To file a U.S. individual income tax return, you typically need identity documents, income forms (W-2, 1099s), deduction records, and prior-year information. This checklist covers the documents most Colorado taxpayers and preparers need before tax season — so you are not still hunting paperwork in March.
Use it as a working list. Not every form applies to every household. If your situation is complex (ITIN filing, gig work, multiple states, rental property), a preparer can tell you which extras apply.
Identity and household basics
- Social Security cards or ITIN letters for you, your spouse (if filing jointly), and any dependents you claim
- Government-issued photo ID (driver’s license or passport) for the primary taxpayer and spouse
- Dates of birth for everyone on the return
- Bank routing and account numbers if you want direct deposit (or direct debit for a balance due)
- Prior-year federal return (and Colorado return, if you filed one) — useful for carryovers, basis, and consistency checks
- Identity Protection PIN (IP PIN) if the IRS issued one for you or a dependent
If anyone on the return uses an ITIN instead of an SSN, bring the ITIN assignment or renewal letter. See our Spanish-language ITIN guides for holders who need step-by-step filing help, and ask your preparer about secure document delivery instead of email.
Income documents
| If you received… | Look for this form |
|---|---|
| Wages from an employer | Form W-2 |
| Freelance / contractor pay | Form 1099-NEC (and sometimes 1099-MISC) |
| Payment-card or marketplace sales | Form 1099-K (thresholds change — keep statements even if no form arrives) |
| Interest from a bank | Form 1099-INT |
| Dividends | Form 1099-DIV |
| Brokerage sales | Form 1099-B (plus cost-basis records) |
| Retirement distributions | Form 1099-R |
| Unemployment | Form 1099-G |
| Social Security benefits | Form SSA-1099 |
| Gambling winnings | Form W-2G |
| Cancellation of debt | Form 1099-C |
Gig workers (Uber, Lyft, DoorDash, etc.) should also keep mileage logs, platform summaries, and expense receipts — even when a 1099 arrives late or not at all.
Credits, deductions, and education
- Childcare: provider name, EIN/SSN, and amounts paid (for the Child and Dependent Care Credit)
- Education: Form 1098-T from the school; records of qualified tuition and fees; student loan interest Form 1098-E
- Mortgage interest / property tax: Form 1098 and county property tax statements (relevant if you itemize)
- Charitable contributions: bank records or written acknowledgments for larger gifts
- Medical expenses: only if you itemize and expect to exceed the AGI threshold — keep explanation of benefits and receipts
- HSA / FSA: Form 1099-SA and Form 5498-SA when applicable
- Energy / EV credits: dealer or installer documentation and VIN where required
Credit eligibility (EITC, Child Tax Credit, and others) depends on income, filing status, and qualifying children. When in doubt, bring the documents and let a preparer apply the IRS tests — do not guess on Form 8867 due-diligence items if someone else is preparing your return.
Colorado-specific items
- Prior-year Colorado Form 104 (or part-year/nonresident equivalent)
- Records for Colorado additions/subtractions that differ from federal (your preparer will know which apply)
- Documentation for state credits you may claim (for example, Colorado child tax credit or PTC rebate — eligibility rules are state-specific)
- If you moved into or out of Colorado mid-year: dates of residency and income by state
Confirm current Colorado Department of Revenue requirements each season; state forms and credit names can change.
Self-employed and small business add-ons
- Profit-and-loss summary or bookkeeping export for the tax year
- Business bank and credit-card statements
- Asset purchase list (for depreciation)
- Home-office measurements and expense totals (if claiming)
- Quarterly estimated tax payment records (federal and Colorado)
- Health insurance premiums paid while self-employed
How to deliver documents to your preparer (safely)
Do not email Social Security numbers and full W-2s as unprotected attachments if you can avoid it. Prefer a secure client communication platform, encrypted portal upload, or another channel designed for tax documents. Email is convenient and frequently insecure — why email isn’t safe for tax documents.
Firms using XyloDocs can collect uploads via portal, SMS, or WhatsApp with organized client folders — see XyloDocs features and pricing.
Quick “ready to file” checklist
- IDs + SSNs/ITINs for everyone on the return
- All W-2s and 1099s that arrived (and platform totals if gig work)
- Bank account for refund or payment
- Prior-year return
- Childcare, education, mortgage, and charity records if they apply
- Colorado prior return and residency notes if relevant
- IP PIN if the IRS issued one
Frequently asked questions
What if a form is missing?
Contact the payer first. Employers and platforms reissue forms. If a W-2 never arrives, the IRS has processes for missing Forms W-2; a preparer can help you document wages with pay stubs while you pursue the corrected form.
Can I file with photos of documents?
Clear photos or PDFs are usually fine for intake if the numbers are readable. Blurry images delay preparation. Prefer PDF scans when possible.
Do I need every document on this list?
No. Use the list as a filter: bring what matches your life. Extra irrelevant paperwork slows everyone down.
Should I wait for every 1099 before booking?
Book early with what you have, then upload remaining forms as they arrive. Most wage W-2s arrive by late January; some 1099s arrive later. Tell your preparer which forms are still outstanding so they do not file an incomplete return.
What about crypto, rental property, or foreign accounts?
Those situations need extra records (exchange exports, rental P&Ls, FBAR/Form 8938 materials when required). Add them to your intake list early — they are among the most common causes of last-minute delays.
A two-week prep plan (before your appointment)
- Day 1–2: Gather IDs, SSNs/ITINs, and last year’s return.
- Day 3–5: Collect every W-2 and 1099 that has arrived; photograph or scan them clearly.
- Day 6–8: Pull childcare, education, mortgage, and charity records if they apply.
- Day 9–10: Add Colorado prior return and residency notes if relevant.
- Day 11–12: Upload everything through a secure channel and confirm your bank account for direct deposit.
- Day 13–14: Reply to any “missing document” requests from your preparer the same day.
Firms that send automated reminders in English and Spanish collect complete folders faster than firms that rely on one email. That is the operational difference between a checklist on paper and a checklist that clients actually finish.
The bottom line
A complete document set is the fastest path to an accurate return. Gather identity, income forms, credit/deduction records, and Colorado items before you book preparation time — and send them through a secure channel, not casual email.
Talk to XyloDocs if your firm wants bilingual intake and organized document collection for tax season.
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