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Tax Submission Authorization Form

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Tax Submission Authorization Form

Taxpayer Information

Entity Type (select all that apply)







Taxpayer Identification Number

Provide either Social Security Number or Employer Identification Number. Do not enter both.

Authorized Third Party

Scope of Authorization

By signing below, the taxpayer appoints the named Authorized Representative to act on the taxpayer's behalf for the tax matters and periods specified. The authority granted is limited to the items checked below.







Revocation; Limitations; Indemnity

This authorization remains in effect until the expiration date above or until revoked in writing by the taxpayer. Revocation is not effective as to any action already taken in reliance on this authorization. The taxpayer acknowledges that this form does not authorize the Authorized Representative to endorse or negotiate checks unless expressly checked above and accompanied by a separate written agreement.

The taxpayer agrees to indemnify and hold harmless the Authorized Representative for actions reasonably taken in good faith pursuant to this authorization, except for conduct resulting from willful misconduct or gross negligence.

Retention of Records

The Authorized Representative may retain copies of returns, schedules and other documents prepared or provided in connection with this authorization as necessary to comply with professional retention requirements and to respond to inquiries relating to the covered periods unless the taxpayer requests in writing that copies be returned.

Certification and Perjury Statement

I certify, under penalties of perjury, that the information provided on this form is true, correct and complete to the best of my knowledge and that I am authorized to execute this authorization on behalf of the taxpayer identified above. By signing this form I specifically authorize the actions checked above and acknowledge the following:

  1. That I am the taxpayer or an individual authorized to act for the taxpayer for the tax matters and periods described in this form.
  2. That the Authorized Representative may receive and disclose return information to other persons as necessary to perform the authorized services, except where prohibited by law.
  3. That I may revoke this authorization at any time by providing written notice to the Authorized Representative, but revocation will not affect actions already taken in reliance on this authorization.
  4. That I understand this authorization does not relieve me of any tax filing or payment obligations; I remain responsible for ensuring returns are filed and payments are made timely.

Signature of Taxpayer (Required)

Print Name:

Signature:

Date:

If signing on behalf of entity, Title:

If not the taxpayer, relationship to taxpayer:

Enter text

What the Tax Submission Authorization Form Is

The Tax Submission Authorization Form is a written authorization that allows a designated agent, tax professional, or third party to prepare, review, or electronically submit tax returns and information returns to the IRS or state tax agencies on behalf of a taxpayer. It documents the scope of authority, identifies the taxpayer and agent, and records effective dates and limitations. The form can be used for individual, business, or fiduciary filings and is frequently combined with a W-9, power of attorney, or payer-specific authorization for 1099/withholding tasks.

Why a Clear Authorization Matters for Tax Filings

A clear, signed authorization reduces processing delays, helps establish consent for electronic filing, and documents who may receive tax documents or submit returns on behalf of the taxpayer. Proper authorization also supports audit trails and helps resolve disputes about filing responsibility or data disclosure.

Why a Clear Authorization Matters for Tax Filings

Who Typically Completes This Authorization

The form is commonly completed by individuals, small business owners, and organizations that delegate tax preparation or submission to agents, payroll providers, or third-party payers.

  • Independent contractors and freelancers who authorize a payer or agent to file 1099s on their behalf.
  • Small business owners who grant an accountant or payroll vendor permission to prepare and e-file returns.
  • Nonprofit treasurers or fiduciaries who delegate filings to contracted tax preparers or volunteers.

Use the form whenever a named agent will access or submit tax data; retain a signed copy to document consent and scope for compliance and audit purposes.

Primary Signers and Parties

Taxpayer — Individual

The person whose tax data appears on the return. They must sign to grant authority; for business returns, an authorized officer or owner signs. Accurate legal name and TIN are essential to avoid backup withholding or incorrect filing.

Authorized Agent — Professional

A CPA, enrolled agent, payroll provider, or third-party designee authorized to prepare or file tax returns. The agent should provide contact information, their preparer tax identification number (PTIN) when applicable, and the precise scope of authority.

Required Data Elements at a Glance

Taxpayer Name: Full legal name
Taxpayer TIN: SSN or EIN
Agent Identity: Name and organization
Scope of Authority: Prepare | submit | receive copies
Effective Date: Start and end dates
Signature Block: Signer name, title, date

How to Complete the Form: Step-by-Step

Follow these sequential steps to complete a compliant Tax Submission Authorization Form and reduce filing errors.

  • 01
    Identify parties: Enter taxpayer and agent full legal names.
  • 02
    Specify authority: Check or write precise permissions being granted.
  • 03
    Add dates: Use MM/DD/YYYY for effective and expiry dates.
  • 04
    Sign and retain: All parties sign; keep original or certified copy.

How to Configure an Online Authorization Workflow

When collecting signatures online, map fields and authentication to the form's legal needs.

Field Configuration
Signer Authentication Email + SMS code or KBA
Signature Type Electronic signature with audit trail
Required Attachments W-9 or ID scan as conditional field
Retention Settings Automatic archive and export PDF

Typical Submission Flow for Authorized Tax Filings

A standard e-submission workflow ensures each party signs, the agent files, and records are retained with an audit trail.

  • Upload form: Sender uploads authorization and supporting docs.
  • Place fields: Add signature, date, and identity fields.
  • Collect signatures: Signers authenticate and sign electronically.
  • File and archive: Agent e-files returns and stores copies.

Technical Considerations for eSubmission and Signing

Choose a platform that supports secure e-signing, strong authentication, and long-term retention for tax records.

  • Document formats: PDF, DOCX supported
  • Authentication: Email, SMS, KBA options
  • Integrations: CRM and payroll connections

Confirm the platform supports audit trails and applicable compliance standards (ESIGN, UETA, HIPAA where applicable) before collecting signatures.

Key Filing Deadlines and Timing to Remember

Timing depends on the form type; use deadlines to schedule authorization collection and agent filing tasks.

W-9 provision:

Provide upon payer request; no fixed filing date

1099-NEC:

Recipient and IRS due Jan 31 each year

1099-MISC:

Recipient due Jan 31; paper IRS Feb 28; electronic Mar 31

Form 1040:

Due April 15; extension to Oct 15 with Form 4868

FBAR (FinCEN 114):

Due Apr 15 with automatic extension to Oct 15

Common Preparation Errors to Avoid

  • Providing a mismatched name or TIN that triggers backup withholding or IRS correction requests, delaying processing and risking penalties.
  • Using vague authorization language that fails to specify which forms or years the agent may prepare or file, creating ambiguity for payers or auditors.
  • Failing to attach required supporting documents (W-9, identity proof) or to set conditional fields for attachments in digital workflows, leading to incomplete submissions.
  • Collecting signatures without a demonstrable audit trail or consent record, weakening enforceability under ESIGN and UETA in disputes.

Consequences of Incorrect or Missing Authorization

Backup withholding: 24% withheld
Information return fines: IRC §6721 penalties
Intentional disregard: Penalty $660+ per form
I-9 violations: $281–$2,789 per violation
Data privacy risk: HIPAA/CCPA exposure
Filing delays: Late submission penalties

Real-World Examples of Authorizations in Use

Case examples show how organizations streamline tax submissions while documenting authority and audit trails.

Optica Ventures

Optica simplified signature collection across customers and staff

  • Reduced turnaround time for return preparation
  • The COO Brian Fitzgibbons said: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties

A real estate firm centralized authorizations for multiple properties

  • Enabled remote signings during closings
  • Founder Tim Martin noted he could process documents online with 100% compliance and built-in security, improving execution speed.

Comparing eSignature Options for Tax Authorizations

Price and core capabilities vary; the table below summarizes starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps across common providers.

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 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Practical Tips for Reliable Authorizations

Apply these practices to reduce errors and support enforceability for tax authorizations.

Use precise scope language
Explicitly list the tax forms, tax years, and actions the agent may perform to avoid ambiguity and unauthorized filings.
Verify TINs before submission
Confirm taxpayer SSN/EIN accuracy using payer or IRS TIN-matching processes to prevent backup withholding and penalties.
Collect consent records
Ensure electronic workflows capture consent, IP, timestamps, and authentication evidence to satisfy ESIGN/UETA validity tests.
Limit access and duration
Specify an end date or condition for revocation and remove agent access promptly when authority ends.

Frequently Asked Questions About Tax Submission Authorizations

Answers to common questions about validity, electronic signatures, revocation, and handling errors in authorizations.


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