your Payment Process Today
Proper documentation is the foundation of responsible financial management. These templates help your team submit, review, and approve check payments with confidence—and without the hassle of creating forms from scratch.
👉 Download 44+ Free Check Request Forms (Word, Excel, and PDF) now.
Manage approvals. Prevent errors. Keep your finances on track—form by form.
Because great organizations run on clear processes—and clean paperwork.
