How To Mail Documents to the IRS - Bulletproof Method 

You're welcome Jake. Thanks for taking the time to comment.

@@NonprofitTaxHelp Dude commenting a decade later is a level of kindness I aspire to

You're welcome Connor D. I keep intending to make an updated video with higher resolution. I guess I'll get to that one day.

Did op still uses this method, and it works for them? I was thinking I should replicate this video with better video quality, but I don't know if this is exactly the process relevant today.

Same. You got that shit done, you've adulted successfully! Now kick back and relax. Btw. If I have to print a form to do my taxes, how should I send it off to make it waterproof?

Same

Seriously, it feels embarrassing having to look it up.

Welcome back!

That's great Sandra. Now you have extra assurance that your return was received. Thanks for the feedback.

All communications with the IRS these days requires persistence and patience.

Nope, never even received singed receipt providing proof of delivery.

+FrEaK_aCcIdEnT Thanks for watching. Glad you found it helpful.

I seriously doubt the IRS would pay the postage. This method is designed to offer the greatest possible chance of successfully communicating with the IRS. I've never tried using a return envelope without postage.

Thanks for sharing your story. As you can see, I created this video more than 10 years ago. Back then, it was relatively uncommon for the IRS to say they didn't receive something. Today, especially the last 3 years, it is very common to have the IRS say they did not receive what was sent. Even without the cover letter, you can still use the certified mail receipt (and return receipt) and insist that the document was sent. You will still have to send it again, but having the certified mail receipt will at least allow you some leverage in having penalties removed, depending on the situation.

@@NonprofitTaxHelp Agreed. Thank you.

Isn't that lovely?!?! The State of NC apparently are synonymous for not receiving your return even with a certified shipping label the self-addressed stamped envelope is also a great idea for that. It’s interesting how the IRS & States do not have to pay you penalties and interest but you have to pay them penalties and interest for everything & anything with just about any amount of interest they want to pay for anything. In 2002 I lived in CA & everyone received IOU letters from the state of California because they did not have any enough funds to pay The residents they owed money too so we were made to wait seven months past the normal amount of time it takes to process returns of course there was no penalties or interest charge them ridiculousness.

You and I are on the exact same wave 😆 🤣

That's an interesting comment about paper clips. Thanks for sharing that. I've been sending paper clips, binder clips, and staples to the IRS for 25 years and as far as I know it's never caused a problem. But for anyone who prefers not to use that hardware, just be sure you have the organization's EIN on every page of the documents in case the pages get separated prematurely.

@@NonprofitTaxHelp Thanks for the reply! I received Form 3811 back today, so does that mean my large envelope (with the paper clip and 2 tiny binder clips) was accepted? I was mailing SS-8 forms and need to file my tax return but I know that the SS-8s need to be submitted first. Also- it was only stamped and part A. B. C. and D. were not filled out. It also seems to have a different address from the one I wrote in Item 1. Is this okay?

@@amyg.6019 It means the envelope was delivered. Doesn't mean it was opened and processed yet. The stamp is the same info that would be in part ABC and D. They just use the stamp to save time. Don't worry about the address. Everything will be fine. I just sent a bunch of paperwork to the IRS earlier this week with paper clips and binder clips. No worries. They handle that stuff all the time. But the IRS is VERY SLOW to process and act on paper correspondence.

Agreed, yes it was. And my god you are beautiful.

I just assumed that anyone filing a personal or business tax return was using Turbotax (or something similar) and had already paid for the software. E-filing was generally included with the cost of the software. Now Turbotax offers free tax return software and free e-filing for simple returns. The IRS also offers free software and e-filing for simple returns with income of $73,000 or less www.irs.gov/filing/free-file-do-your-federal-taxes-for-free . If you don't qualify for the free services and you prefer to prepare your return on paper, by hand, then yea, I guess it is cheaper to mail it in. Your economic calculation may be different. As long as your method makes you happy, go for it.

+Ron Madrigal Thanks for watching.

I normally paper-clip the primary document together along with any supporting documentation. The cover/transmittal letter is paper-clipped to the self-addressed, stamped, return envelope. I place the cover letter / envelope on top of the primary document, but not attached to it in any way. But, it's OK to staple the primary document and documentation together. They scan everything, so I try to make it easier by using paper clips rather than staples. It's also a good idea to number the pages. 1/20, 2/20.... 20/20. So if the pages get out of order, they can easily be put back together.

@@NonprofitTaxHelp Terrific! Thank you for your quick response and so much help!

The green Return Receipt card is usually the first thing to come back. Sometimes it takes a month or two. The transmittal letters often take months to come back. Sometimes they never do. When I recorded this video, the IRS was very good about sending back the letters, but since the last gov't shutdown and then C-O-V-I-D, the IRS has been very slow to process any type of paper document. Just keep waiting.

@NonprofitTaxHelp Okay, will do. Thanks a lot for the reply. 👍🏾

Jackie, you need to ask your preparer why she didn't e-file the return. It is very unusual for a preparer not to e-file a simple 1040. The rules are that any preparer who reasonably expects to file 11 or more returns in a calendar year is required to e-file the returns. If they don't, they are required to include a Form 8948 with the paper return explaining why the return was not e-filed. The exception is if for some reason the return is not eligible for e-filing (unusual). Does your copy of the return have a Form 8948 included? As to whether you can fold it and mail it certified. Yes. I'm assuming it is only a few pages and can easily be folded.

Use the individual's name and SS# instead of organization name and EIN. But, don't use a SS# on the green card or anything visible to the public or post office.

Thanks for the help...

A W-2 normally comes with several copies: Copy B should be attached to the 1040, Copy 1 or Copy 2 is attached to state returns, Copy C is for you to keep. I'm not sure what you mean by "I have two w-2's for the year 2018." Does that mean you had two different jobs and each employer sent you a W-2? Or does that mean you had one job and you only got two copies of your W-2? If you were not provided with enough copies of the W-2 from each employer, then yes, you would need to make additional copies.

@@NonprofitTaxHelp i had two different jobs the previous year but i only have one copy for both

@@michellemarie1197 OK, then yes, you'll have to make copies so you'll have enough to attach to your Federal and state returns, and of course keep the original for yourself.

Well, you could call the IRS to confirm they received your tax return. I doubt they'd respond to a written request. I'm curious to know why you do not file your return electronically? That way you get almost instant confirmation that it was received. This video was recorded many years ago and was primarily directed at nonprofits and other filers who have to mail documents to the IRS. Tax returns are no longer (except in unusual circumstances) documents that need to be mailed to the IRS. Tax returns should be filed electronically if at all possible. The IRS is VERY short-staffed and processing times are long and many mistakes are made and many returns are "lost." Electronic filing is the way to go (unless you have an unusual circumstance that does not accommodate e-filing).

​@@NonprofitTaxHelp I'm a nonresident, and that's why I need to do it this way. I did my taxes with Sprintax and submitted a request to file electronically, but the IRS rejected it. However, I made the payment online. I only plan to send the 1040 NR form. Do you think it's not necessary to send the letter you mentioned in the example or not really?

@@balbae It's not essential to include the transmittal letter and return envelope. You can just mail it Certified or FedEx or whatever. The transmittal return letter is just an extra step that sometimes provides additional proof that the return was received. About half the time the IRS never returns the letter. Be aware that the IRS often specifies a different mailing address for Certified Mail vs a private delivery service like Fedex. Regarding the rejection, the IRS normally provides a rejection code or reason for the rejection. Sometimes it's just a matter of making a small correction in the return header or prior year AGI, then e-filing again.

@@NonprofitTaxHelp okay, thank you so much.

Thanks for your comment. If something is helpful to me and to a client, I do it, even if not legally required. I do not argue late filing cases in court. I argue with an IRS employee. Having a return receipt and stamped-dated transmittal letter is very convincing evidence to an IRS employee, who almost certainly has no idea what the law says. If you feel it is superfluous to use a return receipt, that's fine. No worries. I've mailed thousands of letters certified to IRS with return receipt over the last 16 years. Never had one returned undeliverable. If you send communication to the wrong IRS address or if you check the "signature required" box on the green card, it could come back undeliverable.

@@NonprofitTaxHelp I noticed after buying the certified mail and return receipt, cost me $7.00 today. The certified mail actually has tracking. The return receipt has tracking also. I have two tracking numbers now. Since it seems that the return receipt does not matter in terms of proving you mailed something by the deadline to the IRS. Why would I want to pay for the return receipt, when I have tracking on the certified mail purchase?

@@Fighter4Street The Certified Mail Receipt proves that "something" was mailed to the IRS. The green return receipt is for people who want to verify that the IRS received the item and who want a stamp from the IRS showing the item was received. Green cards sometimes get lost or are delayed (like during Covid). The tracking number on the return receipt green card is sometimes helpful in determining where the green card is on its journey. I personally do not use the green card tracking number, but I do want the green card. The Postal Service only recently added the tracking number to the green card. As far as I know they do not charge extra for the tracking number. The tracking number from the Certified Mail Receipt is affixed to the green card and that's all I care about, generally. For me, the green card is extra evidence I can use to present to the IRS when they claim that a return was not filed, or if they claim the return was received later than it actually was. For instance, if the IRS claims a late-filed return was received August 28th, but the green card has an IRS stamp on it that says June 1st, I can use that to reduce the penalties. Those things are helpful in some cases, but not in all. In most cases, the IRS receives the return on time without issue, so one could argue that there really is no need to even use Certified Mail. Most people don't. But the ones who come to me for help always wish they had used Certified Mail. Your mileage may vary. My video isn't titled "The Cheapest Way to Send Documents to the IRS." Faxing or e-filing would be the cheapest when allowed.

Stephanie, go to the irs.gov website and click on "make a payment." They make it easy.

Thank you! Also 1 more question. Can you elaborate the “organization name” on the cover letter? Is it the IRS organization name, my employer organization name or the taxes I filed on name? Or what do you mean by that?

@@Mssclark When I shot this video it was directed at nonprofit organizations. "Organization name" is the name of the nonprofit that is sending the letter to the IRS. In the case of an individual taxpayer sending communication to the IRS, "organization name" would be your name as it appears on your 1040 since it is you sending the letter on your own behalf.

That's correct. If an e-filed return is rejected, as far as the IRS is concerned it was never filed. When you file a return electronically, you have to be sure you get an acknowledgement from the IRS that it was received and accepted. Tax software will normally provide some type of follow-up notification to let you know if it was accepted or rejected. If rejected, the software will usually provide an error code so you can fix the problem and try again. But you are not alone. I deal with CPA's regularly whose client's return was rejected but the CPA forgot to follow up with their e-filing reports to make sure the return went through and was accepted. If you haven't had a penalty in the last three years, you can ask for "First Time Abatement" relief over the phone. Otherwise, you can argue that you didn't know it was rejected or you would have re-submitted.

Destini B. I just send everything First Class Mail and Certified with Return Receipt. I've never mailed anything to the IRS using Priority Mail. Send it to the IRS using the address provided by the IRS for whatever form or letter you are sending and use USPS First Class mail with return receipt. Sometimes the IRS will specify a different address if you are sending via a private delivery service such as FedEx.

Any documents, including tax returns, can be mailed to the IRS using this method. Generally, the only time you would not use this method is with returns or forms that are required by law to be filed electronically.

maczrule, yes, as long as you have a stamp on the return envelope they send it back about 90% of the time. It's part of their mail-processing protocol.

That’s why y’all be holding our money up

Yes Kareem, no worries. It will be fine. You have the Fedex receipt with the date you mailed it. The cover letter is just extra insurance.

Yeah that would be great I need one too

Or I guess I could just copy it

Lol link..type it out

It’s 3 frickin lines. Be happy the video is up and get the typing

The purpose of the cover letter is simply to identify yourself and list the contents of the envelope, and to have the IRS stamp it received to acknowledge that they received the documents you enclosed. All it needs to say is "Enclosed is my response to the IRS CP23 Notice dated (enter date of Cp23 notice). Also enclosed is a copy of my bank statement(s) showing all the payments withdrawn from my account for the 20XX tax year. Please date stamp this cover letter as "Received" to acknowledge receipt of the enclosed documents and return the stamped cover letter to me in the enclosed stamped self-addressed envelope." Enclose copies of all the documentation when you write (don't send originals of course). It will take time to resolve since the IRS is essentially broken right now and for the foreseeable future. If after a reasonable number of interactions with the IRS, they continue to demand payment, request an appeal hearing (in person locally if possible). I think you should be able to resolve this with a letter and documentation, but it may require some persistence and patience. If they continue to send collection notices after you send the letter, call them and request that a hold be put on collections while you are waiting for a response. They will normally offer an 8 or 9 week hold on collections. Technically they should put a hold on collections once they receive your letter.

@@NonprofitTaxHelp thank you! this has been a nightmare to deal with and multiple phone calls/hours and the IRS has had no solutions. your video and comment are a life saver!

Hi Joe. Thanks for watching. I've been orienting the envelope flap to the left for 20 years. No postal clerk has ever had an issue with it. Now I do it a bit differently. I actually affix all the certified mail documents to the envelope before presenting it to the clerk: Flap to the left, facing down. Return receipt card on the left (long side of card parallel to short end of envelope) under my return address, Certified Mail Receipt on the top of the envelope (long side) to the right of my return address. I leave room for the postage sticker in upper right and I let the clerk separate the mail receipt from the barcode. I started doing it this way to make sure the postal clerk has less work and won't inadvertently obscure the address with the return receipt card. I should make a new video. I think this is actually one of the first youtube videos I ever made.

@@NonprofitTaxHelp did you Make a New video??

I don't understand your question. Are you saying you mailed your 2020 Form 1040 to the IRS and you made a mistake on the return? I don't have enough information to answer your question.

If I understand your first question correctly, you have to go to the post office to get the two Certified Mail Documents (the white and green mailing receipt, and the green return receipt card.) Then you can either bring the documents home or you can, if you prefer, prepare the documents at the post office. I find it easier to do at home. Since you have the Certified Mail documents from the post office, you can then copy the number from the mailing receipt to your letter before putting the letter into the envelope for mailing. A W-2 copy does not have to be attached to the Federal return. Check your state's filing instructions to see if the state copy needs to be mailed with the state return.

@@NonprofitTaxHelp Thank you so much for your response! I really appreciate it!

It's up to you. The only thing that is really necessary is to use Certified Mail or a private delivery service that provides a date-marked mailing receipts. I like to have the return letter which forces the IRS to acknowledge the contents of the package. The fact that the IRS has received and deposited a check is some evidence that a return was filed. Although uncommon, the IRS sometimes can credit your payment to someone else's account. So if you choose not to provide a cover letter and SASE, be sure you make a copy of the check and voucher. Then when the check clears your bank account, download an image (FRONT and BACK) of the check. That is what the IRS will demand to see if there is a problem with your account being properly credited.

@@NonprofitTaxHelp I got married last month. I have not changed my last name or updated my address with the IRS yet. Will addressing the empty envelopes with my new address delay how soon I am to receive my 2020 tax returns?

@@harliquinedance3526 The IRS will send refunds and correspondence to whatever address they have on file for you. When you file a tax return with your new address, they will process a change of address for you and will start sending correspondence to your new address. The address you put onto the return envelopes for them to return a stamped transmittal letter should have no effect on where they otherwise send correspondence. When I send copies of returns for my clients I often have the green return receipt and all return envelopes addressed to me.

@@NonprofitTaxHelp Would you know if listing my current address on the return envelope is a faster method than waiting till the tax returns are processed before filing an address change on the IRS website? Also, thank you very much for taking your time to answer your viewers questions.

@@harliquinedance3526 Nothing you put on a return envelope will cause the IRS to change your address in their records. The only way to cause a change of address to happen in their records is to list your new address directly on your tax return that you file or by filing a change of address form.

It's OK to hand-write the transmittal. Just make sure it is neat and easy to read. Print the words because I think there are a lot of people who can't read cursive writing these days.

Generally speaking, yes, the return receipt should be enough. The cover letter is extra insurance and is an acknowledgement by the IRS of exactly which documents were received. The green card only acknowledges that an envelope was received by the IRS. If you aren't going to use a cover letter, at least you should write on the green card somewhere exactly what is being mailed. These days the return rate for the cover letter is less than 50%. The return rate on the green card is well above 50%, although it may take a month or two. The IRS processing is really screwed up right now and I don' t see any improvement coming soon. File electronically if possible. Also consider that some types of correspondence can be faxed to the IRS if a fax number is provided. In that case, I prefer to use both fax and mail and let the IRS sort it out.

@@NonprofitTaxHelp Thanks for the info and advice.

A federal tax return cannot be filed with the IRS using email. You either have to file it electronically using tax software, or print the return and mail it to the proper address, or you can take it personally to your local IRS office (I think they will accept it, not sure). The IRS does not use email to communicate directly with taxpayers regarding their specific tax situation.

$6.30 plus postage. www.certifiedmaillabels.com/usps-postal-rates

You can call the IRS and ask them if they received the documents you sent.

NonprofitTaxHelp thank you so much

JuliAnn Schmidt Dont worrie so much them irs is a fraud anyway. I dealing with them right now and just sent out the letter just like that before i even seen the video. Anyhow i have told them flat out that they are infact a theft. Have faith in God and fear no evil.. God bless.

🤣

Lmao

Instructions say to use the IRS address based on where your main office or place of business is located. So if your business is located in Virginia, the address provided is "Dept of the Treasury, IRS, Kansas City, MO 64999"

@@davidmcree3768 thanks so much! I guess it would make sense to use my address in Virginia. It’s all done online and it’s another company that’s contracted out to basically run the store so I’m guessing Virginia would still be the place of business?

That’s kind of odd though that there’s no numerical address for the irs. It’s just “department of treasury, irs”

@@123_Reset_Rebuild_Revive To be honest, I don't think it really makes much difference which address you send it to. If you manage the operation from Virginia and you are the owner, I'd say use the address for Virginia companies.

@@123_Reset_Rebuild_Revive The IRS campus has its own zip code so it doesn't need a street address. Even writing "Department of the Treasury" isn't really needed.

I do not control the IRS. Sometimes they follow procedure, sometimes they do not. That is why I also send the transmittal letter with a stamped envelope. In most cases recently, the IRS does return the return receipts. I am receiving them. But not 100%. Remember that you can also look up the Certified Mail number on the USPS website to show proof of delivery. If you don't get the return receipt back, print out the delivery confirmation from the USPS website. That will work. I know it's frustrating.

Also, I think it is probably a problem with the postal service rather than the IRS when you don't get the return receipt. I'm not sure how they process the receipts.

No, the post office will print the postage and place it on the manila envelope while you are standing there. Then you will pay for the postage and the return receipt charges. Should run about $10, give or take depending on weight. Postal clerk will hand you a stamped copy of the green mailing receipt and a printed receipt from the register.

In this video, "organization name" refers to the entity that has an issue with the IRS and is mailing documents to the IRS. It could be a nonprofit organization, a corporation, a partnership, or an individual taxpayer. I made the video in the context of a nonprofit organization sending documents to the IRS. I can see that I could have been more clear on that point. The letter could be sent by a CPA on behalf of a client, or it could be sent by a business or nonprofit on behalf of itself. The important part is to identify the person who is sending the letter, and the taxpayer that is the subject of the letter.

This method of mailing applies to any kind of document you are mailing to the IRS. I was not demonstrating specifically how to mail a 1040. It is up to you to determine what documents you need to send to the IRS. This video just shows you how to do it so you can prove that you did send the documents.

It works for federal. I'm not sure how various states would handle the return letter, however I would definitely use certified mail with return receipt for state returns. I highly recommend that you file your tax returns electronically in the future if possible.

NonprofitTaxHelp thank you! I tried it but my e-file got rejected due to my birthdate not matching my ssn so I have to mail it in now.

Same!

@@VictoriaAB its so weird im helping a family member try to e-file and encountered the same birthdate problem. How in the world does the SSA not have correct information... its annoying

@@lisadinh it's super annoying, I called my SSA office and told them my problem and they let me know someone requested to change my date of birth 2005. My parents never requested this which is so strange! But finally I was able to fix my date of birth last year in December and e-filed with no issues this year!

Roughly 75% of the transmittal letters are returned to me with a dated "RECEIVED" stamp. When you send it Certified you can also go onto the USPS website and search for the tracking number and it will show you exactly when it was delivered. I usually take a screen shot of that information as additional evidence of delivery.

No. A federal tax return and a state tax return are sent to separate addresses. The IRS processes your federal return. Your state's department of revenue processes your state return. Read the "Where to file" directions in each form's instruction booklet.

@@NonprofitTaxHelp thank you! I found it.

Josh, if the mailing date is not critical, Priority Mail is fine. But if you are in a situation where you may suffer a detriment if you cannot prove the documents were mailed on or before a certain due date, you have to use either Certified Mail or Registered Mail or an approved Private Delivery Service method. See www.law.cornell.edu/uscode/text/26/7502 and www.leagle.com/decision/198442648cptcm3781333 and for info on private delivery service www.irs.gov/pub/irs-drop/n-16-30.pdf

The certified mail receipt and the green return receipt card are available at your local post office.

@@NonprofitTaxHelp how many do I get and how much are they if you know? Thank you for the information

I would never send original documents to the IRS. Send a copy to the IRS, keep the original for yourself.