Documents needed to file taxes: what to gather and when it arrives

To file a US federal return you need proof of what you earned, proof of what you paid that can reduce your tax, and the details that identify you and your household. Most of it arrives by itself in late January and February; the trouble is the paper that does not. This guide is general information, not tax advice, so check the details with a preparer or the IRS for your situation.

Identity and household

Social Security numbers (or ITINs) and birth dates for you, your spouse and any dependents
A photo ID if your preparer asks for one
Bank routing and account number for a direct-deposit refund
Last year's return, which a new preparer will want and software often imports

Income you were paid

Form W-2 from every employer, including short-term and part-time jobs
Form 1099-NEC or 1099-MISC for freelance, contract or gig work
Form 1099-K from payment apps and marketplaces
Form 1099-INT and 1099-DIV for interest and dividends
Form 1099-B or a broker's year-end statement for stock or crypto sales
Form 1099-R for pension, IRA or 401(k) payouts, and Form SSA-1099 for Social Security
Form 1099-G for unemployment pay or state refunds
Schedule K-1 from a partnership, S corporation, estate or trust
Your own records of rent received and any income with no form, such as cash tips

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Costs that can lower your tax

Form 1098 for mortgage interest, and your property tax bill
Form 1098-T for tuition and Form 1098-E for student loan interest
Receipts or an annual statement for charitable gifts
Childcare provider's name, address, tax ID and the total you paid
Form 1095-A if you had marketplace health insurance (you need it to reconcile the premium credit)
Form 5498 for IRA contributions, and HSA statements
Receipts and a mileage log if you are self-employed

Payments you already made

Estimated tax payments for the year, with dates and amounts
Any amount you paid with an extension request
A prior-year refund you chose to apply to this year, if any

When the forms usually arrive

Employers and payers generally have to send W-2s and most 1099s to you by the end of January, so mid-February is a sensible point to start checking. Brokerage 1099-B and some K-1s can come later, in February or March, and corrected versions sometimes follow. Starting to file before every form is in is the most common reason for an amended return, so make a list in January and tick items off as they come in.

If a document is late or missing

Contact the payer first, because they can resend it or give you the figures. If it still has not turned up, tell your preparer: they can often see some forms through your IRS account or work from year-end statements and pay stubs, and they will advise whether to wait, file on an extension or proceed with what you have. Do not leave income out because the form is missing; the IRS also receives a copy.

How to keep it from piling up

Put every form in one folder as it arrives, scanned or photographed, and name the files by payer. Keep a running list of what you expect, such as one W-2 per job and one 1099 per bank or broker, so the missing one is obvious. How long to keep the records depends on your situation, so ask your preparer.

For tax preparers

This is the list your clients are searching for; the preparer-side workflow is in our tax preparation checklist guide (/guides/tax-preparation-checklist). Send it as a request instead of a PDF they will lose: DocNag gives each client one private upload link, shows you exactly which items are in, and reminds them about the rest. The checklist below is prefilled with the individual-return items.

Want a ready-made version? See the free tax organizer template and the tax documents checklists by occupation.

Frequently asked questions

What documents do I need to file my taxes?

Proof of identity and household (Social Security numbers or ITINs, last year's return, bank details for a refund), income forms such as W-2s and 1099s, documents for costs that can lower your tax such as 1098, 1098-T and childcare details, and records of estimated tax payments you already made. This is general information, not tax advice.

When do tax forms like W-2 and 1099 arrive?

Employers and payers generally have to send W-2s and most 1099s by the end of January, so mid-February is a sensible time to start checking. Brokerage 1099-B and some K-1s can come in February or March, and corrected versions sometimes follow.

What if a tax document is late or missing?

Contact the payer first so they can resend it or give you the figures. If it still has not turned up, tell your preparer, who will advise whether to wait, file on an extension or proceed. Do not leave income out because the form is missing; the IRS also receives a copy.

Why should I wait for all my forms before filing?

Starting to file before every form is in is the most common reason for an amended return. Make a list of expected forms in January and tick items off as they arrive.

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Use the "Individual tax return documents" checklist in DocNag

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