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Tax Prep Checklist for Houston Area Clients

The same list we hand every new client. Know exactly what to bring to your appointment so nothing is missed and your return is done right — the first time.

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How to use this checklist: Gather every item that applies to your situation before your appointment. Missing documents are the #1 cause of delayed returns. If you are not sure whether something applies, bring it anyway — we will sort it out together.

Personal Information

  • Social Security Numbers for all taxpayers and dependents
  • Date of birth for all taxpayers and dependents
  • Last year's federal and state tax returns (new clients — first year only)
  • Valid photo ID (driver's license or passport)
  • Bank account and routing number for direct deposit of your refund
  • IP PIN (Identity Protection PIN) if you have one from the IRS

Income Documents

  • W-2: Wages from all employers (employers must send by January 31)
  • 1099-NEC: Freelance, contractor, or consulting income
  • 1099-MISC: Miscellaneous income: royalties, rents paid to you, prizes
  • 1099-K: Payment app income (PayPal, Venmo, Zelle, Square) over $600
  • 1099-INT: Bank or credit union interest income
  • 1099-DIV: Dividend income from stocks or mutual funds
  • 1099-B: Proceeds from stock, ETF, or crypto sales (brokerage statements)
  • 1099-R: Distributions from IRA, 401(k), pension, or annuity
  • SSA-1099: Social Security benefits received
  • K-1: Income from partnerships, S-corporations, estates, or trusts
  • Rental Income: Total rents collected and all property expense records
  • Alimony: Received (if divorce agreement dated before 2019)
  • Sale of Property: Closing statements, original purchase price, improvements made

Homeowners (if applicable)

  • Form 1098: Mortgage interest statement from your lender (mailed by January 31)
  • Property Tax: Texas property tax statement — deductible up to $10,000 if you itemize
  • Points Paid: Discount points paid on a new mortgage or refinance
  • PMI: Private mortgage insurance premiums (Form 1098, Box 5)
  • Home Purchase/Sale: Closing disclosure from any home bought or sold this year
  • Home Improvements: Energy-efficient upgrades (windows, HVAC, insulation) — may qualify for tax credits

Business Owners & Self-Employed

  • Profit & Loss: Business income and expense summary, or QuickBooks / Xero export
  • Home Office: Square footage of your dedicated workspace and total home square footage
  • Vehicle Log: Total business miles driven for the year (keep a mileage log!)
  • Equipment & Supplies: Receipts for business equipment, tools, technology, and office supplies
  • Software Subscriptions: Business software, cloud services, professional memberships
  • Health Insurance: Premiums paid for yourself and family if self-employed (100% deductible)
  • Retirement Contributions: SEP-IRA, Solo 401(k), or SIMPLE IRA contributions made for the year
  • Business Meals: Receipts with business purpose documented (50% deductible)
  • Professional Fees: Legal, accounting, consulting fees paid for your business
  • Marketing & Advertising: Website costs, advertising, business cards, signage
  • Travel: Business travel records: flights, hotels, car rental (exclude commuting)
  • Estimated Tax Payments: Form 1040-ES payment amounts and dates paid (all four quarters)

Deductions Everyone Should Check

  • Charitable Donations: Cash receipts (need written acknowledgment for gifts over $250) and non-cash donation records
  • Medical Expenses: Out-of-pocket medical, dental, vision costs exceeding 7.5% of your income — keep all receipts
  • 1098-E: Student loan interest paid (deductible up to $2,500 for qualifying taxpayers)
  • 1098-T: Tuition paid to a college or university — education credits may apply
  • Childcare: Provider name, EIN or SSN, and total amount paid for children under 13
  • 5498-SA / 1099-SA: HSA contributions and distributions — HSA contributions are fully deductible
  • 1095-A: ACA Marketplace health coverage statement — required if you bought insurance on Healthcare.gov
  • Form 5498: IRA contributions made for the tax year (including backdoor Roth contributions)
  • IRS Correspondence: Any letters, notices, or CP notices received from the IRS this year
  • Prior Year Refund: Amount of last year's refund applied to this year's estimated taxes

Houston Area — Check These Too

Specific situations common to our Greater Houston clients

  • Property Tax Protest: Harris, Fort Bend, Brazoria, Galveston, or Montgomery County appraisal notice — successful protests save money on rental properties
  • Energy Sector 1099s: 1099-NEC from oil and gas companies, energy contractors, or oilfield service companies
  • Short-Term Rental: Airbnb / VRBO income records from lake area properties (Lake Conroe, Galveston) or Houston inner-loop units
  • Hurricane / Storm Claims: Insurance proceeds and casualty loss records from weather events (federally declared disaster areas have special rules)
  • Real Estate Activity: All rental properties: HUD-1 or closing disclosures, expense spreadsheets, depreciation schedule from last year
  • Aerospace / Government Contracts: JSC area contractors: per diem records, security clearance training costs, home office details
  • Aviation / IAH Workers: Flight crew and logistics workers: trip records, per diem, union dues, FAA medical and certification costs

Did Any of These Happen This Year?

  • Got married or divorced — bring marriage certificate or decree
  • Had a baby or adopted a child — bring Social Security Number for new dependent
  • Bought or sold a home — bring all closing documents
  • Started a new business — bring entity name, structure (LLC/S-corp), and EIN
  • Received an inheritance or gift — bring documentation
  • Moved to or from another state — both states may require a return
  • Received equity compensation (RSUs, stock options) — bring brokerage statements
  • Took money from a retirement account — bring Form 1099-R
  • Made significant investments or sold cryptocurrency
  • Received forgiven debt (Form 1099-C)
  • Have foreign bank accounts over $10,000 — FBAR filing required

Mary Ann's Pro Tip

"When in doubt, bring it. Missing one document is never the problem — missing a deduction is."

If you are unsure whether a document applies to your situation, bring it anyway. We will quickly determine if it is relevant and ensure nothing deductible slips through. The goal is to file an accurate return — not a fast one.

Ready to File?

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Checklist in hand? Let's get your return done right. Free 15-minute consultation — no commitment.

Book a Free Consultation (832) 512-7508

How We Work

1

Gather your docs

Use this checklist to collect everything

2

Upload securely

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3

We prepare

Returns ready in 5–7 business days

4

Review & file

We walk through your return before filing

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Checklist ready? Let's file your return.

Mary Ann Hair, CPA — serving Houston area clients in-person and nationwide remotely.

Schedule a Free Consultation Or call (832) 512-7508