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Bring photo identification, Social Security or taxpayer-identification records, birth dates, every income statement, last year’s tax return if available, and any records for direct deposit, childcare, health coverage, or tax transcripts that apply to you. If you are filing a joint return electronically, both spouses must attend to sign the required forms. Confirm the exact appointment procedure with your chosen VITA or TCE site before you leave home because services and document policies can differ by location.
Core checklist for a VITA or TCE appointment
The Internal Revenue Service checklist is a baseline, not a promise that every site handles every return. Gather documents for yourself and, when applicable, your spouse and every dependent listed on the return. Keep the documents together in a folder, envelope, or digital file, but ask the site which formats it accepts before relying on electronic copies.
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| Bring | Who or when it applies | What to know |
|---|---|---|
| Valid photo identification | Taxpayer and spouse filing jointly | The IRS examples include a U.S. driver’s license, employer or school ID, state ID, military ID, national ID, visa, or passport. |
| Social Security cards | Taxpayer, spouse, and dependents with Social Security numbers | Use the names and numbers exactly as they appear on the cards. |
| ITIN and related notices | Anyone without an SSN, or someone applying for an Individual Taxpayer Identification Number | Bring the ITIN notice and follow the site’s instructions about proof of foreign status and other identity documents. |
| IPIN assignment notice (CP-01A) | Taxpayer, spouse, or dependent assigned an Identity Protection PIN | Bring the notice for each person who has one. |
| Birth dates | Everyone named on the return | Have the taxpayer, spouse, and dependents’ dates available. |
| Income statements | Anyone who received wages, benefits, retirement income, interest, dividends, or other reportable income | Collect all applicable forms, not only a W-2. |
| Prior returns | If available | Bring last year’s federal and state returns. |
| Banking information | If requesting direct deposit | Proof of the routing and account numbers is needed; a blank check is an IRS example, not a universal requirement. |
| Childcare records | If you paid for daycare or qualifying care | Bring the total paid and the provider’s taxpayer identification number, such as an SSN or business EIN. |
| Health-coverage documents | If received | Bring Form 1095-A and any Health Insurance Exemption Certificate. |
| Tax transcripts | If applicable | Bring copies of IRS and state income transcripts. |
Identity and household information
Photo ID for the taxpayer and spouse
Bring a current photo ID for each taxpayer. For a married-filing-joint return, that means both spouses should have identification with them. The IRS lists a valid U.S. driver’s license, employer or school identification, state identification card, military identification, national identification, visa, and passport as examples. A local site may explain whether it accepts a particular document or a digital presentation, so verify before the appointment.
Social Security cards and taxpayer-identification notices
Bring the Social Security card for the taxpayer, spouse, and each dependent included on the return. The preparer uses the exact legal names and numbers when completing the return, so do not rely on memory.
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If someone does not have a Social Security number, bring the applicable Individual Taxpayer Identification Number notice. An ITIN notice does not automatically replace every other identity document: a person applying for an ITIN may also need proof of foreign status and whatever additional identification the selected site requires. Ask the site for its current process.
If the IRS assigned an Identity Protection PIN, bring the CP-01A assignment notice for the taxpayer, spouse, or dependent who received one. The preparer needs the correct PIN for that individual’s return.
Birth dates for everyone on the return
Write down the birth date of the taxpayer, spouse, and every dependent. Having the information in one place helps prevent a transcription error when the preparer enters the household details.
Bring every relevant income record
Do not arrive with only a wage form if you had other income. Collect every statement and record that relates to the tax year, including documents that arrived electronically. The IRS checklist names these common examples:
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- Form W-2: wages from an employer.
- Form W-2G: certain gambling winnings.
- Form 1099-R: pensions, annuities, retirement-plan distributions, or similar payments.
- Form 1099-MISC: certain miscellaneous payments.
- Form SSA-1099: Social Security benefits.
- Bank Forms 1099: interest and dividend statements.
These are examples rather than a complete list for every taxpayer. Depending on your circumstances, you may have additional wage, contract, investment, retirement, unemployment, state, or other income records. Put all forms from employers, financial institutions, benefit administrators, and other payers in the same packet. If a payer corrected a statement, bring the corrected version and identify which document it replaces.
Online statements count as records you should collect, but the IRS checklist does not establish one nationwide rule requiring originals or guaranteeing that every site can accept a particular file format. Contact the site if a form is digital-only, was mailed to an old address, or is still missing.
Prior returns, direct deposit, and other supporting records
Last year’s federal and state returns
Bring a copy of last year’s federal return and state return if you have them. Prior-return information can help the preparer confirm carryovers, filing history, names, addresses, and other details. The IRS checklist says “if available,” so lack of a prior return should not stop you from asking the site how to proceed.
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If you want a refund or other payment sent by direct deposit, bring proof of the bank routing number and account number. The IRS gives a blank check as an example of acceptable proof; it is not stated as a mandatory document for every taxpayer. Ask the site what it accepts if you do not use checks. Verify every digit before signing because an incorrect account number can delay a payment or send it to the wrong account.
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Childcare or dependent-care information
If you paid for daycare or other qualifying care, bring the total amount paid and the provider’s taxpayer identification number. The provider number may be an individual’s Social Security number or a business Employer Identification Number. Also bring the provider’s name and address if those details appear on your records; the site can tell you what its preparers need to claim an applicable credit.
Health insurance and exemption documents
Bring Form 1095-A, the Health Insurance Marketplace Statement, if you received one. Also bring a Health Insurance Exemption Certificate if you received one. Do not assume a Marketplace policy can be handled without the form: the preparer may need the figures from it to complete the return correctly.
IRS and state income transcripts
If you obtained federal or state income transcripts, bring copies. Transcripts can be useful when a wage or income statement is missing, but they do not automatically substitute for every document or resolve every discrepancy. Tell the site which payer or form is missing and ask whether the transcript is sufficient for that return.
Important rule for married couples filing jointly
“To file taxes electronically on a married-filing-joint tax return, both spouses must be present to sign the required forms.” Plan the appointment accordingly. One spouse should not arrive alone expecting to complete the electronic signature process for both people. If one spouse cannot attend, call the selected site before the appointment and ask whether another filing or signing procedure is available; do not assume that a power of attorney or an unsigned form will be accepted.
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What to confirm before leaving home
- Verify the site and appointment details. Confirm the address, date, time, parking or check-in instructions, and whether you need an appointment rather than a walk-in visit. Use the IRS VITA/TCE locator or call 800-906-9887 to find a site.
- Ask what that location handles. VITA and TCE sites can differ in the returns and issues their volunteers are equipped to handle. Explain unusual income, an ITIN application, identity-protection issues, self-employment, or other complications when you schedule.
- Confirm document format. Ask whether the location wants paper copies, originals for inspection, printed electronic statements, or another format. The IRS checklist does not create a nationwide originals-only rule.
- Check household attendance. Make sure both spouses can attend if the return is married filing jointly and will be signed electronically. Bring the information for every dependent, even if a dependent will not attend.
- Review the packet against your own income. The named W-2, W-2G, 1099-R, 1099-MISC, SSA-1099, and bank 1099 forms are examples. Add every other statement or record that applies to you.
- Keep sensitive information secure. Use a closed folder or secure digital transfer method specified by the site. Do not email Social Security numbers or account details to an unverified address.
What if a document is missing?
Contact the site before the appointment
Call the location as soon as you know a form is unavailable. Tell the volunteer the type of document, the payer, and whether you have an online account, transcript, corrected statement, or other record. Site procedures vary, and the volunteer can tell you whether to reschedule, bring an alternative, or proceed with the information available.
Do not guess numbers
Never estimate wages, withholding, account numbers, or an Identity Protection PIN. A guessed number can create an incorrect return or delay processing. Wait for a replacement statement or ask the site what documented alternative it accepts.
Bring explanations for discrepancies
If two records show different addresses, names, amounts, or account details, bring both and explain the difference. A preparer may need to resolve the discrepancy before completing the return. Keep corrected forms with the original forms so the history is clear.
Understand what “free tax preparation” covers
VITA and TCE are IRS-sponsored programs offering free basic tax-return preparation to qualified taxpayers. VITA generally focuses on people who meet the program’s income guidelines, people with disabilities, and taxpayers with limited English proficiency. TCE particularly serves taxpayers age 60 and older and often emphasizes retirement-related tax issues. Many TCE sites are operated by AARP Foundation Tax-Aide.
“Free” does not mean every return type or every tax problem is handled at every location. Volunteer expertise and available services vary by site. Ask about your situation when booking rather than assuming that a nearby location can prepare a complex return. This appointment is also different from a visit to an IRS Taxpayer Assistance Center: a Taxpayer Assistance Center appointment is not the VITA/TCE preparation service described by this checklist.
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A simple packing method
Use four sections in a folder so you can check the packet quickly:
- Identity: photo IDs, Social Security cards or ITIN notices, IPIN notices, and birth dates.
- Income: every employer, benefit, retirement, interest, dividend, and other payer statement.
- History and payment: prior federal and state returns, plus bank proof if requesting direct deposit.
- Conditional records: childcare totals and provider number, Form 1095-A, exemption certificate, and tax transcripts.
Place a note on the front listing any missing document, corrected form, or question for the volunteer. That keeps an unresolved issue visible instead of leaving it buried among the paperwork.
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Bottom line for your appointment
Start with identification and household details, then add every income statement and any records tied to direct deposit, childcare, health coverage, or transcripts. Bring last year’s return when available, but do not treat a blank check or another example as a universal requirement. Both spouses must attend an electronically filed joint-return appointment to sign. Finally, confirm the local site’s services, accepted formats, and check-in rules before you go.
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