Tips for Preparing Forms

Filing your federal income tax return can be a complex process, but it becomes more manageable when you understand what the IRS expects and follow some practical tips. Here are some useful insights into preparing your IRS Form 1040 and Form 1040-SR for US residents, focusing specifically on the paper process from printing to filling out and mailing your return.

1. Gather The Necessary Documents

Before you begin, make sure you have all the documents you will need to complete your tax return. Use the checklist below to help you stay organized:

• Social Security Numbers: For yourself, spouse, and dependents. If you do not have a Social Security Number, you may use an Individual Taxpayer Identification Number (ITIN).
• W-2 Forms: These forms report your wages and taxes withheld from your employer.
• 1099 Forms: These may include 1099-MISC, 1099-NEC, or 1099-DIV for other types of income such as freelance work, interest, or dividends.
• 1098 Forms: For mortgage interest and other potentially deductible expenses.
• Previous Year's Tax Return: It can help as a reference when preparing your current tax return.
• Itemized Deductions: Receipts for medical expenses, mortgage interest, property taxes, charitable contributions, and other eligible itemized deductions.
• Freelance, Contractor, or Farming: You may need written records, bank statements, credit card statements, and receipts to report your income and expenses on Schedule C, Schedule SE, or Schedule F, as applicable.
• Bank Account Information: For direct deposit of your refund, if applicable.

2. Print Your Forms

You can download and print Form 1040, Form 1040-SR, Schedule 1, Schedule A, and many of the required schedules from our website. Print all tax forms at their actual size, single-sided, and on plain white paper to ensure clarity. You do not need to print in color. Black and white is fine as long as the forms are legible.

• Open the forms in Adobe Acrobat Reader to enter data and print.
• Become familiar with your printer settings.
• Ensure that you have an extra black ink cartridge on hand.
• Print at actual size, disable any shrink-to-fit settings.
• Ensure your printer is set at 300 DPI or better.
• Use good quality paper to ensure that the forms are clear and can be easily handled and scanned by the IRS.
• Test print a page or two to ensure that all information fits properly and that no data is blurry, cut off, or misaligned.

3. Filling Out the Forms

When preparing your first draft, it is a good idea to use pencil so you can make corrections easily. This is when you will want to compare your forms and entries to the previous year's income tax return.

• Write Notes: If a section of the instructions is confusing, print the section, write down what you found confusing, and describe how you interpreted it. Keep this information with a copy of your tax return for future reference.
• Final Version in Ink: Once ready to complete your final version, the IRS requires you to use black or blue ink. Avoid using colors like red or green, as they may not be readable by IRS scanners.
• Fill Out All Required Fields: Be sure to complete every required field. Leaving blanks can result in a delay in processing or rejection.
• Attachment Sequence: Look for the attachment sequence number printed in the upper right-hand corner of each supporting form or schedule. This number indicates the correct order in which to attach them to your Form 1040 or Form 1040-SR.
• Attach Means Assemble: When the IRS says to attach forms, they generally mean to assemble the forms in the correct order, without stapling or paper-clipping them together. Keep the forms loose and free of wrinkles or folds so they can be easily scanned and processed by the IRS. See Assemble Your Return on page 64 of the latest Form 1040 and Form 1040-SR instructions.

4. Sign and Date the Form

Do not forget to sign and date your Form 1040 or Form 1040-SR. If you're married filing jointly with your spouse, both parties must sign. An unsigned return is not considered valid by the IRS and could result in processing delays or penalties.

5. Locate the Correct Mailing Address

After completing your Form 1040 and any required schedules, use the mailing address provided in the Form 1040 instructions booklet. The mailing address depends on your state of residence and whether you are including a payment. Be sure to write down the exact address given to avoid delays.

6. Practical Mailing Tips

Remember to assemble all required schedules in the proper attachment sequence. If you are enclosing a check along with a Form 1040-V payment voucher, add them loosely to the top of your stack of forms (front of your tax return). Do not staple or paper clip your check and payment voucher.

Consider sending your tax return with one of the US Postal Service tracking options such as certified mail, return receipt, and certificate of mailing. Certified mail is signed by the receiver. A return receipt is signed by the mail carrier upon delivery. These will provide proof that the IRS received your return and is especially useful when mailing closer to the April 15 deadline.

Regardless of the postal mail service that you use, ensure the date stamp on your receipt is clearly legible. If your return is received late, the IRS may require you to email or fax a legible copy of the date stamp.

Super Easy Right?

Completing and mailing in your Form 1040 can feel like a daunting task, but taking the time to prepare properly can make all the difference. Gathering your documents, printing your forms correctly, and paying close attention to the IRS guidelines are all steps that can ensure a smooth process. Remember, using black or blue ink, checking the attachment sequence, and mailing to the correct address will help avoid any issues or delays.

If you need additional help, consider reaching out to an income tax professional or consulting the IRS website for additional instructions.

Frequently Asked Questions (FAQ)

Can I Fill Out My Tax Forms in Pencil?

You can draft the forms in pencil so that you can make corrections, but the final version must be completed in black or blue ink, according to IRS guidelines.

What Happens if I Forget to Sign My Return?

An unsigned tax return is not valid and may result in a delay in processing or rejection by the IRS. Make sure both spouses sign if married filing jointly.

Can I Sign a Tax Form for My Spouse?

Generally, you cannot sign a tax form for your spouse unless you have a Power of Attorney (POA). If a spouse is unable to sign due to illness or absence, Form 2848 (Power of Attorney and Declaration of Representative) may be required. There are exceptions for spouses deployed in the military or in other special circumstances. Consult the Form 1040 instructions or a tax professional for more details.

I Made a Math Mistake on My Return, What Should I Do?

If you made a simple math mistake on your tax return, you generally do not need to file an amended return. The IRS will correct any math errors during the processing of your return. You will receive a notice from the IRS if the correction affects the amount of your tax due or your refund. There is also usually no need to amend your return if you forgot to include certain forms, such as W-2s and 1099. The IRS will typically contact you to request any missing information.

How Do I Know Where to Mail My Return?

The correct mailing address is provided in the Form 1040 instructions. The address depends on your location and whether you owe money or are expecting a refund.

Last updated: November 9, 2024

Federal Tax Forms