What Documents to Gather to File Taxes {Checklist}
Tax Documents Checklist: Get ahead of tax season with this simple checklist, including W-2s, 1099s, and receipts for deductions.
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Welcome to tax season! Hopefully, you’re planning ahead so your taxes get filed on time. Whether you’re doing them yourself or working with an accountant, you’ll need to have all your documents ready to go.
Whatever you do, don’t wait until April 14 and expect tax professionals to pull off a miracle. You can always file for an extension until October 15, but that’ll delay any refund you’re expecting—and you still have to pay any taxes you owe in April.
My other business is virtual bookkeeping, but I avoid doing tax preparation as much as possible. I just don’t like tax prep or want to keep up with the regulations. I only prepare simple returns, mostly for family and friends, and I’ve put together a list of documents needed for simple taxes.

Personal information
When it comes to filing taxes, getting organized early saves time and reduces stress. Start by gathering basics like your Social Security cards and bank account info. Whether you’re handling federal taxes, state income tax returns, or searching for tax deductions, having everything ready makes a big difference.
If you’re a small business owner or have additional income, like rental income, be sure to include those details too. With a tax prep checklist and all the important documents, you’ll be set to tackle your tax situation and prepare for next year’s filing. Don’t wait until the last minute
Let’s go over what to have ready.
Social Security Numbers
Make sure you have SSNs for yourself, your spouse, and any dependents, as well as everyone’s date of birth and full legal name. If you have a minor child from a divorce, remember that only one person can claim the child. Hopefully, your divorce decree outlined who can claim the child(ren).
Bank routing and account numbers
If you want to receive a possible refund through direct deposit, you’ll need to provide your banking information. You can still receive a paper check; it will just take longer.
And if you owe additional taxes, you can pay that amount electronically or via check. The IRS will also allow you to set up a payment plan if you owe a large amount. The important thing is to make a payment or establish a payment plan before April 15, because the IRS charges exorbitant late fees and interest rates.
Last year’s tax return
Sometimes, information from last year’s return will carry over to the current year. It will also provide personal information for anyone who was listed on the return, which will be helpful this year.
Single, married filing jointly, married filing separately, qualified widow(er), and head of household are your options.
Helpful links:
What is the right tax filing status? Single, married filing jointly, married filing separately, qualified widow(er), and head of household are your options.

Income documents needed for taxes
Whether you’re working for an employer, collecting unemployment, or earning income from investments, the forms described below will help you report your earnings accurately. Let’s take a look at the key income documents you’ll need.
W-2 for employees
If you work as an employee, your employer should have issued a W-2 form by January 31. The W-2 is probably the most important document needed for taxes.
It will list:
- Income
- Tax-advantaged retirement contributions
- Federal and state taxes withheld
- Tips reported, if applicable
1099-G for unemployment
Pay close attention to whether federal or state income taxes were withheld from your unemployment income. And yes, unemployment payments are taxable.
1099s from investments
Depending on the types of investments you have, you may receive:
- 1099-INT for interest income
- 1099-DIV for dividend income & capital gains distributions
- 1099-R for receipts from retirement accounts
- 1099-B for capital gains & losses from your investments
- 1099-OID & 1099-Q are less common, but also report other types of income
Social Security income

Documents related to deductions & credits
Whether you’re a homeowner, student, or someone who makes charitable donations from time to time, having things like your 1098 form, student loan interest records, and receipts for any energy-efficient upgrades will help you maximize your deductions.
Homeowners
- 1098 showing interest paid on your mortgage
- Real estate tax information. Property taxes may be included in the escrow account of your mortgage, so they could be reported by your mortgage holder. If the mortgage company doesn’t provide real estate tax amounts, your county treasurer should have also mailed a tax statement during the year.
- Receipts for any energy-efficient home improvements
Present & past students
- 1098-E for student loan interest paid. If you paid less than $600 in interest, you won’t get an official tax document, but your lender should provide your interest paid somewhere.
- 1098-T for tuition paid. The deduction for tuition paid is available to the student only if they cannot be claimed as a dependent by someone else. This means that parents often get a deduction for their child’s tuition, regardless of who actually paid the tuition.
Charitable contributions
The rules for charitable contributions have changed over the past few years. In 2020, thanks to the CARES Act, anyone can take a deduction of up to $300 for charitable contributions. Any amount over that is subject to itemized deductions limitations.
Other documents needed for taxes
- Receipts for childcare expenses
- Receipts related to medical & dental expenses, including medical travel mileage records. It’s important to remember that medical expenses have to be over 7.5% of your adjusted gross income, and cannot have been reimbursed by insurance previously. That means you have to spend a lot on medical bills to be able to deduct anything from your taxes.
- The amount of last year’s federal & state refunds; a refund could be taxed by the other entity in the current year.
- State & local taxes may be deductible on your federal income tax return
- Teachers can deduct $250 of classroom supply expenses, so keep the applicable receipts
- Records of contributions to tax-advantaged investment accounts

Business-related documents needed for taxes
If you run a business, getting your tax documents in order is key to making the filing process easier. You’ll want to have things like your Tax ID, 1099s for any income, and all your financial records and receipts for deductions. Having everything organized not only keeps you on track but helps you claim all the deductions you’re entitled to.
Please note that this business-related tax information does not apply to employees.
Business information
- Tax ID
- Knowledge of the type of business entity. The taxes for an LLC are part of the owner’s personal return, while a corporation requires a separate tax return to be filed.
1099-MISC or 1099-NEC income
Anyone who paid you over $600 in a non-employee capacity should issue you a 1099, unless you have incorporated your business. The regulations changed a bit this year, so there are actually two different 1099 forms to cover this type of income.
1099s only show the amount you received, because no taxes are withheld from payments to contractors.
Schedule K-1
A Schedule K-1 is similar to a 1099, but it’s issued by the business to its partners. It lists that partner’s portion of the net income or net loss of the business.
Business financials
Use the profit and loss statement (also known as the statement of comprehensive income in proper accounting lingo) from your business to help determine the deductible business expenses to report. Make sure you have receipts to back up the expenses you’re deducting.
Mileage report
If you use your personal vehicle for business purposes, you can deduct a certain amount per mile. The IRS changes the mileage rate each year, so keep your eyes peeled for all future changes.
Form 8829 for home office use
If you used part of your home as an office, you may be able to deduct a portion of some house-related expenses on your business taxes.
Taxes paid
If you were required to make quarterly income tax payments for your business, you need to account for those payments on your return.
Information about assets & equipment
Create a list of your business assets & equipment. Update it every year to help determine the depreciation you can claim. Make sure to include the date of purchase, purchase cost, and type of asset.
Knowledgeable business owners and any tax preparer worth their salt love depreciation because it is like phantom cash flow. While it is not actual money in your hand, it still saves you cash. You can write off the wear and tear on things like equipment or buildings, which lowers your taxable income and cuts your tax bill. It is an easy way to save money without doing anything extra.

TIP: look at your net worth
Your net worth lays out investment accounts that could bring in income, dividends, or capital gains and losses. It also shows liabilities that might have deductible interest expenses, like your mortgage or student loans. Your retirement contributions can impact your taxes too.
Make sure to keep receipts and records related to your tax returns for at least six years, just in case the IRS comes knocking. If you’re feeling unsure about handling your taxes, it’s a good idea to talk to a pro. The tax code can change a lot, and it’s tough for most people to stay on top of it. And, let’s be honest, those NYC free tax prep sites might not be the answer you need.
A lot of the information required for tax preparation is included, or hinted at, on your net worth calculations.
Wrapping It Up
Tax season doesn’t have to be stressful if you start getting everything together early. Grab the basics, like your Social Security number, bank details, and last year’s tax return. If you’re working as an employee, get your W-2 ready, and if you have extra income or investments, don’t forget those 1099s.
Also, keep track of receipts for things like charitable donations or medical expenses, as they can help with deductions. Business owners, make sure your Tax ID and income forms are lined up. The earlier you gather everything, the smoother filing will go!
This is super helpful! I need to do this and have been putting it off because I usually just start gathering papers, thinking all the while, “what else do I need?” The task will be much easier now! Thank you!
I hope it helps! I know taxes are boring, but the fees for not filing would be worse :
Great, in-depth article! I haaaate doing my taxes (who doesn’t?), but your list helps take the guesswork out of what to collect to get started, which I always do in bits and pieces. Thanks!
I hope this tax season goes smoothly for you!
This tax seems to be very boring but most essential thing to do. I am sure this will help a lot of people like me. Great post!!