Tax Document Checklist: Everything You Need to File

Every year, the same thing happens: clients think they have everything, then three weeks into filing we’re waiting on a missing 1099 or a K-1 that hasn’t arrived yet. This checklist covers what you need, organized by the type of income or deduction it supports.

Personal Information

Social Security numbers for you, your spouse, and all dependents
Dates of birth for all dependents
Prior year tax return (your preparer needs last year’s AGI for e-filing, plus it provides a useful comparison)
Bank account and routing numbers for direct deposit or direct debit
Identity Protection PIN (IP PIN) if the IRS issued one to you

Employment and Wage Income

W-2 from every employer you worked for during the year
W-2G for gambling winnings
Final pay stub of the year (useful for verifying W-2 accuracy before the form arrives)

Self-Employment and Freelance Income

1099-NEC from every client who paid you $600 or more
1099-K from payment platforms (Venmo, PayPal, Stripe, Square) if applicable
Records of all business income, including cash payments and amounts below the 1099 reporting threshold
Business expense records: receipts, bank statements, credit card statements, mileage logs
Home office measurements (square footage of office and total home)
Health insurance premiums paid (if self-employed and not covered by a spouse’s employer plan)

If you’re filing a Schedule C, clean bookkeeping is the single most important thing you can bring to your preparer. A profit-and-loss statement from QuickBooks or a well-organized spreadsheet saves hours.

Investment and Retirement Income

1099-B — stock and investment sales (your brokerage’s consolidated 1099 usually includes this)
1099-DIV — dividends
1099-INT — interest income from bank accounts and bonds
1099-R — retirement distributions (IRA, 401(k), pension)
1099-SA — HSA distributions
SSA-1099 — Social Security benefits
Schedule K-1 — partnership, S corp, or trust income (these are chronically late — here’s why)
Cryptocurrency transaction records (every exchange or platform you used)

Rental Property Income

Total rental income received
Mortgage interest statement (Form 1098) for rental property
Property tax bills
Insurance premiums
Repair and maintenance receipts
Property management fees
Depreciation schedule (your preparer carries this forward, but bring it if you’re switching preparers)

Deductions and Credits

1098 — mortgage interest paid
1098-T — tuition paid (for education credits)
1098-E — student loan interest paid
Property tax bills for your primary residence
State and local income tax payments (including estimated payments made during the year)
Charitable donation receipts (cash and non-cash, with written acknowledgment for donations over $250)
Medical and dental expense records (if they exceed 7.5% of AGI)
Childcare provider information: name, address, EIN or SSN, and total paid
IRA and retirement contribution records (5498 forms, typically mailed by May)
HSA contribution records (Form 5498-SA)

Estimated Tax Payments

Records of all federal estimated tax payments (amounts and dates)
Records of all state estimated tax payments
Records of any city estimated tax payments (NYC residents — this applies to you)

Key Takeaway

The documents that cause the most delays: K-1s (partnerships and S corps don’t always file on time), corrected brokerage 1099s (brokerages reissue these in March), and state tax refund information. Don’t rush to file before you have everything — an amended return costs more than a brief wait.

Frequently Asked Questions

When should I have all my documents?

W-2s and most 1099s are due to you by January 31. Brokerage 1099s (consolidated statements) are due by February 15 but are frequently corrected and reissued in March. K-1s have a March 15 deadline for S corps and partnerships, but many arrive late. If you’re a partner or S corp shareholder, plan to file on extension.

What if I’m missing a form?

Contact the issuer first. If you can’t get the form, you can file using your own records (bank statements, pay stubs) and report the income accurately. The IRS cares that the numbers are right, not that you have a specific piece of paper.

Do I need receipts for every deduction?

You need records that substantiate the deduction, but they don’t have to be paper receipts. Bank statements, credit card statements, and digital records all count. For charitable donations over $250, you need a written acknowledgment from the organization. For vehicle expenses, you need a mileage log.

Sources

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Ready to get started on your return? Send us your documents and we’ll take it from there. We prepare individual and business returns for clients in NYC, LA, and Miami.

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