I have been doing taxes in Orlando for a long time, and I can tell you the one thing that separates a smooth appointment from a frustrating one: preparation. When you walk in with everything organized, we can spend our time finding you every deduction you qualify for instead of chasing down paperwork.
Here is the thing about tax preparation. The actual work of calculating your return is the easy part. The hard part is making sure we have every document the IRS expects to see. Missing a single form can delay your filing, trigger a notice, or mean leaving money on the table.
So here is my complete checklist. Print it, check each box, and bring everything in one folder. Your tax preparer will thank you, and so will your refund.
Personal identification
This is where everything starts. Without the right identification, nothing else matters.
- Photo ID for you and your spouse (driver’s license or state ID).
- Social Security cards or ITIN letters for every person on the return, including dependents.
- Dates of birth for everyone on the return.
- Prior year tax return if you have it. Even just the first page helps us see what changed.
Income documents
The IRS gets copies of most of these forms too. If what we report does not match what they have, it triggers a letter. So we need everything.
- W-2 forms from every employer. Check that each one is correct before you bring it in.
- 1099-NEC or 1099-MISC if you did freelance or contract work.
- 1099-INT and 1099-DIV from banks and investment accounts.
- 1099-B for stock sales and brokerage activity. Bring the summary page even if the detail pages are thick.
- 1099-G for unemployment income or state tax refunds.
- 1099-R for retirement or pension distributions.
- SSA-1099 for Social Security benefits.
- K-1 forms from partnerships, S-corps, or trusts.
- Rental property income and expense records.
- Alimony received (for agreements made before 2019).
- Cryptocurrency transaction records. The IRS asks about it on every return now.
Deductions and credits
This is where good records pay off. The IRS does not let you deduct what you cannot prove.
- Mortgage interest statement (Form 1098).
- Property tax records or closing statement if you bought or sold a home.
- Student loan interest statements (1098-E).
- Tuition statements (1098-T) and education expense records.
- Medical and dental expense receipts. Include premiums, prescriptions, travel for care, and mileage.
- Charitable donation receipts. Cash over $250 needs a written acknowledgement from the organization.
- Childcare provider name, address, and tax ID or SSN. Plus what you paid and receipts.
- Health Savings Account contribution and distribution records.
- IRA contribution records for traditional and Roth accounts.
- State and local taxes paid if you are itemizing.
- Energy efficiency home improvement receipts. Some credits have been extended and expanded.
Business and self-employment documents
If you are self-employed or run a small business, the list gets longer. But this is also where the biggest tax savings live.
- Profit and loss statement for the year.
- Business mileage log. You need the date, purpose, and odometer reading for every trip you claim.
- Receipts for business expenses: supplies, equipment, marketing, insurance, professional fees.
- Home office records. Square footage, dedicated use, and direct expenses.
- Vehicle expense records if you use actual expense method.
- Business use of cell phone and internet bills.
- Estimated tax payment records for the year.
Health insurance information
- Form 1095-A if you had marketplace insurance. We need it to reconcile your premium tax credit.
- Form 1095-B or 1095-C from your employer or the insurer.
- Health insurance ID cards or policy numbers for every month of the year.
Life changes that affect your taxes
If anything in your life changed last year, tell us. Even if you are not sure it matters. It might.
- Marriage or divorce details and date.
- Birth or adoption of a child.
- Change in address.
- Change in bank account for direct deposit.
- Sale of a home.
- Inheritance or gift of property.
- Change in immigration or citizenship status.
- Bankruptcy filing.
What to leave at home
You do not need to bring your full bank statement for the year, every individual utility bill, or the original deed to your house. Your tax preparer only needs the documents that have tax relevance. When in doubt, bring it anyway. I would rather hand something back than miss a deduction because you left it in the car.
A few practical tips from Doris
- Do not wait until April. The earlier you come in, the more time we have to plan and make sure everything is right.
- Bring everything in one folder or envelope. A folder with labeled sections is even better.
- If you are missing a form, do not panic. We can often pull prior year data or request a transcript from the IRS. But it is faster if you bring it.
- If you are a small business owner, bring a quick profit and loss statement for the year even if it is rough. It gives us a starting point.
- Ask questions. I explain every line of your return. You should understand what you are signing.
The goal of a tax appointment is not just to file a return. It is to file the right return. One that captures every deduction you qualify for and keeps you in compliance so you can sleep well at night. A little preparation on your side makes that possible.
If you are ready to schedule your appointment or just have a question about what to bring, give MLPS a call. We are here to help.