How to Fill Out a Money Order (Step by Step + Example)

Quick answer: To fill out a money order, write the recipient's full name on the Pay To line, add your name and address in the purchaser or From section, put an account or invoice number in the memo, sign only if there is a purchaser signature line, and keep the receipt. Never leave the payee line blank.

Money orders are still common for rent, deposits, government fees and paying small businesses when a customer prefers not to use a bank account or card. This guide shows exactly how to fill out a money order from USPS, Western Union or MoneyGram, with an example, and then covers the other side: how a business can accept, verify and deposit money orders without getting caught by a counterfeit.

What is a money order?

A money order is a prepaid paper payment for a fixed amount. You pay the issuer upfront (in cash or with a debit card at most locations), plus a fee, and the issuer prints the amount on the money order. Because the money is paid in advance, a genuine money order cannot bounce the way a personal check can. Common issuers in the US are:

• The US Postal Service, sold at post offices.
• Western Union and MoneyGram, sold at retailers such as grocery stores, pharmacies, convenience stores and Walmart.
• Banks and credit unions, often for account holders only.

Money orders are different from cashier's and certified checks, which are drawn on a bank and are often used for larger amounts. See certified check vs cashier's check for the comparison.

Money order fees and limits

Issuer	Typical maximum per money order	Fee	Where to buy
USPS (domestic)	$1,000	A few dollars, set in USPS Notice 123	Post offices
USPS (international)	Lower cap; varies by destination	Higher than domestic	Post offices
Western Union	Commonly $1,000 (store limits vary)	Set by the retailer	Agent locations and retailers
MoneyGram	Commonly $1,000 (store limits vary)	Set by the retailer, often low at big-box stores	Agent locations and retailers
Banks and credit unions	Set by the bank	Often free to low for members	Branches

Check the current USPS fees on the USPS money orders page, as prices change. Fees and limits above are as of October 2026 and vary by location.

How to fill out a money order: step by step

1. Buy it for the exact amount. Tell the clerk the amount you need, such as the invoice total. The amount is printed for you, so you do not write it in.
2. Fill in the Pay To line. Write the recipient's full name exactly as it appears on the invoice or bill, such as "Greenline Property Services LLC." Use ink and print clearly.
3. Add the recipient's address if there is an address field for the payee (USPS money orders include one).
4. Complete the From or Purchaser section. Write your own name and address so the recipient knows who paid and the issuer can contact you if needed.
5. Fill in the memo or account number field. Put the invoice number, account number or unit number, such as "Invoice 1045" or "Unit 3B October rent."
6. Sign only where it says purchaser or drawer. Some money orders (often Western Union and MoneyGram) have a purchaser signature line on the front. Do not sign the back; that is for the recipient's endorsement.
7. Detach and keep the receipt. The stub has the serial number you need to track, replace or refund the money order.
8. Deliver it safely. Hand it over in person or mail it, and keep a photo of the completed front for your records.

Example: a completed money order

Field	What to write
Amount	Printed by the issuer: $640.00
Pay to	Greenline Property Services LLC
Payee address	418 Oak Street, Columbus, OH 43215
From / Purchaser	Maria Lopez, 22 Elm Avenue, Columbus, OH 43206
Memo / Account no.	Invoice GPS-1045, October lawn and gutter service
Purchaser signature	Maria Lopez (only if a purchaser signature line exists)

How to pay an invoice larger than $1,000 by money order

If an invoice is $2,350 and the issuer's maximum is $1,000, buy three money orders: $1,000, $1,000 and $350. Write the same payee name and invoice number on each. The business should record all three against the invoice and issue one payment receipt showing the three serial numbers. Note that buying $3,000 or more in money orders with cash in one day requires the seller to record your ID under federal recordkeeping rules, and seller staff may ask what the money is for. That is routine, not a sign of a problem.

How businesses can accept money orders safely

Accepting money orders lets you serve customers who do not use cards or bank transfers, but counterfeit and overpayment scams are common. A simple policy protects you:

1. Accept money orders only for the exact invoice amount. Never accept one for more than the invoice and refund the difference. That is the classic overpayment scam; see invoice scams.
2. Inspect it. Look for the issuer's security features. USPS describes features such as a watermark and security thread on its money orders; Western Union and MoneyGram publish their own.
3. Verify it. Use the issuer's official verification phone line or website (found independently, not from the document) with the serial number and amount.
4. Check the payee name. It should be your business name. Do not accept one with a blank or altered payee line.
5. Endorse and deposit promptly. Sign the back as your bank requires, add "For deposit only" and your account number if your bank recommends it.
6. Wait for final funds on large amounts. A bank may make funds available quickly and still reverse the deposit later if the money order turns out to be fake.
7. Record it. Note the issuer, serial number and amount against the invoice.

If you list accepted payment methods on your invoices, add a line such as "Money orders accepted for the exact invoice total, payable to Greenline Property Services LLC." You can add that note in our free invoice generator.

Money order vs other payment methods

Method	Needs a bank account?	Can bounce?	Cost to payer	Speed to business
Money order	No	Genuine ones no; counterfeits yes	A few dollars	Mail time plus deposit
Personal check	Yes	Yes	Low	Mail time plus clearing
Cashier's check	Usually	Rarely (fakes exist)	About $10 or more	Mail time plus deposit
ACH or Zelle	Yes	ACH can be returned; Zelle rarely	Usually free	Minutes to 2 days
Card	No (credit) / Yes (debit)	Chargebacks possible	Usually free to payer	1 to 2 days payout

For a full overview, see the best payment methods for small business. If you are moving away from paper altogether, our article on the US paper checks phase-out explains the federal shift and what it means for small businesses.

How to record a money order payment in your books

When a customer pays an invoice with a money order, record it like any other payment, with a few extra details:

1. Log the issuer and serial number against the invoice, along with the date received.
2. Record the deposit on the day you take it to the bank or deposit it by app. If you deposit several money orders and checks together, list each one so the deposit total can be traced.
3. Mark the invoice paid once the deposit is final, not when the paper arrives.
4. Send a receipt. Customers who pay by money order often have no bank statement to prove payment, so a payment receipt with the serial number matters more than usual.
5. Keep a copy or photo of the front and back for your records until the period for disputes has passed.

If a customer pays part of an invoice by money order, record the partial payment and show the remaining balance on the next statement. Our guide on partial payment invoices shows how to present it.

Money orders for landlords and service businesses

Landlords, property managers, daycare providers and home service businesses are the most common businesses that still see money orders. A few practical rules make them easy to manage:

• State in your lease or service terms that money orders are accepted and who they should be payable to.
• Ask tenants or clients to write the unit, account or invoice number in the memo.
• Do not accept money orders for security deposits from people you have not met, particularly when combined with a request to refund part of it.
• Offer an electronic alternative, such as ACH or a payment link, so customers who can switch have an easier option.

If you send rent or service invoices, our rent invoice template shows how to list accepted payment methods.

What if a money order is lost or stolen?

Contact the issuer with your receipt. USPS lets you check status and request a replacement through a money order inquiry, and Western Union and MoneyGram have similar processes. Expect a fee and a wait of several weeks while the issuer confirms the money order has not been cashed. This is why the receipt, the serial number and a filled-in payee line matter: they are your only proof and protection.

Common mistakes when filling out a money order

• Leaving the payee blank or writing a nickname instead of the legal or business name.
• Signing the back. The back is for the recipient's endorsement.
• Forgetting the memo. Without an invoice or account number, the business may credit the wrong account.
• Throwing away the receipt. You cannot trace or replace the money order without it.
• Correcting errors by hand. Altered money orders may be refused.
• Sending a money order to a stranger online. Scammers often ask for money orders because they are hard to reverse.

The same habits that make a money order safe apply to checks; see how to write a check for the paper-check version.

Summary

Learning how to fill out a money order takes two minutes: payee name, your details, the invoice number, a signature only where the purchaser line asks for it, and keep the receipt. For businesses, the key is to accept money orders for the exact invoice amount and verify them through the issuer. Our invoice generator is free, needs no sign-up, and creates a downloadable PDF in your browser, so customers always have the exact payee name and invoice number to write on their money order.