How to File Your Taxes: A Practical Step‑by‑Step Guide

Filing taxes in the U.S. is handled at the federal level by the Internal Revenue Service (IRS) and, in many places, by your state department of revenue or taxation for state income tax. You typically file once a year, using forms that report your income, tax withheld, and any credits or deductions you can claim.

Quick summary (read this first)

  • Main federal office: Internal Revenue Service (IRS)
  • Main state office: Your state’s Department of Revenue/Taxation
  • Core forms:Form W‑2, Form 1099, Form 1040
  • Most common deadline:April 15 (can change slightly by year)
  • Concrete action today:Gather your income documents and choose an official filing method (IRS Free File, VITA, or reputable software)
  • After you file: Expect a confirmation, then either a refund or a bill, plus a notice if the IRS needs more information

Rules and deadlines can vary by year, income level, and state, so always confirm details through official government sources before you file.

1. Where and how you actually file your taxes

For federal income taxes, the official system is the IRS, which processes returns filed electronically or by mail. For state income taxes (if your state has them), the official system is your state Department of Revenue, Taxation, or Franchise Tax Board.

Common filing routes most people actually use are:

  • IRS Free File (through the IRS website) for people under certain income limits.
  • Volunteer Income Tax Assistance (VITA) or Tax Counseling for the Elderly (TCE) programs, run by IRS‑partner nonprofits, for in‑person free help.
  • Commercial tax software that e‑files your return with the IRS and your state.
  • Paid tax preparers or CPAs, who prepare and usually e‑file for you.
  • Paper filing by mail, using printed IRS and state forms (slower and more error‑prone).

A concrete action you can take today is to search for “IRS Free File” or “IRS VITA site locator” on your browser and find either the official Free File link or a VITA location near you; make sure the sites end in .gov to avoid scams.

2. Key terms and documents you need before you start

Key terms to know:

  • Adjusted Gross Income (AGI) — your total income minus certain allowed adjustments (like some student loan interest), used as a starting point for your tax calculation.
  • Tax credit — an amount that directly reduces your tax bill dollar‑for‑dollar (for example, a $500 credit lowers your tax by $500).
  • Tax deduction — an amount you subtract from your income before tax is calculated (for example, the standard deduction).
  • Withholding — tax your employer or payer already took out of your paycheck or payments and sent to the IRS/state during the year.

Documents you’ll typically need:

  • Form W‑2 from each employer you worked for during the year.
  • Form 1099 series, such as 1099‑NEC or 1099‑MISC for gig/contract work, 1099‑INT for interest, or 1099‑G for unemployment benefits.
  • Form 1095‑A if you had health insurance through the Health Insurance Marketplace (often required to reconcile the Premium Tax Credit).

Other useful items often requested when filing include Social Security cards or numbers for you and dependents, bank account and routing numbers for direct deposit, and records of major expenses (like childcare payments, tuition, or property taxes) if you plan to claim those credits or deductions.

3. Step‑by‑step: from “I need to file” to submitting your return

Step 1: Confirm whether you must file (and what returns you need)

  1. Check federal filing requirements. Search for the IRS “Do I Need to File a Tax Return?” tool, which asks about your filing status, age, and income; it will indicate whether you are typically required to file a federal return.
  2. Check state requirements. Search for your state’s official Department of Revenue/Taxation portal and look for “Individual Income Tax” filing requirements; some states have different income thresholds or no income tax at all.
  3. Even if not required, decide if filing helps you. You may still want to file if you had tax withheld or qualify for refundable credits like the Earned Income Tax Credit (EITC) or Child Tax Credit, because filing is how you claim potential refunds.

What to expect next: Once you know you should or want to file, you can move on to gathering documents so the numbers you enter match what the IRS and state already have from employers and other payers.

Step 2: Gather all your income and tax documents

  1. Collect all W‑2s and 1099s. Make a list of every job or income source you had, then check you have a W‑2 from each employer and any 1099 forms (gig platforms, unemployment, bank interest, retirement distributions).
  2. Track down missing forms. If you’re missing a W‑2, contact the employer’s payroll or HR office; if a 1099 is missing, contact the payer; if you cannot get a form, you may use your final pay stub and IRS guidance, but this is more complex.
  3. Pull proof for credits and deductions. Gather childcare provider statements, school tuition forms (1098‑T), mortgage interest statements (1098), property tax bills, and charitable donation records, if they apply to you.
  4. Locate your last year’s tax return. If available, keep last year’s Form 1040 nearby; some e‑filing systems use your prior‑year AGI to verify your identity.

What to expect next: When you begin entering information into software or forms, you will usually be asked for each of these items; if you don’t have them ready, you may get stuck mid‑process, so this step often saves time.

Step 3: Choose how you will file (official channels and options)

  1. Decide if you want free help or to do it yourself. If your income is below certain limits or your return is simple, you may qualify for IRS Free File or a VITA/TCE site; otherwise, you can use commercial software or a professional.
  2. For online filing:
    • Use the official IRS site to reach Free File partners, or choose reputable commercial software with electronic filing to the IRS and your state.
    • Create an account, verify your email/phone if required, and set up multi‑factor authentication to protect your data.
  3. For in‑person free help (VITA/TCE):
    • Use the IRS VITA locator to find a site; call to ask what documents to bring and whether you need an appointment.
    • Arrive early with all documents and government‑issued photo ID for you (and spouse, if applicable).
  4. For paid preparers:
    • Verify that the preparer has a valid Preparer Tax Identification Number (PTIN) and ask how they store and protect your information.
    • Agree in advance on their fee structure; avoid preparers who base their fee on the size of your refund.

What to expect next: Once you pick a method, you’ll be guided through entering your personal information, income, and credits/deductions; the system or preparer typically generates a Form 1040 (and state forms) for you to review before filing.

Step 4: Enter information and review your return

  1. Carefully enter names, SSNs, and filing status. These must match exactly what’s on your Social Security cards; mismatches commonly cause processing delays.
  2. Enter income exactly as shown on forms. For each W‑2 and 1099, enter the amounts in the correct boxes; do not round beyond what the form allows, and do not combine multiple forms into one line unless guided.
  3. Answer credit questions honestly. When asked about dependents, childcare, education, or earned income, answer based on your real situation; claiming credits you don’t qualify for can trigger IRS questions or audits.
  4. Review the full return. Before you sign or click “submit,” look at the final Form 1040 summary: check your refund or amount due, your bank account info, and that all income sources are included.

What to expect next: After you submit electronically, you typically get an electronic acknowledgment from the IRS (and state) that your return was received or rejected; if rejected, the notice usually lists the specific error so you can correct and resubmit.

Step 5: File, then track your refund or payment

  1. Submit your return electronically when possible. E‑filing is generally faster and reduces math errors; paper filing by mail can take significantly longer to process.
  2. Set up your refund or payment.
    • For refunds, choose direct deposit by entering your bank routing and account numbers.
    • For balances due, you can schedule an electronic payment, mail a check with a payment voucher, or apply for an IRS payment plan if you cannot pay in full.
  3. Track your federal refund. Use the IRS “Where’s My Refund?” tool (through the IRS.gov website) with your SSN, filing status, and exact refund amount.
  4. Track your state refund. Go to your state’s Department of Revenue/Taxation portal and look for a “Check My Refund Status” tool.

What to expect next: If everything matches IRS records and there are no issues, your refund is typically issued within a few weeks for e‑filed returns with direct deposit, though there is no guaranteed timeline; if there’s a problem, you may receive an IRS letter asking for more information or explaining an adjustment.

4. Real‑world friction to watch for

Real-world friction to watch for

A very common snag is missing or late income forms, especially W‑2s from short‑term jobs or 1099s from gig work, which can delay filing or lead to the IRS later flagging unreported income. If you are still waiting on a form by early February, call the employer or payer’s payroll department and request a copy, and if you cannot obtain it after repeated attempts, review IRS guidance or speak with a reputable tax preparer about how to reconstruct income using pay stubs while documenting your efforts to get the official form.

5. Getting legitimate help and avoiding scams

For official help, two main system touchpoints are:

  • The Internal Revenue Service (IRS) for federal filing requirements, forms, Free File, VITA/TCE information, payment plans, and refund status tools.
  • Your state Department of Revenue/Taxation for state forms, filing portals, state‑level credits, and refund status.

To get live assistance:

  • Call the customer service numbers listed on the IRS or state .gov site; expect hold times, especially from February to April.
  • Visit a VITA or TCE site if you qualify; these are IRS‑partner programs usually hosted at community centers, libraries, or nonprofits.
  • Use legal aid or community tax clinics in your area if you have a dispute with the IRS or complex issues like identity theft or audits.

A simple phone script you can use with an official office:
“Hello, I’m trying to file my income taxes and I need help understanding what forms I must file and what documents I should bring. Can you tell me what services you offer and how I can schedule an appointment or get assistance?”

Because taxes involve your money and identity, be cautious:

  • Look for websites and email addresses ending in .gov when dealing with tax information or payments.
  • Be wary of anyone who guarantees a big refund, charges fees based on your refund amount, or contacts you claiming to be the IRS demanding immediate payment by gift card, wire, or cryptocurrency; the IRS typically starts contact by mail, not text, email, or social media.
  • Do not send your Social Security number, bank details, or tax documents through unencrypted email or to unverified contacts.

Once you have identified the correct official IRS and state portals, gathered your core documents (W‑2s, 1099s, 1095‑A), and chosen a filing method (Free File, VITA, software, or preparer), you are ready to start your return and move through the step‑by‑step process above.