The Complete Guide to Properly Mailing Your Tax Returns to the IRS

In today's digital age, it may come as a surprise that millions of Americans still choose to file their tax returns by mail for several reasons. Whether you...

In today's digital age, it may come as a surprise that millions of Americans still choose to file their tax returns by mail for several reasons. Whether you prefer the traditional approach or your specific tax situation requires paper filing, knowing how to properly mail your tax return to the IRS is crucial to ensure your submission is processed correctly and on time.

At MailMyTaxes.com, we specialize in handling this entire process for you—simply submit your completed PDF, and we'll take care of the rest. But for those who want to understand the proper mailing procedure, we've created this comprehensive guide.

1. How to Properly Assemble Your Tax Return for Mailing

Correctly organizing your tax documents before mailing them is essential to ensure the IRS can process your return efficiently. Here's how to assemble your tax return properly:

Form Order Matters

  • Your Form 1040 or 1040-SR or other main forms should be on top of the stack
  • Attach Form W-2s and other income statements (like 1099s) where indicated on the form using a paperclip (not staples)
  • Schedules and supporting forms should follow in alphabetical and numerical order (Schedule A, Schedule B, etc.)
  • Any payment vouchers (Form 1040-V), money orders, or checks should be placed at the very front of the envelope

Attachment Guidelines

  • Use paperclips to attach supporting documents—never use staples, as they slow down processing
  • If you're including a payment, paperclip your check to the front of Form 1040-V (Payment Voucher)
  • Sign and date your return—unsigned returns cannot be processed
  • Make copies of everything for your records before mailing

What Not to Include

  • Do not send photocopies of documents unless specifically requested
  • Avoid including unnecessary correspondence or notes
  • Never send cash through the mail

2. How to Address and Where to Mail Your Tax Return

The IRS has different mailing addresses depending on your location and whether you're including a payment with your return. Using the correct address is crucial for timely processing.

Addressing the Envelope

  • Use black or blue ink
  • Write clearly or use printed labels
  • Include your return address in the upper left corner
  • Ensure the IRS mailing address is centered on the envelope

Finding the Correct IRS Mailing Address

The correct mailing address depends on:

  • Your state of residence
  • Whether you're including a payment
  • The type of tax return you're filing

and other miscellaneous factors depending on your specific case.

To ease the burden of finding the correct address, we have created a Tax Address Finder tool that will automatically find the correct address for your tax return. It is currently in beta and only supports federal tax returns.

3. USPS Certified Mail: The Smart Way to Track Your Tax Return

Using USPS Certified Mail provides a receipt that proves that you mailed your tax return and requires a signature from the recipient. This is particularly important for meeting tax deadlines and having documentation if questions arise later.

Benefits of Certified Mail

  • Proof of Mailing: You receive an official receipt at the time of mailing
  • Tracking: Each Certified Mail item has a unique tracking number
  • Delivery Confirmation: You can verify when your tax return was delivered
  • Peace of Mind: Evidence that you met filing deadlines

How to Send Your Tax Return via Certified Mail

  1. Take your sealed, properly addressed envelope to the post office
  2. Request Certified Mail service at the counter
  3. Complete the Certified Mail form (PS Form 3800)
  4. The postal clerk will affix a barcode label to your envelope
  5. Keep your receipt with your tax records
  6. Track your delivery online using the tracking number

The cost for Certified Mail starts at approximately $4.85 (as of March 2025), plus regular postage. This is a small price to pay for the security and tracking benefits.

4. Return Receipt: Extra Verification for Your Records

While Certified Mail confirms delivery, adding a Return Receipt provides physical proof that your tax return was received and when.

What is a Return Receipt?

A Return Receipt (PS Form 3811, also known as the "green card") is an additional service you can add to Certified Mail. When your mail is delivered, the recipient signs the green card, which is then mailed back to you as proof of delivery.

Why Use a Return Receipt for Tax Returns?

  • Provides the recipient's signature as proof of delivery
  • Shows the exact date of delivery
  • Creates a paper trail for your records
  • Offers additional evidence in case of IRS disputes

How to Request a Return Receipt

  1. When sending your tax return as Certified Mail, request the Return Receipt service
  2. Complete the green Return Receipt card with your address
  3. The postal clerk will attach it to your envelope
  4. When delivered, the recipient signs the card
  5. The signed card is mailed back to you
  6. Store this with your tax records

Return Receipt service costs approximately $4.10 (as of March 2025) in addition to the Certified Mail fee and postage.

5. Transmittal Letter: The Professional Touch

While the Certified Mail + Return Receipts give you evidence that your tax return mail was sent to the IRS, including a transmittal letter ensures you have a record of what exactly was sent in the envelope. Furthermore, you may include a self-addressed envelope for the IRS to sign and return a copy of the transmittal letter to you.

What to Include in Your Tax Transmittal Letter

A good transmittal letter should:

  • Be addressed to the appropriate IRS processing center
  • Include your name, address, and contact information
  • Clearly state the tax year for the enclosed return
  • List all forms and attachments included
  • Mention any payment enclosed, and the amount
  • Be signed and dated

Sample Transmittal Letter Template


[Your Name]
[Your Address]
[City, State ZIP]
[Your Phone Number]

[Date]

Internal Revenue Service
[IRS Address from Where to File Instructions]

Re: [Tax Year] Form 1040 Individual Income Tax Return

To Whom It May Concern:

Enclosed please find my [Tax Year] Form 1040 U.S. Individual Income Tax Return.

The return includes the following:
- Form 1040 with Schedules A and B
- Schedule D and Form 8949
- Form W-2 (2 copies)
- Form 1099-DIV (1 copy)
- Form 1099-INT (2 copies)
- Form 1040-V Payment Voucher with check #1234 for $[Amount]

Thank you for your consideration.

Sincerely,

[Your Signature]
[Your Printed Name]

Let MailMyTaxes.com™ Handle the Hassle For You

While following these steps will ensure your tax return is properly mailed to the IRS, the process can be time-consuming and stressful. At MailMyTaxes™, we specialize in taking this burden off your shoulders.

Our service is simple: You upload your completed tax return as a PDF, and we take care of the rest. You can count on us to:

  • Reliability: We understand the importance of deadlines and how to properly prepare IRS mails. Our streamlined process ensures that your documents are mailed promptly and correctly to avoid rejection.
  • Security: We take great care to protect your sensitive personal information throughout the mailing process.
  • Certified Mailing Services: We offer USPS Certified Mail with Return Receipt to ensure that your documents are postmarked and tracked, providing you with irrefutable proof of timely filing.
  • Comprehensive Tracking: Our system provides you with digital copies of your mailing receipts and tracking information, so you can maintain proper records.
  • Expert Support: Let our team handle the intricacies of tax mailing, so you can focus on growing your business with peace of mind.

Don't stress about proper assembly, finding the right address, or standing in line at the post office. Let the experts at MailMyTaxes.com ensure your tax return is properly delivered to the IRS on time and with confirmation.

Ready to mail? Get Started here

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**Disclaimer: This information is current as of March 2025. Tax mailing procedures and addresses may change. Always check the latest IRS instructions for your specific tax forms. This guide and all the blogs on MailMyTaxes.com™ are for informational purposes only. They do not constitute legal advice. Please consult a tax professional for your specific tax situation. MailMyTaxes.com™ is not affiliated with the IRS or any other government agency.