What to Bring to a VITA Tax Appointment: The Complete Document Checklist

A VITA appointment usually takes 60 to 90 minutes. It takes two visits when the taxpayer shows up without a Social Security card or forgets that both spouses need to be there. Volunteers cannot prepare your return without the required documents, and they are not being difficult about it; the IRS requires them to verify identity and income before they can file. Pack the folder right the first time.

Identity documents (required)

Original photo ID for you, and for your spouse if filing jointly: driver's license, state ID, military ID, passport, or similar government-issued ID.
Social Security cards for you, your spouse, and every dependent on the return. Copies or photos of the cards are generally accepted at most sites.
ITIN documents if you or a dependent files with an Individual Taxpayer Identification Number instead of an SSN, including the assignment letter.
Birth dates for everyone named on the return. Write them on a sheet if you do not trust your memory under pressure.

Income documents (bring every one you received)

W-2s from all employers. Every employer, including the part-time job you left in March.
1099 forms: 1099-NEC and 1099-MISC for contract work, 1099-R for pensions and retirement distributions, 1099-G for unemployment, 1099-INT and 1099-DIV for bank interest and dividends, SSA-1099 for Social Security benefits.
Brokerage and other income statements if you sold investments or earned anything else reportable.
Last year's federal and state tax returns, if available. They help the volunteer spot missing documents and carry forward anything relevant.

Volunteers can only prepare what you can document. If a 1099 has not arrived by your appointment, reschedule rather than hoping it is not needed. It is needed.

Money movement: refunds and credits

Bank routing and account numbers for direct deposit of your refund. A blank check or a printed bank statement works; do not try to recite the numbers from memory.
Childcare records: total amount paid during the year, plus the provider's name, address, and tax ID (SSN or EIN). Without the provider's tax ID, the credit cannot be claimed.
Form 1095-A if anyone on the return had health insurance through the Marketplace. This one is frequently forgotten and always required when it applies.
Education and deduction records: student loan interest (1098-E), tuition (1098-T), mortgage interest (1098), charitable donation receipts, property tax records.
Your IP PIN if the IRS has issued you an Identity Protection PIN. A new one is issued each year, usually shown on letter CP01A in December or January.
Any IRS or state notices you received during the year.

The rule that trips up couples: to file a married-filing-joint return electronically, both spouses must be present to sign the required forms. This is an IRS requirement, not a site policy, and no amount of arguing changes it. If your spouse cannot attend, call the site ahead of time; some locations can handle the situation, but most cannot file the joint return without both signatures.

The night-before routine

Here is what I tell family members: the night before the appointment, put every document in one folder, check it against the list above, and confirm the appointment time and the site's address. Arrive about 15 minutes early; many sites run an intake interview before the tax preparation starts, and you will complete an intake/interview form at the site. Expect a quality review by a second certified volunteer before anything is filed. That review is a feature, not a delay; it is a safeguard many paid storefronts do not consistently offer.

If something is missing

Do not skip the appointment and hope for the best. Call the site first and ask whether they can still help. A missing 1095-A or a forgotten bank statement is usually a reschedule. A missing Social Security card is always a reschedule; volunteers cannot prepare the return without it. If your card is lost, request a replacement from the Social Security Administration now rather than in March, when everyone else is doing the same thing.

Folder packed?

Find a VITA or TCE site near you and book the appointment.

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Frequently asked questions

Can I bring copies instead of original Social Security cards?

Copies or photos of the cards are generally accepted at most sites. What is not accepted is no documentation at all; the volunteers must verify the numbers before they can prepare your return.

Does my spouse really have to come to the appointment?

For a married-filing-joint return filed electronically, yes. Both spouses must be present to sign the required forms. This is an IRS rule. If your spouse cannot attend, call the site ahead of time to discuss options.

How long does a VITA appointment take?

Typically 60 to 90 minutes, depending on the complexity of your return. That includes an intake interview and the required quality review by a second volunteer before filing.

What if I am missing a document?

Call the site before your appointment. Some missing items can be worked around, but key documents like Social Security cards and required income forms cannot, and you will likely need to reschedule.