Tax Delivery Instructions Sheet for 1040 Clients: What to Do Next (Template)
When you finish a client’s individual return, your job isn’t really done until they know exactly what to do next. A clear, one-page tax delivery instructions sheet for 1040 clients can cut down on confusion, back-and-forth emails, and missed e-file authorizations or payments.
Below is a simple framework and template you can adapt for your firm. Use it as a standard part of your client instructions tax return delivery process each year.
Key Elements Your Instructions Sheet Should Include
1. Overview and Due Dates
Start with a short summary of what’s included and any key dates. Clients often feel overwhelmed when they receive a large PDF of forms. A high-level overview makes the packet more approachable.
Include:
- Tax year
- Filing status
- Whether the return is e-filed or paper-filed
- Main due dates for:
- E-file authorization
- Federal and state balances due
- Estimated tax payments, if any
2. Tax Portal Instructions
Most firms now deliver returns electronically. Clear tax portal instructions help clients avoid delays and security issues.
Spell out:
- Where to log in (URL)
- How to reset a password
- Where to find:
- Their full tax return
- E-file authorization forms
- Payment vouchers and instructions
- Who to contact if they can’t access the portal
3. Review, Signature, and Payment Instructions
Clients need explicit signature and payment instructions so nothing falls through the cracks.
Include:
- How to review the return (PDF location, what to check)
- How to sign:
- E-signature steps (for Form 8879 and state equivalents)
- Or instructions for printing, signing, and returning
- How to pay balances due:
- Online payment links for IRS and state
- Check payment instructions (payee, address, memo line)
- Deadlines to avoid penalties and interest
4. Refunds and Direct Deposit
If your client is getting a refund, they’ll want to know when and how.
Outline:
- Expected method: direct deposit vs. paper check
- Where their bank information appears in the return
- How long refunds typically take
- How to track refunds with IRS and state “Where’s My Refund?” tools (link them)
5. What Happens After Filing
Close with a simple what happens after filing section. This reassures clients and sets expectations.
Cover:
- When you will transmit the return (after signatures)
- How they will receive confirmation of IRS/state acceptance
- What to save and for how long
- What to do if they receive a notice
- How to request a copy of the return later
Sample Tax Delivery Instructions Sheet for 1040 Clients (Template)
You can customize the language below and drop it into your firm’s letterhead or email.
[FIRM NAME]
Tax Delivery Instructions for 1040 Clients – Tax Year [20XX]
Thank you for working with us on your [20XX] individual income tax return. Please follow the steps below to complete your filing.
1. Documents Provided
We have prepared and delivered the following through your secure portal:
- Federal Form 1040 return
- State income tax return(s), if applicable
- E-file authorization forms (Form 8879 and state equivalents)
- Payment vouchers for any balances due
- Estimated tax vouchers for next year (if required)
2. Accessing Your Return (Tax Portal Instructions)
- Go to: [portal URL]
- Log in with your email and password.
- If needed, click “Forgot password” to reset.
- Once logged in, open the folder labeled “[Tax Year 20XX Return]” to find:
- Your full tax return PDF
- E-file authorization forms
- Payment and voucher instructions
If you have any trouble accessing the portal, contact us at [phone/email].
3. Review and Signature Instructions
- Review your return PDF
- Confirm your name, address, and Social Security numbers.
- Verify bank account information if you are using direct deposit or direct debit.
- Sign your e-file authorization
- If using e-sign: Follow the email link from our e-sign provider to sign Form 8879 and any state forms.
- If printing:
- Print and sign where indicated.
- Return via secure portal upload or fax to [number].
We cannot e-file your return until we receive all required signatures.
Signature deadline: Please sign and return by [date] so we can file by the due date.
4. Payment and Refund Instructions
If You Owe a Balance
Your balance due is shown on:
- Federal: Form 1040, line [XX]
- State: Page [X] of your state return
You may pay in one of the following ways:
- Online (recommended):
- IRS: [IRS Direct Pay link]
- State: [State payment link]
- By check:
- Payable to: [“United States Treasury” / state authority]
- Memo line: Include your name, SSN, and tax year [20XX]
- Mailing address: See the payment voucher included in your packet.
Payment deadline: Payments must be made by [April 15, 20XX] to avoid penalties and interest.
If You Are Receiving a Refund
- Your refund amount appears on your federal and state return summaries.
- If you chose direct deposit, funds will be sent to the bank account shown in your return.
- Typical processing time: [X–Y weeks].
You can track your refund at:
- IRS “Where’s My Refund?”: [IRS link]
- State refund tracker: [State link]
5. After We File: What Happens Next
Once we receive your signed authorization:
- We will e-file your return with the IRS and applicable states.
- You will receive email confirmation once your returns are accepted.
- Please save a copy of your return and supporting documents for at least [X] years.
If you receive any IRS or state notice related to this return:
- Upload a copy to the portal, or
- Email/fax it to us at [contact info]
so we can review and advise on next steps.
Questions?
If you have any questions about these client instructions tax return delivery steps, your balances due, refunds, or what happens after filing, please contact:
[Preparer Name]
[Phone] | [Email]
Use this template as a starting point, then adjust the tax delivery instructions for 1040 clients to match your firm’s technology, processes, and tone. Over time, a consistent instructions sheet will train clients to follow the same simple workflow every year.
