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Tax Preparation Information Form

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Tax Preparation Information Form

Client Identification

Client Name:    Social Security Number:

Date of Birth:    Occupation:

Filing Status and Dependents

Filing Status (check applicable):

Dependents (provide all who qualify)

SSN:    Date of Birth:    Relationship:

SSN:    Date of Birth:    Relationship:

Income Sources

Please list all sources of income for the tax year and attach supporting documents (W-2, 1099, statements).

Deductions and Credits

Select items that apply and provide totals or supporting statements.

Self-Employment / Business Information (if applicable)

Business Name:    EIN (if any):

Business Type:

Estimated Tax Payments and Refunds

List estimated tax payments or credits applied to this tax year.

Payment 1 — Date: Amount:

Payment 2 — Date: Amount:

Documents Checklist

Check all documents you will provide for preparation:

Authorization and Certification

By signing below, I certify that the information provided in this form and any attachments is true, correct, and complete to the best of my knowledge. I understand that the preparer will rely on the information I provide and is not responsible for checking the accuracy of materials supplied by third parties. I authorize the preparer to prepare and file federal and state tax returns based on this information, and to contact me regarding additional information necessary to complete the returns.

I authorize the preparer to communicate with tax authorities on my behalf if required for return processing, and I agree to promptly provide any additional documentation requested. I acknowledge that I retain final responsibility for the accuracy of the tax return and for retaining supporting documentation.

Payment and Engagement Terms

Payment Method (select all that apply):

Preparer's fee agreement and payment schedule will be provided separately. Late or nonpayment may result in suspension of services and additional collection costs charged to the client.

Client Name:

Signature:

Date:

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What the Tax Preparation Information Form Is and when it's used

The Tax Preparation Information Form collects the factual data a tax preparer needs to prepare federal and state returns, information returns, or payroll filings. Typical items include taxpayer name, taxpayer identification number (TIN), filing status, address, income sources, deductions, prior-year information, and preparer authorization. The form streamlines intake, reduces follow-up, and creates a single authoritative record for the preparer and taxpayer. It does not replace official IRS forms submitted to government agencies, but it records the inputs the preparer will use to complete those forms accurately and consistently.

Who completes and relies on this form

The form is used by professional preparers, small-business owners, and individuals who want documented inputs for tax filing.

  • Tax preparers and CPAs who collect client facts before preparing returns and 1099s.
  • Small business owners and bookkeeping teams collecting payroll and contractor payment details.
  • Individuals with complex returns, rental income, or multiple income streams requiring consolidated data.

Completed forms become part of the preparer file and support accuracy, backup for filings, and evidence in the event of IRS or state inquiries.

Step-by-step: completing the form accurately

Follow these steps in order to gather, verify, and record the details a preparer needs to file accurate returns.

  • 01
    Collect IDs: Obtain SSN/EIN and photos of supporting documents.
  • 02
    Confirm addresses: Verify current mailing and legal addresses with the taxpayer.
  • 03
    List income: Record income sources, payer names, and amounts.
  • 04
    Authorize e-file: Get explicit consent for electronic filing and signature if applicable.

Key filing and distribution deadlines to watch

Different tax returns and information returns have distinct deadlines. Treat the intake form as preparatory; file the underlying IRS forms by statutory dates.

W-9 provision timing:

Provide upon payer request; keep on file until updated.

1099-NEC deadline:

File to recipient and IRS by January 31 each year.

1099-MISC electronic deadline:

File by March 31 when filing electronically to IRS.

Form 1040 deadline:

Individual returns due April 15 (extension to Oct 15 available).

Record retention start:

Retention begins on filing date or creation date of records.

Key penalties and risks from incorrect or late information

Incorrect TIN: Triggers backup withholding.
Late 1099 filing: Per-form penalties accrue quickly.
Intentional disregard: Higher, uncapped penalties possible.
I-9 paperwork: Civil fines range significantly.
Mismatched names: IRS correspondence and delays.
Insufficient consent: Rejects electronic filing or signature.

Paper vs electronic handling of intake data

Compare common attributes of paper and electronic intake to choose the workflow that balances control, auditability, and speed.

Criteria Paper Electronic
Acceptance universal widely accepted
Processing time slower faster
Error detection manual automated
Audit trail limited detailed

Security and compliance controls to protect intake data

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest
Audit Trail: Timestamped logs with signer metadata
Access Controls: Role-based permissions and session timeouts
HIPAA Support: BAA available where required
Certifications: SOC 2 Type II and ISO 27001
Authentication: Multi-factor and advanced signer verification

Options for digital completion and eSubmission

Choose a platform that supports your required security, authentication, and integrations before moving to electronic intake.

  • File Formats: PDF, DOCX, and fillable forms supported
  • Integrations: Works with CRM and cloud storage
  • Authentication: Email, SMS, and advanced verification

Typical eSignature vendor pricing and capabilities

Compare starting cost, trial availability, bulk send, audit trail, and HIPAA capability across vendors. signNow is listed first per comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial Varies Varies Varies Varies
Bulk Send Yes Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about using the Tax Preparation Information Form

Answers to common practical issues when collecting, signing, and retaining intake forms for tax preparation.


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