Writing a letter to the Internal Revenue Service (IRS) requires clarity, professionalism, and accuracy. If you are addressing a tax dispute, requesting a payment plan, or clarifying a tax matter, your letter should be concise and well-structured. Follow this guide to draft a letter that effectively communicates your intent.
Examples
Writing a Letter to the IRS
Gather All Necessary Information –
Before you start drafting your letter, collect all relevant documents and details.
- Taxpayer Identification Number (TIN): Include your Social Security Number (SSN) or Employer Identification Number (EIN).
- IRS Notice or Letter: If you received a notice, refer to its number (e.g., CP2000) and date.
- Supporting Documents: Gather forms, receipts, or statements relevant to your case.
- Specific Issue Details: Outline what you want to address, such as a discrepancy, penalty, or payment plan.
Use a Proper Format –
Follow a standard business letter format for professionalism.
- Your Address: Start with your full address at the top left corner of the page.
- IRS Address: Use the address specified on the IRS notice or form.
- Date: Write the date of the letter below your address.
- Subject Line: Clearly state the purpose of your letter (e.g., “Response to Notice CP2000”).
Your Name
123 Your Street
Your City, State ZIP Code
Internal Revenue Service
[Address on Notice or Form]
[Date]
Subject: Response to Notice CP2000
Write a Clear Opening Paragraph –
State your purpose upfront to ensure the IRS understands the intent of your letter.
- Identify Yourself: Mention your name and TIN/SSN for identification.
- Reference Notice: Specify the notice or issue you are addressing.
- Provide Context: Briefly explain why you are writing the letter.
Example: “My name is Elizabeth Eden (SSN: 123-45-6789). I am writing in response to Notice CP2000 dated March 15, 2024, regarding a discrepancy in reported income for the tax year 2023.”
Explain Your Situation –
Provide a detailed explanation of the issue, including any necessary background information.
- Describe the Problem: State what you believe is incorrect or needs clarification.
- Provide Evidence: Reference attached documents that support your claims.
- Avoid Jargon: Use simple and clear language to explain your points.
Example: “The notice indicates unreported income of $5,000 from XYZ Corporation. However, I have attached Form 1099-INT showing that the income was reported accurately on my tax return.”
Request a Resolution –
State what action you expect the IRS to take.
- Be Specific: Mention whether you are requesting a correction, payment plan, or penalty abatement.
- Provide Alternatives: Offer solutions if applicable, such as revised calculations or documentation.
- Stay Professional: Use polite and formal language.
Example: “I kindly request that the IRS reviews the attached documentation and adjusts my account accordingly. If additional information is needed, please contact me at the phone number or email provided below.”
Attach Supporting Documents –
Include all relevant documents to substantiate your claims or requests.
- Proof of Payment: Attach receipts or bank statements if disputing a payment issue.
- Tax Forms: Include copies of corrected or additional forms (e.g., Form 1040X).
- Correspondence History: Attach prior communication with the IRS, if any.
- Tip: Label each document clearly (e.g., “Attachment A: Form 1099-INT”).
Add Contact Information –
Provide multiple ways for the IRS to reach you if further clarification is needed.
- Phone Number: Include a daytime phone number.
- Email Address: Provide an email address, if applicable.
- Mailing Address: Reiterate your mailing address at the end of the letter.
Example: “You can reach me at (555) 123-4567 or [email protected]. I look forward to your response.”
Proofread and Send the Letter –
Review your letter for errors and ensure it is professional and complete.
- Check for Typos: Correct any spelling or grammatical errors.
- Verify Attachments: Double-check that all referenced documents are included.
- Send via Certified Mail: Use certified mail with a return receipt to confirm delivery.
Tips
- Be Concise: Stick to the facts and avoid lengthy explanations.
- Keep Copies: Retain a copy of the letter and all attachments for your records.
- Respond Promptly: Send your letter within the timeframe specified in the IRS notice.
Important
- Avoid Emotional Language: Keep the tone professional and focused on facts.
- Do Not Send Originals: Only send copies of your documents to avoid losing important records.
- Check Deadlines: Missing a deadline may result in penalties or further action from the IRS.
FAQs
The IRS typically takes 30-60 days to respond, but this may vary depending on the complexity of your issue.
If you haven’t heard back within the expected timeframe, contact the IRS at the number provided on their notice to check the status of your case.
Yes, but you will need a signed power of attorney form (Form 2848) to represent them officially.
