Tax Season Checklist: Documents Working Families Need to File

Tax season can feel like a scavenger hunt — a W-2 here, a childcare receipt there, a form you’re pretty sure you filed somewhere last year. Having a checklist ahead of time turns that scramble into a manageable afternoon, and it also helps make sure you don’t miss credits you’ve actually earned, like the Earned Income Tax Credit (EITC) or the Child Tax Credit.

This checklist is written for working families — people with jobs, kids, and a mix of paperwork that doesn’t always show up at the same time. Use it to gather what you need before you sit down to file, whether you’re doing it yourself or getting help.

Personal and household information

Start with the basics that apply to everyone in your household:

• Social Security cards or Individual Taxpayer Identification Numbers (ITINs) for you, your spouse, and any dependents
• Birth dates for everyone on the return
• Last year’s tax return, if you have it — it’s a helpful reference even though this year’s numbers will differ
• Your bank account and routing numbers, if you want your refund deposited directly (this is faster than a mailed check)

Income documents

Gather anything that shows money coming in during the year:

• W-2 forms from every employer you worked for, even if it was only part of the year
• 1099 forms if you did any freelance, gig, or contract work (1099-NEC), received unemployment benefits (1099-G), or earned interest from a bank account (1099-INT)
• Records of any self-employment income and related expenses, even informal work like babysitting or house cleaning, if you were paid directly
• Documentation of any Social Security, disability, or pension income

Childcare and dependent-related documents

If you paid for childcare so you could work or look for work, these documents matter a lot — they can qualify you for the Child and Dependent Care Credit:

• The total amount paid to a childcare provider during the year
• Your childcare provider’s name, address, and Tax ID or Social Security number (most providers can give you a year-end statement with this information already filled in)
• Proof of any dependent’s residency with you, such as a school or medical record showing your address — this matters if anyone might question who claims a child as a dependent

Deduction and credit documents

Depending on your situation, these can lower what you owe or increase your refund:

• Form 1098 if you paid mortgage interest
• Records of interest paid on student debt (Form 1098-E)
• Receipts for education expenses if you or a dependent were in school (Form 1098-T)
• Records of charitable donations, if you plan to itemize
• Any documentation related to health insurance coverage through the marketplace (Form 1095-A)

Why free filing help through VITA is worth using

The Volunteer Income Tax Assistance program, known as VITA, offers free tax preparation from IRS-certified volunteers for households that generally earn below a certain income level, people with disabilities, and limited English speakers. It’s a legitimate, well-established program — not a stripped-down version of paid tax prep.

A few reasons working families use VITA instead of paying a preparer:

• It’s genuinely free, which matters when a paid preparer might otherwise take a chunk of your refund in fees
• Volunteers are trained and certified specifically to identify credits you may qualify for, including the EITC, which is one of the most commonly missed credits among eligible working families
• They can help even if your tax situation involves multiple jobs, freelance income, or dependents — common situations for working parents that can feel intimidating to handle alone

You can find a VITA site near you through the IRS website, or call 211 to ask about free filing help in your area. Many sites open in late January and stay available through the filing deadline, though hours can be limited, so it’s worth calling ahead to confirm what to bring and whether an appointment is needed.

A simple pre-appointment checklist

If you’re heading to a VITA site or any free filing help appointment, bring:

1. Photo ID for yourself (and your spouse, if filing jointly and both attending)
2. Social Security cards or ITIN letters for everyone on the return
3. All income documents (W-2s, 1099s)
4. Childcare provider information and amounts paid
5. Last year’s tax return, if available
6. Bank account and routing number for direct deposit

Don’t wait until the deadline

Gathering documents a little at a time, as they arrive in January and February, is far less stressful than doing it all the week taxes are due. If a form you’re expecting hasn’t shown up by early February, it’s worth reaching out to the employer or agency that should have sent it — most are required to send W-2s by the end of January.

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Need help figuring out where to start? Explore our resource hubs for more on tax credits and family benefits, or check out our free tools for a quick way to see what might apply to you.