Sample issue. Written by AI for a fictional firm to show format and quality. Subject line: "Tax season is almost here: your January get-ready checklist". Preheader: "Your forms, a free IRS identity PIN, direct deposit changes and the January 15 deadline."

Your January get-ready checklist

From Oak & Ledger CPAs (sample firm)

Hi there,

Happy new year. Filing season for your 2026 return usually opens in late January (the IRS announces the exact date), and the clients who get through it most smoothly do a little organizing now. Here's a short checklist. If you'd like us to prepare your return, the sooner we have your documents, the sooner we can start.

1. Don't miss the January 15 estimated payment

If you pay quarterly estimated tax, the fourth-quarter payment for 2026 is due Friday, January 15, 2027. If your income changed a lot during the year, tell us before you pay, so we can check whether the amount is still on track.

2. Watch your mailbox (and inbox) for tax forms

Employers and businesses that paid you generally must send Forms W-2 and 1099-NEC by January 31. That date falls on a Sunday in 2027, so expect them by Monday, February 1. Other forms, especially brokerage and investment statements, often arrive later in February, and corrected forms are common. Before you send us your documents, check that you have everything on this list that applies to you:

W-2s from every employer, including a job you left during the year
1099s for freelance work, interest, dividends, investment sales and retirement distributions
Form 1098 for mortgage interest, and property tax records
Form 1095-A if you had Marketplace health insurance
Records of charitable gifts, childcare costs and education expenses
Notes on any big life changes (see item 6)

3. Get a free Identity Protection PIN

An IP PIN is a six-digit number from the IRS that prevents someone else from filing a tax return using your Social Security number. Anyone with an SSN or ITIN who can verify their identity can get one. The fastest way is through your IRS Online Account, in the profile section. A new PIN is issued every year, so if you already have one, you'll need the current one for your return. Please send it to us when you send your documents. (We can't request it for you.)

4. Make sure the IRS can deposit your refund

The IRS has been phasing out paper refund checks since September 30, 2025, and direct deposit is now the standard way to receive a refund. If a return is filed without valid bank information, the IRS can hold the refund and send a notice (CP53E) asking you to add an account. Double-check your routing and account numbers with us this year, especially if you changed banks.

5. Be wary of "IRS" emails and texts

Tax season is peak scam season. The IRS doesn't start contact by email, text or social media to ask for personal or financial information. If you get a message asking for your Social Security number, bank details or an urgent payment, don't click anything. Forward it to us or check your IRS Online Account directly.

6. Tell us what changed in 2026

A marriage or divorce, a new baby, a move to a new state, a home sale, a new job, a side business, retirement or a large gift or inheritance can all change your return. A two-line note now saves a round of questions later.

Business owners: three extra items

1099s: collect W-9s and confirm totals for contractors and vendors. For payments made in 2026, the 1099-NEC reporting threshold is $2,000.
Books: reconcile your bank and credit card accounts through December 31.
Records: gather mileage logs, home-office details and receipts for major purchases.

Ready to get started? Reply to this email and we'll send you our secure upload link and document checklist.

The team at Oak & Ledger CPAs

Drafted with AI assistance and reviewed by Oak & Ledger CPAs (sample firm).

This newsletter is general information, not tax, legal or accounting advice for your situation. Tax rules have exceptions and limits not covered here. Please consult Oak & Ledger CPAs (sample firm) before acting.

Sources: IRS, "Get an identity protection PIN" and IP PIN FAQs; IRS Tax Tip 2026-56 (IP PINs); IRS, "Questions and answers about Executive Order 14247" (paper refund check phase-out); Taxpayer Advocate Service, "Direct Deposit Changes for 2026"; IRS, "When preparing to file taxes, keep an eye out for scams"; IRS Publication 509 (tax calendars); IRS General Instructions for Certain Information Returns (due dates); Crowe, "OBBB Eases and Adds Info Reporting Obligations" (1099-NEC $2,000 threshold).

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