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Tax Preparation Checklists

Get Ready to File

What Documents Do You Need for Tax Preparation?

Start with the individual checklist, then use any additional checklist that fits your situation. You don't need every item on this page—gather the records that apply to you and make a note of anything you're unsure about.

Last reviewed:September 2026
Good to know:

These lists help you get organized; they aren't a complete list of every document a return may require. Nikol may request additional information after reviewing your situation.

Individuals & Families

Individual Tax Preparation Checklist

Gather the items that apply to you and anyone included on your return.

Personal information

  • Social Security numbers or ITINs for you, your spouse, and dependents
  • Dates of birth for dependents and details of any changes to your household
  • Last year's federal and state tax returns, if you're a new client
  • Bank routing and account numbers for a refund or electronic payment
  • Any IRS or state tax notices you received

Income

  • Forms W-2 from every employer
  • Forms 1099 for interest, dividends, investments, retirement distributions, unemployment, or other income
  • Forms 1099-K and records showing the transactions behind them, if received
  • Records of income that was not reported on a tax form
  • Records of estimated tax payments made during the year

Deductions and credits

  • Mortgage interest, property tax, and charitable contribution records
  • Form 1098-T and records of qualifying education expenses
  • Childcare provider information and amounts paid
  • Health insurance forms and HSA contribution or distribution records, if applicable
  • Records for any other deduction or credit you want to discuss
Sole Proprietors & Contractors

Self-Employment Checklist

Use this alongside the individual checklist if you have freelance, contractor, or sole proprietor income.

Income and expenses

  • Year-end income summary and Forms 1099-NEC, 1099-MISC, or 1099-K received
  • Records of cash, check, card, and online payments, including amounts not shown on a 1099
  • Expense summary by category with supporting receipts or records
  • Business bank and credit card statements used to reconcile your records
  • Details of refunds, returns, and sales tax collected, if applicable

Assets and special expenses

  • Equipment and vehicle purchases or sales, including dates and costs
  • Business mileage log and vehicle expense records, if applicable
  • Home office measurements and related expense records, if applicable
  • Health insurance and retirement contribution records, if applicable
  • Estimated federal and state tax payments
Partnerships & Corporations

Business Tax Return Checklist

A starting point for partnerships, S corporations, and C corporations. The exact documents depend on your entity and accounting records.

Financial records

  • Year-end profit and loss statement and balance sheet
  • General ledger or access to the bookkeeping system
  • Reconciled business bank, credit card, and loan accounts
  • Inventory records, if the business carries inventory
  • Prior-year return, if you're a new client

Ownership, payroll, and assets

  • Owner or partner contributions, distributions, and ownership changes
  • Payroll summaries and Forms W-2, W-3, and 941, if applicable
  • Forms 1099 issued to contractors and related payment records
  • Asset purchases, disposals, and loan documentation
  • Federal and state estimated tax payments and tax notices
Property Owners

Rental Property Checklist

Keep a separate set of records for each rental property.

Property records

  • Rental income and security deposit records
  • Expenses such as repairs, insurance, utilities, management fees, and property taxes
  • Mortgage interest statements and loan information
  • Purchase, sale, and improvement records, including dates and costs
  • Prior depreciation schedules, if you're a new client
  • Records of personal use, if the property was also used personally
Fiduciaries

Trust and Estate Income Tax Checklist

For trustees and personal representatives preparing an income tax return for a trust or estate.

Entity and financial records

  • Trust agreement or estate documents and taxpayer identification number
  • Prior returns, if available
  • Income forms and statements for trust or estate accounts
  • Records of expenses, asset sales, and beneficiary distributions
  • Names, addresses, and taxpayer identification numbers for beneficiaries
  • Any IRS or state correspondence
Final Review

Before You Send Your Documents

A few final checks can prevent missing information and follow-up delays.

Review your package

  • Confirm you have forms from every employer, bank, brokerage, and other payer
  • Flag missing or corrected forms instead of guessing at the amounts
  • Explain major changes such as a move, marriage, new child, property sale, or new business
  • Include tax notices and questions you want to discuss
  • Ask the practice how to submit sensitive documents securely
Keep Good Records

Three Things That Make Preparation Easier

Include All Income

Income may need to be reported even when you didn't receive a tax form. Reconcile your forms with your own records.

Keep Supporting Documents

Save the statements, receipts, and records behind the amounts on your return. A bank transaction alone may not explain what an expense was for.

Flag Unusual Changes

Tell your CPA about life events, new income sources, business changes, and property transactions. Those details can affect which questions and documents matter.

Ready to Get Your Tax Documents in Order?

Bring your records and questions to a CPA who can help you understand what applies to your return and identify anything that's missing.

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