Should I Staple My Tax Return Pages Together? The Straightforward Answer

The short and decisive answer is: no, do not staple your tax return pages together when submitting them to the IRS. While it might seem like a neat and organized thing to do, stapling can actually hinder the IRS’s automated processing systems. They rely on scanning technology, and staples can cause jams, tears, and misfeeds, ultimately delaying the processing of your return and potentially even leading to errors. Let’s dive deeper into the why and what-nots of tax return assembly.

Why Staples Are a No-Go with the IRS

The IRS employs sophisticated optical character recognition (OCR) technology to rapidly scan and process millions of tax returns each year. This technology is designed to efficiently extract data from the forms. When your return arrives stapled, it throws a wrench into the machine – literally and figuratively.

• Paper Jams: Staples can get caught in the scanning equipment, leading to costly and time-consuming paper jams. Imagine thousands of returns backing up because of a single staple!
• Torn Documents: Attempting to remove staples can rip or damage the tax forms, making them difficult to read and interpret. This can cause delays and potential errors in processing your return.
• Scanning Interference: Staples can cast shadows or create distortions on the scanned image, interfering with the OCR software’s ability to accurately read the information on the page.
• Manual Intervention: Stapled returns often require manual intervention from IRS employees, diverting resources and slowing down the overall processing time for everyone.

Instead of staples, the IRS prefers that you simply submit your tax return pages unbound, in the correct order as indicated in the instructions. Ensure that your name and social security number (or Employer Identification Number, if applicable) are clearly printed on each page, just in case they do get separated. A little foresight can save a lot of hassle.

Best Practices for Assembling Your Tax Return

While staples are a definite no-no, there are ways to ensure your tax return is presented in an organized and easily processable manner for the IRS. Follow these best practices:

• Follow the Instructions: This seems obvious, but carefully read and follow the instructions provided with the tax forms. They outline the specific order in which your forms and schedules should be arranged.
• Use Paperclips Sparingly: If you absolutely must hold a few pages together (perhaps a supporting document with multiple pages), use a single paperclip in the upper left-hand corner. However, be aware that even paperclips can sometimes cause issues with scanning, so use them judiciously. Ideally, avoid them altogether.
• Print Clearly: Ensure your forms are printed legibly and using a dark ink. Faded or blurry print can be difficult for the OCR software to read.
• Use Original Forms (or High-Quality Copies): The IRS prefers that you submit your return on the official tax forms, which are designed for optimal scanning. If you’re using copies, make sure they are clear and high-quality.
• Avoid Colored Paper: Stick to plain white paper for your tax forms and supporting documents. Colored paper can interfere with the scanning process.
• Correct Order is Crucial: The order in which you assemble your tax return is critical. Refer to the form instructions for the precise sequence of forms, schedules, and supporting documentation.
• Complete All Required Information: Make sure you fill out all required fields on the tax forms accurately and completely. Missing information can cause delays or rejection of your return.
• Double-Check Your Work: Before submitting your return, carefully review all the information to ensure its accuracy. Errors can lead to audits or penalties.
• Consider Electronic Filing: The easiest and most efficient way to file your taxes is electronically. E-filing eliminates the need to worry about assembling paper forms and reduces the risk of errors.

Common Mistakes to Avoid

Beyond the staple faux pas, here are some other common mistakes to steer clear of when preparing your tax return:

• Incorrect Social Security Number: Double-check that your Social Security number (and those of your dependents) is accurate. This is a primary identifier, and errors can cause significant processing delays.
• Math Errors: Simple math errors are a common cause of delays and adjustments. Take your time and carefully review your calculations.
• Missing Schedules: Be sure to include all necessary schedules and supporting documents to substantiate your deductions and credits.
• Improper Signature: Your tax return must be signed and dated. An unsigned return is considered incomplete and will be rejected.
• Mailing to the Wrong Address: The IRS has different mailing addresses depending on the type of return you’re filing and your location. Check the instructions carefully to ensure you’re sending your return to the correct address.

Frequently Asked Questions (FAQs)

Here are 12 frequently asked questions about assembling and submitting your tax return:

1. Can I use tape instead of staples?

Absolutely not! Tape is just as problematic as staples. It can cause the same scanning issues and may even leave a sticky residue that damages the equipment.

2. What if I accidentally stapled my return?

If you realize you’ve stapled your return, carefully remove the staples without tearing the pages. If there is any damage, make a clean copy of the affected pages before submitting.

3. Does the IRS prefer that I print single-sided or double-sided?

The IRS doesn’t have a specific preference for single-sided or double-sided printing. However, ensure that the print quality is clear and legible regardless of which method you choose.

4. What if my return is more than a few pages?

Even if your return is lengthy, do not staple or bind it. Simply arrange the pages in the correct order and submit them unbound.

5. Should I put my payment check on top of my tax return?

No, do not attach your payment check to your tax return. Include it loose in the envelope with your return. Write your Social Security number, the tax year, and the relevant tax form number (e.g., 1040) on the check.

6. Is it okay to fold my tax return?

Yes, it is generally okay to fold your tax return to fit it into the envelope. However, avoid excessive folding that could crease or damage the forms.

7. What if I’m sending multiple tax forms in one envelope?

If you’re sending multiple tax forms (e.g., federal and state returns), place each return in a separate envelope. Do not combine them into a single package.

8. Do I need to include copies of my W-2s and 1099s?

Generally, you only need to include copies of your W-2s with your federal tax return if you are paper-filing. You do not typically need to include copies of your 1099s, but keep them for your records. Check the specific form instructions for clarification.

9. Can I hand-deliver my tax return to the IRS?

While technically possible, it is generally not recommended. The IRS prefers that you mail your return to the designated address or file electronically. Hand-delivering may not expedite the processing of your return.

10. What is the best way to track my tax return?

The easiest way to track your tax return is online through the IRS website using the “Where’s My Refund?” tool. You’ll need your Social Security number, filing status, and the exact refund amount to access this information.

11. How long does it take for the IRS to process a paper tax return?

The processing time for paper tax returns is typically longer than for electronic returns. It can take several weeks or even months for the IRS to process a paper return, especially during peak filing season.

12. What happens if I make a mistake on my tax return after I’ve already filed it?

If you discover an error on your tax return after you’ve filed it, you’ll need to file an amended return using Form 1040-X, Amended U.S. Individual Income Tax Return. File this form as soon as possible after discovering the error.

By following these guidelines and avoiding common mistakes, you can help ensure that your tax return is processed smoothly and efficiently. And remember, ditch the staples! Your tax return (and the IRS processing system) will thank you for it.