Tax Client Intake Form Checklist & Questions To Ask Every Client
If you have a tax preparation business, you can save yourself a lot of back-and-forth by having clients fill out an intake form that collects everything you need before you start working on their tax return.
Below, we’ll cover what to include in your tax client intake form, questions to ask every client, and tips for making the intake process easier.
Note: Tax forms and rules vary by country, so the documents in this article are described in general terms. Where it helps, we’ve added form names from the U.S. and Canada in parentheses.
What To Include in a Tax Client Intake Form
Your tax client intake form should give you a complete picture of each client’s year — including who’s on the return, what they earned, what they can claim, and how they want to handle a refund or balance owing.
Splitting the form into five categories makes it easier for your clients to fill out. It also helps to add a “Not applicable” checkbox next to most lines on your checklist.
That way, you can easily tell whether the client skipped an item because it doesn’t apply to them or because they forgot about it.
In the next few sections, we’ll cover what you have to include in each category.
Personal & household information
Start with the following basics.
- Full legal names and dates of birth for the client, their spouse or partner, and any dependents
- Tax ID numbers for everyone on the return (a Social Security number or ITIN in the U.S., a Social Insurance Number in Canada)
- Current mailing address, plus their previous address if they moved during the year
- Marital status, including the date of any change during the year
- Phone number, email address, and preferred way to be contacted
These details tell you who’s on the return, which filing options might apply, and whether anything changed during the year that could affect credits or benefits.
Ask clients to write their names exactly as they appear on their tax ID cards. A name that doesn’t match the IRS or CRA records can get an electronically filed return rejected (and that’s extra back-and-forth you could’ve avoided).
Tax ID numbers are also sensitive information, so you’ll want a secure way to collect them. We’ll cover a few options later in this article.
Income documents
Income slips make up the bulk of most returns, and they’re also the documents clients are most likely to forget. A client might remember their main job but overlook a small interest slip from a savings account or a side gig where they got paid through an app.
Listing every income type on your form gives clients a prompt for each one. At a minimum, ask clients to bring:
- Employment income statements (W-2 in the US, T4 in Canada)
- Freelance, contract, or gig income slips (1099-NEC or 1099-K in the U.S., T4A in Canada)
- Interest and dividend slips (1099-INT and 1099-DIV, T5)
- Records of any investments they sold (1099-B, T5008), plus records of any property or cryptocurrency sales
- Unemployment benefits (1099-G, T4E)
- Pension, retirement, and government benefit income (1099-R and SSA-1099, T4A(P) and T4A(OAS))
- Rental income, along with records of rental expenses
- Any income earned outside the country
Self-employed clients won’t always receive a slip for every job they’ve done. So, ask them to bring their own income records too, such as invoices, bank deposit records, or a report from their accounting software, along with receipts for business expenses.
Deduction & credit records
Many everyday expenses can lower a client’s tax bill or increase their refund, but only if the client has the paperwork to back these up. However, plenty of people toss receipts or don’t realize an expense counts.
That’s why it’s good to list these items on your intake form to remind clients to look for receipts and statements like the ones listed below.
- Childcare receipts, including the provider’s name and tax ID or business number
- Tuition statements (1098-T, T2202)
- Student loan interest statements (1098-E in the U.S.)
- Retirement and savings plan contributions (IRA contribution records, RRSP and FHSA receipts)
- Charitable donation receipts
- Medical expense receipts, including prescriptions, dental care, and eyewear
- Mortgage interest and property tax statements (1098 in the U.S.)
- Health insurance forms (1095-A for U.S. clients who bought coverage through the Health Insurance Marketplace)
- Home office expense records, plus a signed T2200 from the employer for Canadian employees who work from home
Not every item above will apply to every client, and some only apply in certain countries.
Still, keeping the full list on your form can save you from redoing work later, like when a client remembers a stack of childcare receipts after you’ve already finished their return.
Last year’s return & any tax notices
Having a copy of the client’s previous return gives you a reference point. You can see how the client filed before, spot any carryover amounts, and compare this year’s numbers to catch anything that looks off.
These records are especially useful for new clients, since you’re starting without any history of your own. Here’s what to request:
- A copy of last year’s return
- The most recent Notice of Assessment for Canadian clients, which shows their RRSP deduction limit and any carryforward amounts
- Any letters or notices from the IRS or CRA received during the year
- Records of estimated tax payments (called “instalments” in Canada)
- An Identity Protection PIN for U.S. clients who have one
Letters from the IRS or CRA deserve extra attention. A notice could point to an unpaid balance, a pending review, or a change to last year’s return, and any of those can affect how you prepare this year’s.
Refund & payment details
If a client wants their refund deposited directly into their bank account, or plans to pay a balance from it, you’ll need their banking details. Like tax ID numbers, this information should be collected securely, never through a booking form or regular email.
So, make sure your form asks for:
- Bank account details for direct deposit (routing and account numbers in the U.S.; institution, transit, and account numbers in Canada)
- How they’d like to pay if they owe a balance
Also read: How To Talk About Money With Clients (Without Feeling Awkward)
17 Questions To Ask a Tax Client Before Preparing Their Return
You can ask these questions during the client’s first appointment, or add them to your tax client intake form as a short questionnaire so clients can answer ahead of time.
Either way, start with yes-or-no questions where you can. Clients typically answer those a lot more quickly, and every “yes” answer shows which topics require you to ask follow-up questions.
Questions about their household
1. Did your marital status change this year?
Marriage, separation, and divorce all affect how a client files and which credits they qualify for. In both the U.S. and Canada, a client’s marital status on Dec. 31 generally applies to the whole year, so a December wedding still counts.
2. Did you add or lose any dependents?
A new baby, an aging parent moving in, or a child who turned 18 (or left home) can change which credits and benefits apply. Ask about anyone the client financially supported, not just their children.
3. Did you move this year, and if so, where to?
A move can affect which state or province the client files in.
Canadian clients pay provincial tax based on where they lived on Dec. 31. Meanwhile, U.S. clients who moved between states may need to file a part-year return in each one.
Some moves for work or school can also come with deductible moving expenses.
Questions about their income
4. Where did your income come from this year?
This open-ended question gives clients room to mention anything your checklist didn’t prompt for. Compare their answer to the income documents they brought, and you’ll quickly see if something’s missing.
5. Did you do any freelance, gig, or side work?
Many clients don’t think of a weekend side gig or occasional delivery shifts as “real” income, so they may not mention it unless you ask directly.
Self-employment income also comes with its own tax rules and deductible expenses, so it’s worth catching early.
6. Did you sell any investments, property, or cryptocurrency?
Sales like these can create a capital gain or loss that has to be reported. Canadian clients who sold their home generally need to report the sale even if it’s tax-free under the principal residence exemption.
7. Did you earn any income from outside the country?
Foreign income usually needs to be reported, and clients with foreign bank accounts or assets may have separate reporting requirements on top of their return.
Penalties for missing these can be steep, so it’s an important question to ask even if the answer is usually “no.”
Questions about deductions & credits
8. Did you pay for childcare or education?
Daycare, after-school programs, day camps, tuition, and student loan interest may all qualify for deductions or credits. Ask clients to bring receipts for anything they paid.
9. Did you contribute to a retirement or savings plan?
Contributions to plans like an IRA, RRSP, or FHSA can lower a client’s taxable income. Contributions made early in the new year can sometimes count toward the previous year’s return, so ask about recent ones too.
10. Did you work from home?
As previously mentioned, the rules differ between the two countries. Self-employed clients in both countries can often deduct part of their home office expenses, while Canadian employees need a signed T2200 from their employer to claim work-from-home costs.
11. Did you buy a home this year?
Home purchases can open up deductions like mortgage interest in the U.S., and some first-time buyers may qualify for additional credits. Ask for closing documents along with their mortgage statements.
12. Did you have any major medical expenses?
Large out-of-pocket costs for things like surgery, dental work, or prescriptions may count toward a deduction or credit once they pass a certain threshold. Clients often don’t keep these receipts unless you remind them.
13. Did you donate to any charities?
Donations to registered charities can reduce a client’s tax bill. Ask about smaller donations too, since clients sometimes skip them, and receipts from several donations can add up.
Questions about their tax history
14. Who prepared your return last year?
If someone else prepared it, you’ll want a copy of that return to understand how the client filed before. This question also tells you whether the client is used to working with a professional or is switching from filing on their own.
15. Have you received any letters from the IRS or CRA?
A notice could mean a pending review, a balance owing, or a correction to a past return. Clients sometimes ignore these letters or forget about them, so ask directly and request copies.
16. Do you owe back taxes or have a payment plan?
An unpaid balance from a previous year can affect this year’s refund, since tax agencies may apply the refund to what’s still owed. Knowing this upfront also helps you set realistic expectations with the client.
17. Did you make any estimated payments or instalments?
Clients with self-employment or investment income often pay tax throughout the year. These payments need to be credited on the return, or the client could end up paying the same amount twice.
Get through tax season with less back-and-forth
Online scheduling, custom intake questions, automatic reminders, & deposits — all in one app.
What To Ask Your Returning Clients
Returning clients don’t need to answer every question above from scratch, but they do need a quick check-in.
Start with something broad like “What’s changed since last year?” and then prompt them with examples, such as:
- Starting a new job, losing a job, or retiring
- Getting married, separating, or divorcing
- Having or adopting a baby
- Starting a business or side gig
- Buying or selling a home
- Moving to a new state or province
Even when a client says nothing has changed, ask them to confirm their address, dependents, and banking details, too.
After all, small updates are easy to miss. For instance, a refund sent to a closed bank account can take weeks to sort out.
How To Make Your Tax Client Intake Process Easier
Once you know all the questions to ask, the next step is making intake as simple as possible for your clients and yourself.
These tips help ensure your clients come prepared and complete everything you ask for, so you spend less time calling and emailing them about missing details.
- Send the checklist early. Give clients your document checklist as soon as an appointment is scheduled, then a reminder a few days before. Many clients need time to request slips or track down last year’s return.
- Ask a few simple questions when clients sign up for an appointment, like whether they’re new or returning, filing on their own or with a spouse, and whether they had any self-employment or rental income. Their answers will tell you how much time and paperwork to expect.
- Keep sensitive details off the booking form. Collect tax ID numbers, bank details, and copies of slips through a secure client portal, an encrypted file-sharing tool, or in person. Tell clients upfront how to send their documents, so they don’t default to emailing photos of their slips.
- Let clients fill out the form their way. By this, we mean offer both a fillable digital form and a printable version. Also, if your form is long, it’s best to use a tool that lets clients save their progress and come back later.
- Set up separate services for each type of appointment. A document drop-off, a full sit-down appointment, and a short review call each take different amounts of time. Listing them separately lets clients pick the right one, so each appointment takes up only as much time as it needs.
- Track what’s still missing. Write down any outstanding documents after each appointment so you know what to follow up on even when you’re having a hectic week.
- Consider charging clients a deposit during peak season. This may help discourage no-shows for appointments you’ve already prepped for using the intake form. You can also require deposits only for certain services, like full sit-down appointments.
Keep your business organized & booked solid
Everything you need to manage your schedule in one place.
- ✓ Take deposits
- ✓ Automatic reminders
- ✓ Calendar sync
- ✓ Mobile-friendly booking
FAQ About Tax Client Intake Forms
About the Author
With over a decade of experience across startups, online publications, and agencies, Marcy is all about delivering content that connects brands with the audiences they're trying to reach.
