Tax Preparation Checklist

Below is where you will find all of the information that will be needed to properly file your taxes for the year. Please read over all of the information that pertains to your unique filing situation and and submit all of the required documents.

Documents Needed to File  Individual/Joint Tax Returns

Gather the following documents and information before preparing your individual federal and state tax returns:

  • Personal information: Your full legal name, date of birth, Social Security number (or Individual Taxpayer Identification Number), current address, and last year’s tax return, if available.
  • Dependent information: Names, dates of birth, Social Security numbers, relationship to you, and records showing how long each dependent lived with you and the support you provided.
  • Income statements: Forms W-2 for wages; Forms 1099-NEC, 1099-K, or 1099-MISC for freelance, contract, or other nonemployee income; and Form 1099-G for unemployment compensation or state tax refunds.
  • Investment and retirement income: Forms 1099-INT, 1099-DIV, 1099-B, 1099-R, SSA-1099, and other records for interest, dividends, stock sales, retirement distributions, Social Security benefits, or cryptocurrency transactions.
  • Self-employment records: Business income and expense records, invoices, receipts, mileage logs, home office information, and records of estimated tax payments.
  • Deduction records: Forms 1098 for mortgage interest, property tax records, charitable contribution receipts, medical expense records, student loan interest statements, and records of state and local taxes paid, if you may itemize deductions.
  • Education expenses: Form 1098-T, tuition payment records, scholarship information, and receipts for qualifying education expenses.
  • Child care expenses: The care provider’s name, address, taxpayer identification number, and the amount paid for qualifying child or dependent care.
  • Health insurance information: Form 1095-A if you had Marketplace coverage, plus records of any advance premium tax credit payments.
  • Credits and special situations: Records for energy-efficient home improvements, clean vehicle purchases, adoption expenses, disaster losses, foreign income, rental property income and expenses, or other potential tax credits and deductions.
  • Payment and refund details: Bank routing and account numbers for direct deposit or electronic payment, along with records of federal and state estimated tax payments.
  • Identity protection information: Your IRS Identity Protection PIN, if one was issued to you.

Keep copies of all tax documents and supporting records with your completed return. Requirements may vary based on your income, filing status, state of residence, and eligibility for credits or deductions.

Documents Needed to File Tax Returns for Freelancers and Self-Employed Individuals

Use this checklist to gather the information commonly needed to prepare a U.S. federal tax return. Requirements can vary based on your business structure, state, and deductions, so keep complete records and consult a qualified tax professional when needed.

  • Personal and tax identification information: Social Security number or Individual Taxpayer Identification Number (ITIN), your spouse’s and dependents’ information if applicable, prior-year tax return, bank account and routing numbers for direct deposit or payment, and your current address.
  • Income records: Forms 1099-NEC for nonemployee compensation, 1099-K for payments processed through third-party platforms or payment cards, 1099-MISC for certain other income, 1099-INT or 1099-DIV for investment income, invoices, client payment records, sales reports, bookkeeping reports, and bank statements. Include income even if you did not receive a tax form.
  • Business expense records: Receipts, invoices, bank and credit card statements, and accounting reports that support ordinary and necessary business expenses. Common categories include advertising, supplies, software, internet and phone service, professional fees, insurance, rent, utilities, shipping, subcontractor payments, education, and business travel.
  • Vehicle and mileage documentation: A mileage log showing business miles driven, dates, destinations, and business purpose; total annual miles; and records for vehicle expenses such as fuel, repairs, insurance, registration, lease payments, and interest. Keep records that distinguish business use from personal use.
  • Home office information: Documentation showing the workspace is used regularly and exclusively for business, plus records of home expenses such as rent or mortgage interest, property taxes, utilities, homeowners or renters insurance, repairs, and square footage of the home and office.
  • Asset and equipment records: Purchase receipts and dates for computers, cameras, machinery, furniture, and other business property. Include records of improvements, trade-ins, sales, or disposal of business assets.
  • Contractor and payroll records: Forms 1099-NEC issued to contractors, Forms W-2 and payroll reports if you have employees, employer tax filings, and proof of payroll tax deposits. Businesses that paid qualifying contractors may have their own information-reporting obligations.
  • Estimated tax payment records: Confirmation of federal, state, and local estimated tax payments made during the year, including payment dates and amounts. Also gather records of any prior-year overpayment applied to the current tax year.
  • Health insurance and retirement records: Form 1095-A if you purchased Marketplace health coverage, records of self-employed health insurance premiums, and contribution statements for SEP IRAs, SIMPLE IRAs, solo 401(k)s, traditional IRAs, or other retirement plans.
  • Other deduction and credit documents: Records for charitable contributions, student loan interest, education expenses, child and dependent care costs, mortgage interest, property taxes, and other potential deductions or credits that apply to your situation.
  • State and local tax information: State or local income tax forms, business license details, sales tax records, and records of state or local estimated tax payments, if required where you live or operate.

Recordkeeping tip: Keep supporting documents for at least three years after filing your return; longer retention periods may apply in certain situations. Store digital copies securely and reconcile your income and expenses throughout the year to make tax filing easier.

Small Business Tax Filing Checklist

Gather these documents and records before preparing your small business tax return. Requirements can vary by business structure, location, and tax year, so consider consulting a qualified tax professional for guidance specific to your situation.

  • Business identification information: Legal business name, Employer Identification Number (EIN) or Social Security number, business address, and entity type (sole proprietorship, partnership, S corporation, or C corporation).
  • Prior-year tax return: A copy of last year’s federal and state business returns, including depreciation schedules and carryforward information.
  • Income records: Profit and loss statement, sales reports, invoices, receipts, bank deposits, payment processor statements, and Forms 1099 received from clients or platforms.
  • Business bank and credit card statements: Statements for all accounts used for business activity, ideally reconciled to your bookkeeping records.
  • Expense documentation: Receipts and records for deductible costs such as supplies, inventory, rent, utilities, advertising, insurance, professional fees, travel, meals, and repairs.
  • Payroll records: Employee wage information, payroll tax filings, Forms W-2 and W-3, and records of employer payroll tax payments.
  • Contractor payment records: Payments made to independent contractors, along with Forms 1099-NEC or 1099-MISC, when required.
  • Asset and equipment records: Purchase dates, costs, financing details, and records of business vehicles, computers, machinery, furniture, and other depreciable property.
  • Vehicle and mileage logs: Mileage records, dates, business purpose, and vehicle expenses if you claim business use of a car or truck.
  • Home office information: Total home square footage, dedicated office square footage, rent or mortgage interest, utilities, insurance, and property tax records if eligible for a home office deduction.
  • Inventory records: Beginning and ending inventory counts, purchase records, and cost of goods sold information for businesses that sell products.
  • Loan and interest statements: Business loan balances, interest paid, and financing records, including applicable Forms 1098.
  • Estimated tax payment records: Proof of federal, state, and local estimated tax payments made during the year.
  • Retirement and benefits records: Contributions to business retirement plans, health insurance premiums, and other employee benefit expenses.
  • State and local tax documents: Sales tax filings, business license fees, franchise tax records, and any notices received from tax agencies.

Tip: Keep digital copies of supporting documents and retain records for the applicable IRS and state recordkeeping periods.

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