How to File Taxes by Fax: Step-by-Step Guide

This content has been reviewed and edited by an Investment Advisor Representative working for Global Predictions, an SEC-registered Investment Advisor.

Filing taxes can feel like a bit of a headache, right? Especially when you’re trying to figure out the best and fastest way to get everything sent in. While most people stick to electronic filing or mailing their forms, there are some situations where faxing might actually be your best bet. We know, faxing sounds kind of old-school, but in some cases, it’s surprisingly quick and efficient. Let me break it all down for you, step by step, so it feels totally doable.

Key Takeaways

• Filing taxes by fax is typically used for specific forms or when requested by the IRS.
• Always double-check that you’re using the correct fax number to avoid delays or errors.
• Keeping a fax confirmation page is critical—it’s your proof of submission.

When Should You File Taxes by Fax?

Filing taxes by fax isn’t super common these days, but there are a few times when it’s actually the way to go. Here’s when faxing makes sense:

1. When the IRS Asks for It: Sometimes, the IRS might request specific forms, like Form 3115 (Application for Change in Accounting Method) or Form 433-A (Collection Information Statement for Wage Earners). In those cases, they’ll give you a fax number to send everything over.
2. For Fixing Mistakes or Adjustments: If you’re filing an amended return or need to correct something, faxing can be part of the process.
3. When It’s Urgent: If you’re on a tight timeline, faxing can be much faster than mailing your forms.

Hypothetical Example: Let’s say you get a letter from the IRS asking for extra documentation to verify your income. The letter includes a fax number for sending those forms. By faxing them, you can speed up the process and potentially avoid delays in resolving your case.

Step-by-Step Guide to Filing Taxes by Fax

Here’s how to get it done without any stress:

Step 1: Gather What You Need

Before you start, make sure you’ve got everything ready to go. This might include:

• The tax forms you’re filing (like Form 1040 or Form 941).
• Any supporting documents, like receipts or other forms the IRS needs.
• The IRS letter or notice, if they sent you one, with instructions and their fax number.

Step 2: Double-Check the IRS Fax Number

Using the wrong fax number could mean delays—or worse, your documents might get lost. Double-check the fax number by:

• Looking at the IRS letter you received.
• Visiting the official IRS website to confirm the number.
• Calling the IRS directly if you’re unsure.

Step 3: Add a Cover Sheet

A cover sheet is like a guide for your fax—it helps ensure your documents end up in the right hands. Your cover sheet should include:

• Your name and contact information.
• Your Social Security Number (SSN) or Employer Identification Number (EIN).
• A short description of why you’re sending the fax (e.g., “Submitting Form 433-A as requested by the IRS”).
• The total number of pages you’re sending.

Here’s an example of a simple cover sheet:

[Your Name]  

[Your Address]  

[Your Phone Number]  

Social Security Number: XXX-XX-XXXX  

Date: [Insert Date]  

Number of Pages: [Insert Total]  

Purpose: Submission of Form [Insert Form Number] as Requested by IRS 

Step 4: Use a Reliable Fax Machine or Online Service

You can either use a traditional fax machine or an online fax service. Online faxing is super convenient and lets you send documents directly from your computer or smartphone.

Popular online fax services include:

• eFax
• MyFax
• Fax.Plus

Step 5: Send the Fax and Keep the Confirmation

Now it’s time to send your fax. Once it’s done, double-check everything:

• Save the Confirmation Page: This is like your receipt—it’s proof the IRS got your documents.
• Check for Errors: Look over the confirmation to make sure every page went through and nothing got cut off.

Step 6: Follow Up with the IRS

Once you’ve sent your fax, it’s smart to confirm that the IRS received everything. Here’s how you can follow up:

• Call the IRS: Use the contact number provided in the letter or visit their website to find the appropriate hotline.
• Check Your IRS Online Account: If you’ve set up an account with the IRS, you can log in to see updates on your submission status or confirm receipt of your documents.
• Save Extra Documentation: Keep your fax confirmation page handy in case you need to reference it during your follow-up.

Best Practices for Filing Taxes by Fax

• Keep Copies: Always save copies of the documents you fax, just in case you need to resend them.
• Send During Business Hours: Sending your fax during IRS business hours can help ensure it gets processed faster.
• Ensure Legibility: Make sure your documents are clear and easy to read before faxing.

FAQs

1. Can I file all tax forms by fax?

No, only certain forms or documents requested by the IRS can be faxed. Most tax returns should still be filed electronically or by mail.

2. How do I know if my fax was received?

Your fax confirmation page is your proof. You can also follow up with the IRS to double-check.

3. Is faxing secure?

Yes, faxing is generally secure because it sends documents directly from one point to another without being stored in the cloud, unlike some electronic methods. That said, electronic filing often includes encryption to protect your data, so both options are safe as long as you follow the proper steps. Always double-check the IRS fax number and ensure your documents are only sent to the intended recipient.