Tax Document Checklist for Tax Returns

The documents needed to prepare your tax return vary based on your personal and financial situation. Some clients may only need a W-2, while others may require business, investment, or rental records.

This checklist is designed to help you gather the information needed for an accurate and efficient tax preparation process.

You may begin uploading documents to the client portal as they become available, or you may wait until you receive your Tax Organizer.

New for 2026: Tax Law Updates

Recent tax law changes may affect how income is reported and taxed for the 2026 filing season. Please review the following items carefully.

Overtime Compensation

Certain taxpayers may be eligible for a federal income tax deduction related to qualified overtime compensation earned during the year. In general, this applies to the premium portion of overtime pay above an employee’s regular hourly rate.

Please retain records of overtime earned during the year. Employers may begin separately reporting qualified overtime compensation on Form W-2.

Tip Income

Taxpayers who receive tip income may be eligible for a federal income tax deduction on qualifying tip income for applicable years. Accurate reporting and recordkeeping of tip income remains required.

If you receive tips, please ensure all tip income reported to your employer matches your records.

Employer Payroll Reporting

Employers should ensure payroll systems properly track and report qualified overtime and tip income on Form W-2 beginning with the 2026 tax year. This is especially important for businesses with hourly employees or tipped staff.

If you operate a business with payroll, please notify us of any payroll structure changes during the year.

Prior-Year Tax Returns

• Copies of your most recent two years of federal and state tax returns, if not already in our possession

IRS and State Notices

• Any letters or notices received from the IRS or state tax agencies

• Identity Protection PIN letter, if one has been issued to you, your spouse, or your dependents

Personal Information

All taxpayers should provide the following:

• Social Security number or Tax ID number

• Copy of driver’s license or state-issued identification

• Spouse’s full legal name, Social Security number or Tax ID number, and date of birth, if applicable

• Copy of spouse’s driver’s license or state-issued identification

• New clients only: copy of Social Security cards for all individuals listed on the return

• Bank routing and account numbers for direct deposit of refunds or electronic payment of balances due

Dependent Information

If you are claiming dependents, please provide:

• Full legal names, dates of birth, and Social Security numbers

• Childcare provider name, address, and Tax ID number

• Records of childcare expenses paid

• Income of other adults living in the household, if applicable

• Form 8332 if the custodial parent is releasing the right to claim a child

• New clients only: copies of Social Security cards and birth certificates for dependents

Sources of Income

Employment Income

• Forms W-2 

Unemployment or State Refunds

• Form 1099-G

Self-Employment or Business Income

• Forms 1099 received

• Schedule K-1 forms, if applicable

• Profit and Loss statement

• Access to bookkeeping records, if maintained

• Records of business expenses

• Asset purchase information including cost and date placed in service

• Home office information, if applicable

• Estimated tax payments made using Form 1040-ES

Taxpayers are responsible for maintaining adequate books and records to substantiate income and deductions. Records should generally be retained for a minimum of three years.

Rental Income

• Rental income and expense records

• Property asset information for depreciation

• Estimated tax payments made

Retirement Income

• Form 1099-R for pensions, IRAs, or annuities

• Social Security income forms 1099-SSA or RRB-1099

• Documentation of after-tax IRA contributions, if applicable 

Savings and Investments

• Forms 1099-INT, 1099-DIV, 1099-OID

• Forms 1099-B or 1099-S for sales of stocks or property

• Purchase dates and cost basis information, if not reported

• Cryptocurrency transaction records

• Health Savings Account distributions Form 1099-SA

• Estimated tax payments made

Other Income

• Gambling income Forms W-2G or records

• Jury duty income

• Hobby income and expenses

• Prizes or awards

• Trust income

• Royalty income Forms 1099-MISC

• Alimony paid or received with former spouse name and Social Security number

• Copy of divorce decree, if applicable

Common Deductions

Homeownership

• Mortgage interest statements Form 1098

• Real estate tax records

• Energy-efficient home improvement receipts

• Other applicable 1098 series forms

Charitable Contributions

• Records of cash donations

• Documentation for non-cash donations

• Mileage records for charitable or medical travel

Medical Expenses

• Health insurance premiums paid

• Out-of-pocket medical, dental, and vision expenses

Health Insurance

• Form 1095-A if coverage was obtained through the Health Insurance Marketplace

Childcare Expenses

• Daycare or preschool payment records

• Babysitter or caregiver wage records

Education Expenses

• Form 1098-T from educational institutions

• Receipts for qualified education expenses

• Scholarship or fellowship documentation

• Form 1098-E for student loan interest

Educator Expenses

• Classroom supply receipts for eligible K-12 educators

State and Local Taxes

• State or local income tax payments not withheld on wages

• Vehicle sales tax invoices, where applicable

Retirement and Savings Contributions

• Form 5498 for IRA contributions

• Form 5498-SA for HSA contributions

• Other applicable 5498 series forms

Federally Declared Disaster Losses

• City and county of affected property

• Insurance claim documentation

• Repair or rebuilding cost records

• FEMA assistance information

Important Life Events

Please notify us if any of the following occurred during the year, as these events may significantly affect your tax return:

• Job change

• Marriage or divorce

• Retirement

• New business or self-employment activity

• Sale or purchase of real estate

• Sale or purchase of a business

• Large charitable contributions of property

• Significant changes in income

• Pension or IRA distributions

Contact Us

There are many events that occur during the year that can affect your tax situation. Preparation of your tax return involves summarizing transactions and events that occurred during the prior year. In most situations, treatment is firmly established at the time the transaction occurs. However, negative tax effects can be avoided by proper planning. Please contact us in advance if you have questions about the tax effects of a transaction or event, including the following:

• Pension or IRA distributions

• Significant change in income or deductions.

• Notice from IRS or other revenue department.

• Job change.

• Marriage.

• Divorce or separation.

• Retirement.

• Self-employment.

• Attainment of age 59½ or 72.

• Charitable contributions of property in excess of $5,000

• Sale or purchase of a business.

• Sale or purchase of a residence or other real estate.