Part 1: client and household information
Ask for this on every new client, and confirm it for returning clients:
- Taxpayer and spouse: full legal name as it appears with the Social Security Administration, SSN or ITIN, date of birth, occupation, phone, email and current address.
- Filing status you expect to use, and any change in marital status this year.
- Dependents: name, SSN or ITIN, date of birth, relationship, months lived with the client, and whether they're a student or disabled.
- Identity Protection PIN (IP PIN), if the IRS issued one.
- Last year's return: whether they filed, who prepared it, and the adjusted gross income (AGI), which is used to verify identity when e-filing.
- Direct deposit: bank routing and account numbers for the refund or payment.
- Language preference and the best way and time to reach them.
Part 2: "what changed this year" questions
Changes drive most missed items. Yes/no questions are fastest:
- Did you marry, divorce, or have or adopt a child?
- Did you move, buy or sell a home?
- Did you start a business, side job or gig work (rideshare, delivery, online sales)?
- Did you receive unemployment, Social Security, a pension or retirement distribution?
- Did you sell stocks, crypto or other digital assets?
- Did you have health coverage through the Marketplace (Form 1095-A)?
- Did you pay for childcare, college tuition or student loan interest?
- Did you make estimated tax payments, or get a letter from the IRS or your state?
Part 3: document checklist for clients
Send this before the appointment. It follows the IRS's own "gather your documents" list:
| Category | Bring |
|---|---|
| Identity | Photo ID; Social Security cards or ITIN letters for everyone on the return; IP PIN if issued |
| Wages and income | Forms W-2 and W-2G; 1099-NEC, 1099-K, 1099-MISC, 1099-INT, 1099-DIV, 1099-R, 1099-G, SSA-1099 |
| Health coverage | Form 1095-A if covered through the Marketplace |
| Self-employment and side jobs | Payment app, card processor and marketplace statements; checks received; receipts and mileage logs; estimated tax payments |
| Deductions and credits | Childcare costs and provider tax ID; Form 1098 mortgage interest and property tax; charitable receipts; Form 1098-T tuition; HSA/FSA records; retirement contributions |
| Digital assets | Records of crypto or other digital asset sales if no information return was received |
| Last year | Prior-year return or AGI; any IRS or state letters |
| Refund | Bank routing and account number for direct deposit |
Part 4: consent, fees and signatures
- Fee agreement or engagement letter: your price list or estimate, what's included and when payment is due. Tell clients the fee before you start work.
- Section 7216 consent: get the client's written consent before you use or disclose their tax information for anything other than preparing the return, including sharing it with a bank for a refund product.
- Bank product disclosure, if you offer one: the fees, that the refund goes to the bank first, and that the product is optional.
- Form 8879, IRS e-file Signature Authorization: the client signs it after reviewing the return and before you transmit. Keep it for three years from the return due date or the IRS received date, whichever is later.
Taking intake remotely: the identity rules
If clients sign Form 8879 electronically and you're not with them in person, IRS Publication 1345 treats it as a remote transaction. You must record the client's name, Social Security number, address and date of birth, and verify them through record checks, which e-signature software usually does with knowledge-based authentication questions. If a client fails those questions three times, you need a handwritten signature on Form 8879 instead.
Collect documents through a secure client portal, not regular email. Tax preparation firms are covered by the FTC Safeguards Rule, which requires encryption, multi-factor authentication and a written security plan.
Tips for a smoother intake
- Send the checklist when you book, so clients bring everything the first time.
- Use the same form every year and pre-fill what you already know for returning clients.
- Make the client confirm that the information is complete and accurate, with a signature and date.
- Flag credits that need due diligence: the Earned Income Credit, Child Tax Credit, American Opportunity Tax Credit and head of household status require extra questions and Form 8867.
- Charge for disorganized files only if your fee agreement says so. See tax preparation fees.
Professional software does most of this for you
Most professional tax software includes client organizers, secure document upload and remote signatures with identity verification built in. Partner offices with us get professional software, setup, training and season support with $0 upfront, plus their marketing launch. See how we work.
Common questions
What should a tax client intake form include?
Client and spouse information, filing status, dependents, last year's AGI, direct deposit details, a list of what changed this year, a document checklist, a fee agreement, any Section 7216 consents, and the client's signature confirming the information is accurate.
What is a tax organizer?
A tax organizer is a form or questionnaire clients fill out before their appointment. It lists their income, deductions and life changes so the preparer doesn't miss anything. Most professional software can generate one from last year's return.
What documents should clients bring to a tax appointment?
Photo ID, Social Security cards or ITIN letters, W-2s and 1099s, Form 1095-A if they had Marketplace coverage, records for deductions and credits, self-employment records, last year's return or AGI, and bank details for direct deposit.
Can clients sign Form 8879 electronically?
Yes, if your software supports it. For remote signatures, IRS Publication 1345 requires you to record and verify the client's name, SSN, address and date of birth, usually through knowledge-based authentication. After three failed attempts, you need a handwritten signature.
How long do I keep a client's Form 8879?
Three years from the return due date or the date the IRS received the return, whichever is later. You don't send it to the IRS unless the IRS asks for it.