Tax Preparation Checklist

Please include a cover page when dropping off or emailing your documents.

Your cover page should include:

  • Full Name(s): Taxpayer & spouse
  • Best Contact Information (phone number & email)
  • New Dependents: Name, date of birth, and SSN
  • Changes This Year: Marital status (marriage/divorce with dates), address change (include date), sale or purchase of a home (include closing statement), or other significant life events
  • Bank Information (if it’s changed)
  • Business Owners: A summary of income and expenses for the year

Personal Tax Documents

Personal Information

  • Photo ID (driver’s license, state ID, or passport)
  • Social Security Numbers (Or ITINs) for you, spouse, and dependents
  • Bank account information (routing & account number for direct deposit)
  • IRS IP Pin (if you have one due to identity theft, a new IP Pin number will be issued each year)

Income Documents

  • W-2 forms from all employers
  • 1099 forms for: freelance/contract work, interest, dividends, retirement distributions, Social Security, etc.
  • K-1s from partnerships, S-corps, trusts, or estates
  • Unemployment income forms (1099-G)
  • Rental income (and related expense records)
  • Other income records (gambling winnings, jury duty pay, prizes, etc.)

Adjustments & Deductions

  • Education expenses (Form 1098-T, student loan interest Form 1098-E)
  • IRA/HSA contributions and year-end statements
  • Childcare expenses with provider name, address, and EIN/SSN
  • Alimony Paid (for divorces finalized before 2019)
  • Moving expenses (military only)

Itemized Deduction Documents (if applicable)

  • Mortgage interest (Form 1098) & property tax statements
  • Charitable contributions (cash & non-cash with receipts)
  • Medical and dental expenses (if significant)
  • State and local taxes paid (including vehicle registration if deductible)

Credits & Special Situations

  • Adoption expenses
  • Energy-efficient home improvements receipts/certificates
  • Electric vehicle purchase documents

Last Year’s Tax Return

  • A copy of last year’s federal and state return (helps your CPA catch carryovers and credits)

Business Tax Document Checklist

General Information

  • Legal business name and EIN (or SSN if sole proprietor)
  • Business address and contact information
  • Ownership details (partners, shareholders, % owned)
  • Last year’s business tax return (federal/state/local)

Financial Statements

  • Year-end Profit & Loss Statement (Income Statement)
  • Year-end Balance Sheet
  • General Ledger or QuickBooks file
  • Trial balance

Income Reports

  • Gross receipts/sales reports
  • Returns & allowances
  • 1099s from clients/customers
  • Other income (grants, interest, etc.)

Expense Records

  • Payroll records (W-2s, W-3, 941s, 940s, state unemployment forms)
  • Contract labor (names, SSNs/EINs, and amounts paid- needed for 1099-NEC reporting)
  • Rent or lease payments (office, equipment, vehicles)
  • Utilities (electric, water, internet, phone)
  • Supplies, materials, inventory purchases
  • Insurance premiums (health, liability, workers comp)
  • Travel, means, and entertainment expenses
  • Professional fees (legal, accounting, consulting)
  • Business loan interest and loan documents
  • Depreciation Schedule and new asset purchase receipts

Business-Specific Items

  • Inventory records (beginning inventory, purchases, ending inventory)
  • Milage log or auto expense records (gas, maintenance, lease payments)
  • Home office expenses (if applicable- Sq. footage of office vs. home)
  • Estimated tax payments made during the year
  • Sales tax reports (if applicable)

Other

  • New business loans or lines of credit (agreements & year-end balances)
  • Major equipment purchases or sales (with dates and amounts)
  • Owner contributions/distributions made during the year

Estate Tax Document Checklist

General Estate Information

  • Death certificate (official copy)
  • Will and/ or trust documents
  • Letters testamentary or letters of administration (proof of authority for executor/personal representative)
  • Prior year tax returns of the decedent (federal & state, if available)
  • Estate EIN (if one has been obtained)
  • List of heirs/ beneficiaries with contact information and SSNs

Asset Information (as of date of death)

  • Bank account statements (checking, savings, money market)
  • Investment account statements (brokerage, mutual funds, bonds, stock certificates)
  • Retirement accounts (IRA, 401(k), annuities- with beneficiary designations)
  • Real estate deeds and property appraisals
  • Business interests (partnership, corporation, LLC ownership percentages and valuations)
  • Life insurance policies (face value and payout info)
  • Vehicle, boats, or other titled property (with valuations)
  • Personal property of significant value (art, jewelry, collectibles, farm equipment, etc.)

Liabilities & Debts (as of date of death)

  • Mortgage statements
  • Credit card balances
  • Medical bills
  • Final expenses (funeral/burial costs)
  • Other outstanding debts or obligations

Income & Expenses After Date of Death

  • Estate income (interest, dividends, rents, business income)
  • Expenses paid by the estate (legal fees, executor fees, professional fees, administrative costs)
  • Distributions to heirs/beneficiaries (dates and amounts)

Additional Documents

  • Appraisals for property or valuables as requested
  • Receipts for deductible expenses (funeral, administration, legal)
  • Court accountings or reports if already prepared