Quick overview

An IRS information request is typically a letter or notice asking for documents, explanations, or verification related to a previously filed return. The IRS frequently provides a deadline—commonly 30 days from the notice date—but you must always check the specific deadline on the notice you received (IRS guidance: “If you receive a notice or letter,”) (https://www.irs.gov/individuals/understanding-your-irs-notice-or-letter). Responding promptly, completely, and in the format requested reduces follow-up requests, audit likelihood, and possible penalties.

Step-by-step response plan (what to do first)

  1. Read the notice carefully. Note the notice type (letter number or CP-series), the tax year involved, the documents requested, and the deadline.
  2. Confirm the respondent. If the notice names a business or spouse, make sure you address the correct taxpayer and include the correct taxpayer identification (SSN or EIN) on your response.
  3. Don’t panic. Most information requests are routine and can be resolved by supplying clear documentation.
  4. Call only if required or if you need a short extension. Use the phone number on the notice; do not call general IRS numbers. If you need representation, file Form 2848 (Power of Attorney) so an authorized agent can communicate on your behalf (see IRS Form 2848 guidance: https://www.irs.gov/forms-pubs/about-form-2848).

Practical document preparation tips

  • Provide copies, not originals. Keep high-quality copies for your files; send originals only if the IRS explicitly asks for them.
  • Create an index. Start your packet with a one-page contents list that references each requested item and the page number(s) where it appears. This saves the IRS time and speeds review.
  • Use legible labeling. For electronic files, name each file with a clear label (e.g., “2023HomeOfficeReceipt_01.pdf”). For paper packets, use tabs or labeled separators.
  • Cross-reference your return. When applicable, point to the line on your return where the item was claimed (e.g., Schedule C, Line 28 — home office expenses).
  • Keep originals organized and stored safely; note the date you mailed or uploaded the response.

How to send your response safely

  • Follow the notice instructions. If it requires mail to a specific address, use that address. Some notices include a special processing center.
  • Use certified mail with return receipt or USPS Certified Mail with a tracking number, or a private carrier with signature confirmation. Keep proof of delivery and the tracking number.
  • If the notice accepts electronic uploads or fax, follow the specified portal or fax number. Do not send tax data via unsecured email unless the IRS instructs you to do so.

Authoritative note: the IRS’s official guidance recommends responding per the instructions on your notice and keeping copies of any communication (https://www.irs.gov/individuals/understanding-your-irs-notice-or-letter).

Templates that work — ready to copy, adapt, and use

Below are concise, professional templates you can adapt. Replace bracketed text with your details. Each template is designed to be short, direct, and easy for the IRS to process.

1) Cover letter for an information request (documentation enclosed)

[Date]

Internal Revenue Service
[Address from notice]

Re: [Taxpayer name], SSN/EIN: [XXX-XX-XXXX or XX-XXXXXXX]
Notice Number: [e.g., Letter 4564 or CP2000], Date: [date on notice]
Tax Year(s): [YYYY]

Dear Sir or Madam,

Per the referenced notice, enclosed please find the documents requested regarding [brief description — e.g., “home office deduction claimed on 2023 Schedule C”]. The enclosed items are indexed and correspond to the IRS request as follows:

  • Item 1: [Description] — pages [x–y]
  • Item 2: [Description] — pages [x–y]

If you need further information, please contact me at [phone] or [email]. Please confirm receipt in writing if possible.

Sincerely,

[Taxpayer name]
[Address]
[Phone]

(Enclosures: Index and supporting documents — copies only)

2) Short response when you cannot gather all documents by the deadline (request brief extension)

[Date]

Internal Revenue Service
[Address from notice]

Re: [Taxpayer name], SSN: [XXX-XX-XXXX]
Notice Number: [notice number]; Tax Year: [YYYY]

Dear Sir or Madam,

I acknowledge receipt of your notice dated [date]. I am assembling the requested documents but need additional time to obtain [specific items]. I respectfully request a 30-day extension to submit complete documentation. I will submit the requested items as soon as they become available.

Sincerely,

[Taxpayer name]
[Contact information]

Note: an extension request is discretionary; you should call the contact number on the notice to make the request and document that call.

3) Response template for income mismatch (CP2000-type)

[Date]

Internal Revenue Service
[Address from notice]

Re: [Taxpayer name], SSN: [XXX-XX-XXXX]
CP2000: [notice identification]
Tax Year: [YYYY]

To Whom It May Concern,

I have reviewed the proposed adjustments. Enclosed are the following supporting documents that reconcile the difference between reported income and third-party information:

  • Statement reconciling amounts (1 page)
  • Forms W-2 and corrected Form 1099(s) (copies)
  • Bank statements demonstrating deposit amounts (copies)

Based on these documents, I dispute the adjustment to [specific item]. Please apply the enclosed materials to your review and notify me of any further action.

Sincerely,

[Taxpayer name]

4) Identity verification response (follow the notice instructions exactly)

If your notice is an identity verification request, follow the notice’s specified process (portal, mail, or phone). Do not send identification documents in an unsecured email. If the notice instructs you to visit the IRS secure portal, use the URL provided in the notice or visit the IRS identity verification page for official instructions (https://www.irs.gov/identity-theft-fraud-scams/identity-verification).

How I organize packets in practice (professional workflow)

In my experience working with taxpayers and small businesses, a three-part packet works best:

  1. Cover letter (1 page) that directly references the IRS notice and summarizes the submission.
  2. Index page (1 page) that lists every enclosure and the pages where it appears.
  3. Supporting documents in the order listed in the index. Use paperclips or tabs for paper; deliver PDF files in a single, bookmarked PDF when permitted.

Also include a copy of the originally filed return (first page and relevant schedules), and the notice you received so the IRS reviewer can see the connection immediately.

Common mistakes to avoid

  • Sending vague or defensive language; be factual and concise.
  • Omitting page numbers and an index.
  • Mailing attachments to the wrong address—always use the address listed on the notice.
  • Sending originals unless requested.

For more on building an organized response packet, see our guide: Preparing Organized Documentation for an Audit.

If your inquiry is about a deduction commonly questioned by the IRS, such as a home office, include a clear calculation and receipts; see: Home Office Deduction: Eligibility, Calculation, and Pitfalls.

When to get professional help

Consider hiring a qualified tax professional if the request:

  • Involves complicated business income or large adjustments.
  • Requires legal interpretation or could trigger penalties.
  • Is part of a coordinated audit or involves multiple years.

A representative can file Form 2848 so the IRS communicates directly with your authorized agent (https://www.irs.gov/forms-pubs/about-form-2848).

After you send the response

  • Keep proof of delivery and a complete copy of everything sent.
  • Expect a reply timeline that varies; many straightforward requests are resolved in weeks, but complex cases can take months.
  • If you don’t receive confirmation within a reasonable time, call the contact number on the original notice and reference your submission and tracking information.

Final checklist before you send

  • [ ] Cover letter references the exact notice number and tax year.
  • [ ] Index and page numbers included.
  • [ ] Copies (not originals) of documentation.
  • [ ] Proof of mailing or electronic submission saved.
  • [ ] Contact information included and taxpayer ID on all pages.

Professional disclaimer: This article is educational and does not replace personalized tax advice. For matters that could change your tax liability or expose you to penalties, consult a qualified tax professional or attorney. Authoritative sources include the Internal Revenue Service guidance on notices and letter responses (https://www.irs.gov/).

Sources and further reading

(If you choose to work with a tax professional, keep a copy of your engagement letter and any Form 2848 filed on your behalf.)