Drowning in payment requests and struggling to track what’s approved, pending, or incomplete?

For small businesses, nonprofits, and teams alike, managing payments without a proper system can get messy fast.

That’s why check request forms are essential—they help organize disbursements, ensure approvals, and keep financial records audit-ready.

The problem?

Most templates online are low-quality, overly generic, or locked behind paywalls and sign-ups.

To cut through the noise, I’ve compiled five high-quality check request form templates you can use instantly—completely free, with no signups, no fees, and no strings attached.

Let’s dive in.

Usage Note: These templates are free to use for both personal and commercial purposes. However, redistribution, resale, or uploading these templates to other websites or platforms for download or sale is strictly prohibited. Please respect the effort that went into creating these resources by using them responsibly.

How to Use These Free Check Request Form Templates

Getting started with these check request form templates is quick and hassle-free.

Here’s a simple step-by-step guide:

1. Browse and Select a Template Scroll through the list and find the check request form that fits your needs. Each template includes a brief description along with key features and benefits to help you decide.
2. Click “Get This Template” Once you’ve found the right one, click the “Get this template” button below it. This will take you to a Google Docs preview page.
3. Verify the Template On the preview page, double-check that it’s the correct form and suits your use case.
4. Click “USE THIS TEMPLATE” In the top right corner of the preview page, click “USE THIS TEMPLATE” to instantly create your own editable copy in Google Docs.
5. Edit or Print You can now edit the template directly in Google Docs, customize it to fit your organization’s needs, or print it out and fill it by hand if you prefer paper-based processing.

Check Request Form #1

This simple yet comprehensive check request form template is ideal for small businesses, nonprofits, and internal departments looking to standardize payment requests without the hassle of creating a form from scratch.

Key Features & Benefits:

• Clear Sections for Requestor, Payee, and Payment Details ensure nothing is overlooked.
• Multiple Payment Options (Check, Electronic Transfer, Other) built in.
• Includes Invoice/Receipt Checklist to ensure documentation is attached.
• Detailed Expense Description Field allows for full context and transparency.
• Pre-Built Account Coding Area with fields for account number and name.
• Dual Approval Section for both Department Head and Finance, supporting internal controls.
• Requestor Signature Field for accountability and policy compliance.
• Space for Additional Notes to capture any unique considerations or instructions.

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Check Request Form #2

This aesthetic check request form template offers the same thorough structure as the previous version but with a stylish, professional touch.

Featuring a clean color palette of soft beige as background for headings and a warm brown for text and borders, this version is ideal for organizations that want functionality with a polished look.

Key Features & Benefits:

• Identical Structure to our top-rated template—trusted format, just with visual refinement.
• Elegant Color Styling makes it suitable for formal departments or client-facing processes.
• Fully Customizable Colors—you can easily change the color scheme to match your brand or personal preference.
• All-In-One Fields for requester and payee details, payment method, reason, account coding, approvals, and notes.

If you want a visually distinctive yet fully functional free check request form, this template blends style and substance effortlessly.

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Check Request Form #3

This minimal check request form template is perfect for teams or departments that need a fast, no-fuss way to request payments.

It strips down to only the essential fields, making it ideal for smaller organizations or internal use where speed and clarity matter most.

Key Features & Benefits:

• Streamlined Layout with only the most essential fields—great for quick processing.
• Fields for All Critical Info: department, employee/vendor details, tax ID, payment reason, and amount.
• Clear Signature Lines for both employee and manager approvals.
• Large Blank Space for itemized expenses or custom notes.
• Fast to Fill—especially handy for recurring or low-value payments.

If you’re after a simple and free printable check request form to keep things moving, this clean, focused design will save time without sacrificing key information.

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Check Request Form #4

This basic check request form template is designed for internal office use where simplicity, clarity, and quick processing are priorities.

With a clean layout and clear authorization section, it’s perfect for routine disbursements or reimbursements.

Key Features & Benefits:

• Essential Fields Only: Includes requester info, payee details, amount, purpose, and account number.
• Clear Authorization Section: Signatures for both requester and approving manager ensure compliance.
• Office Use Area: Helps track check numbers and processing details internally.
• Flexible Instructions Field: Capture any special handling needs upfront.

Ideal for businesses and departments that need a free check request form for internal finance operations—without overcomplicating the process.

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Check Request Form #5

This minimalist check request form template is similar to the previous one but with a cleaner, more streamlined look.

By removing side borders from the tables, it offers a modern and uncluttered design that’s perfect for those who prefer simplicity in their payment requests.

Key Features & Benefits:

• Clean and Modern Design: The absence of side borders offers a minimalist, easy-to-read layout.
• All Essential Fields Included: Requester details, payee information, payment amount, and purpose are all present.
• Authorization Section: Space for both requester and manager approval, ensuring proper authorization.
• Internal Use Focus: The “Office Use Only” section is perfect for tracking check numbers and processing status.

If you need a free, minimalist check request form that offers efficiency without compromising on the essential details, this template is your go-to option for hassle-free payment processing.

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How to Fill Out the Check Request Form Templates

Filling out a check request form doesn’t have to be complicated. Whether you’re requesting a reimbursement or paying a vendor, here’s a simple guide to ensure you complete your form correctly every time.

Step-by-Step Instructions:

1. Start with Requestor Information:
   • Name: Enter your full name as the person requesting the check.
   • Email: Provide your email address for any follow-up questions.
   • Department: Specify which department you belong to (if applicable).
   • Phone: Include a contact number for immediate queries or clarifications.
2. Payee Information:
   • Payee Name: Enter the name of the individual or organization to whom the check will be made payable.
   • Payee Address: Provide the full mailing address of the payee, including city, state, and zip code.
3. Payment Details:
   • Date Requested: Select the date when you are submitting the request.
   • Amount Requested: Specify the exact payment amount.
   • Payment Method: Choose the appropriate payment method (Check, Electronic Transfer, or Other).
   • Invoice/Receipt Attached: Mark ‘Yes’ or ‘No’ depending on whether you have attached any supporting documents.
   • Payment Reason: Select the reason for the payment, such as reimbursement, vendor payment, or grant allocation.
   • Description of Expense: Provide a detailed explanation of what the payment is for.
4. Account Coding (if applicable):
   • If your organization uses specific accounting codes, fill in the relevant account numbers and names for accurate tracking.
5. Approvals:
   • Department Head Approval: Get approval from your department head and fill in their name and date of approval.
   • Finance Department Approval: Ensure that the finance department signs off on the request before processing.
6. Signature & Date:
   • Requestor Signature: Sign the form to confirm the accuracy of the details and your agreement to the payment request.
   • Date: Fill in the date when you are submitting the form.
7. Additional Comments (Optional):
   • Use this section to add any special instructions or notes about the payment request. If no additional comments are needed, leave it blank.

Once you have completed the form, ensure that all the necessary documentation (like invoices, receipts, or contracts) is attached before submitting the form to the finance department for processing.

By following these simple steps, you ensure that your check request form is filled out correctly, making the approval and payment process smoother and faster!

Conclusion

In summary, check request forms are essential tools for maintaining organized and efficient payment processes.

They help ensure accuracy, streamline workflows, and provide the necessary documentation for auditing and approval. With the availability of high-quality, free options, you no longer need to worry about poor-quality templates or costly software solutions.

Explore the five templates provided above, choose the one that fits your needs, and start simplifying your payment requests today. A well-structured check request form can save you time, reduce errors, and bring a sense of order to your financial operations.

By using these easy-to-edit, professional Google Docs templates, you’ll be able to handle payments with confidence and clarity, making your workflow more efficient and less stressful.