Key takeaways
- A check request form is an internal form that asks accounts payable to issue a payment, usually for items with no purchase order or invoice flow.
- It names the payee, the amount, the reason, the account code and the approver, and attaches the supporting document.
- Controls matter: the requester should not be the approver, and payee details should be verified.
- Collect a tax form from the payee first. In the United States that is a W-9.
Free PDF and Excel: Check request form and approval checklist. Get it below
What a check request form is
A check request form is an internal document in which an employee asks accounts payable to issue a payment, and which records the payee, amount, reason, accounting code and approval.
It handles the odd payments: a refund to a customer, a deposit to a venue, a registration fee, a legal settlement, a reimbursement to a contractor. They are real payments without a purchase order, so the form acts as the approval record that a purchase order would normally provide.
A marketing manager needs to pay a 1,500 booth deposit to a trade show. There is no PO and the organiser sends an invoice by email. She completes a check request: payee, amount, reason, event budget code, attached invoice and the organiser's W-9. Her director approves it and finance pays it.
Because the form needs a second approver and an attachment, a fake invoice sent from a spoofed email address would have been caught at the approval step.
Fields
| Field | What goes in it | Why it matters |
|---|---|---|
| Request number and date | A reference and the request date. | Tracks the request. |
| Payee name and address | Legal payee name, address, tax ID. | Matches the vendor master. |
| Amount and currency | Amount to pay. | Checked against the attachment. |
| Payment method and date needed | Check, transfer, urgent or normal. | Sets timing. |
| Reason | Plain explanation of what the payment is for. | Allows the approver to decide. |
| Account and cost centre | Where the cost is charged. | Posting code for finance. |
| Attachments | Invoice, contract, W-9, quote. | No attachment, no payment. |
| Requester and approver | Names, signatures, dates. | Separation of duties. |
Free PDF and Excel
Check request form and approval checklist
A ready-to-print check request form with a controls checklist for accounts payable.
- Check request form
- Approval and control checklist
- Red flag list
- Excel request log
Controls that make it safe
- The requester and the approver are different people.
- New payees are verified by a call to a known number.
- A tax form is on file before the first payment. See W-9 for the US and W-8BEN for foreign individuals.
- The vendor master is checked for duplicates.
- Amounts above a set limit need a second approver.
- Recurring check requests are converted into purchase orders.
When the payment needs a more formal accounting record, see payment voucher. When the supplier needs to know what was paid, send a remittance advice.
- Payee details match the supporting document.
- The attachment is original, not a screenshot.
- Account code is right.
- Tax form is on file.
- Requester is not the approver.
- The payment is not a recurring one that needs a purchase order.
Last checked: 19 October 2026. General accounts payable practice. Control thresholds vary by organisation.
Frequently asked questions
What is a check request form used for?
Payments that do not go through the purchase order process, such as deposits, fees, refunds and reimbursements.
Who approves a check request?
A manager with authority over the budget, who is not the requester. Large amounts need a second approver.
Do I need an invoice for a check request?
Attach one if you have it. If not, attach the contract, quote or other document that supports the amount.
Is a check request form the same as a purchase order?
No. A purchase order is raised before buying. A check request asks for payment when no purchase order exists.
Can I use the form for electronic payments?
Yes, the same controls apply. Many companies keep the name for historical reasons.