Quick overview
E-filing is the IRS-approved process of submitting tax returns electronically. The IRS allows taxpayers to sign and transmit returns using approved electronic-signature methods or signature authorization forms provided by preparers. When done correctly, e-filing speeds processing, reduces errors, and is at least as secure as paper filing because transmissions are encrypted and go through IRS-certified channels (IRS, 2025).
For guidance on IRS e-file options, see the IRS page on e-file options: https://www.irs.gov/filing/e-file-options.
Why secure electronic signing matters
Electronic signatures prove the filer’s identity and give the IRS a legal authorization to accept the return. Weak signing processes or insecure transmission can expose personally identifiable information (PII) like Social Security numbers and bank account details. Secure signing minimizes risk of identity theft, rejected returns, and delays.
In my practice assisting clients for over a decade, the most common user mistakes are: using weak passwords, filing over public Wi‑Fi, or relying on unfamiliar apps. Choosing IRS-approved software and following a short security checklist eliminates most risks.
Step-by-step: How to e-sign and e-file securely
- Choose IRS-approved software or a reputable tax pro.
- Use IRS-authorized commercial software or a credentialed tax professional who uses approved transmitters. The IRS maintains a list of authorized e-file providers on its site (IRS, 2025).
- For more background on the mechanics of e-filing, see our glossary page: Electronic Filing (e-file).
- Confirm the platform supports the IRS-accepted signature method.
- Paid preparers often use Form 8879 (IRS e-file Signature Authorization) to allow a preparer to submit a return electronically after the taxpayer signs. If a preparer is filing for you, you will usually sign Form 8879 (paper or electronic copy) and the preparer retains it per IRS rules. See our glossary entry for Form 8879 for details.
- If you self-prepare with software, the program will present an e-sign workflow or PIN method. Follow the software’s instructions—these are designed to meet IRS signature requirements.
- Verify identity before signing.
- Expect to provide verification details such as prior-year adjusted gross income (AGI) or an IRS-issued Identity Protection PIN (IP PIN), depending on the software or IRS requirements.
- Use a secure device and connection.
- Apply software updates, use antivirus protection, and file from a private, password‑protected Wi‑Fi network (not public hotspots).
- Enable multi-factor authentication (MFA).
- If your tax account or the software offers MFA, turn it on. MFA adds a critical layer of protection beyond a password.
- Check the transmission and retain confirmations.
- After submission you will receive an IRS e-file acknowledgement that the IRS accepted or rejected the return. Keep the acceptance notice and a copy of the signed return; preparers should retain Form 8879 per recordkeeping rules.
- Monitor your refund and account.
- Use the IRS Where’s My Refund? tool and sign up for account alerts at the IRS website to detect any suspicious activity.
Common ways taxpayers electronically sign
- Form 8879 (IRS e-file Signature Authorization): Used by paid preparers to get taxpayer authorization to submit. The preparer keeps the signed authorization. See our detailed glossary entry for Form 8879.
- Built-in e-sign workflows in IRS-authorized software: Self-preparers typically sign using an electronic method built into the software—often a self-selected PIN or other software-driven authentication that complies with IRS rules.
- IRS e-signature alternatives for special returns: Certain returns or attachments may still require Form 8453 or paper signatures, depending on the situation. Your software should flag these requirements.
Related reading: Form 8879 — IRS e-file Signature Authorization.
Security checklist before you file
- Use IRS-authorized software or a vetted preparer.
- File from a secure, private network; avoid public Wi‑Fi.
- Update your device’s OS and tax software; enable automatic updates when possible.
- Use a unique, complex password and enable multi-factor authentication.
- Verify the software provider uses secure transport (TLS/SSL) and has clear privacy and data-retention policies.
- Do not click email links about refunds—log into official sites directly.
For details on protecting refunds and identity, our guide Protecting Your Refund from Identity Theft explains recovery steps and prevention strategies.
What to expect after you e-file
- Acknowledgement: The software or preparer will transmit your return to the IRS and receive an acknowledgment within hours to a few days. The acknowledgement will say if the return was accepted or rejected and include a rejection reason.
- Correction & resubmission: If rejected, correct the problem (e.g., mismatch in SSN, name spelling, AGI mismatch) and resubmit. Common fixes include updating a typo, verifying W-2/1099 information with the payer, or using a corrected AGI/IP PIN.
- Refund processing: If accepted and you’re owed a refund, the IRS usually issues refunds faster for e-filed returns with direct deposit.
If you need to amend the return later, many amended returns (Form 1040-X) can now be e-filed. See our article Can You E-file Form 1040X? for when and how.
Special situations and eligibility notes
- Joint returns: Both spouses must authorize the return. Software workflows typically collect both signatures electronically.
- Self-employed / small-business owners: Use software that supports Schedule C, SE tax, and estimated tax payments. Ensure the e-sign path supports business schedules.
- Paper-only attachments: Some documents still require a paper signature or submission; software normally warns you when an attachment requires different handling.
Troubleshooting common problems
- Rejection for AGI mismatch: Confirm prior-year AGI from your filed return. If you cannot access it, request a transcript from the IRS (online or by mail) before resubmitting.
- Identity verification issues: If the IRS flags identity theft, follow the IRS Identity Theft Central guidance (https://www.irs.gov/identity-theft-central) and be prepared to provide documentation.
- Missing forms: If the software says a form is required (for example Form 8453 for certain paper attachments), follow the software’s instructions or consult a preparer.
Best practices I use with clients
- Have clients sign electronically while on a secure video call so I can confirm identity and walk through the e-sign process in real time; this reduces mistakes and prevents fraud.
- Keep copies: I recommend clients keep a PDF of the filed return, the e-signature authorization (Form 8879 or equivalent), and the IRS acceptance notice for at least three years.
- Re-use security settings: Use a dedicated password manager and enable MFA on accounts tied to tax filing (email, software account, bank).
When to get professional help
Contact a credentialed tax professional if you:
- Encounter repeated e-file rejections you can’t resolve.
- Receive an IRS notice about identity theft or suspicious activity.
- Have complex returns (multiple states, business returns, trusts) that may require special signature handling.
Want an example of a problem that needs help? When a client’s return was rejected due to a name/SSA mismatch, the quickest fix was a Social Security Administration correction—something a preparer can help coordinate.
Sources and resources
- IRS, “E-file Options” (accessed 2025): https://www.irs.gov/filing/e-file-options
- IRS, “Identity Theft Central” (accessed 2025): https://www.irs.gov/identity-theft-central
- FinHelp glossary: Electronic Filing (e-file): https://finhelp.io/glossary/electronic-filing-e-file/
- FinHelp glossary: Form 8879 — IRS e-file Signature Authorization: https://finhelp.io/glossary/form-8879-irs-e-file-signature-authorization/
- FinHelp glossary: Protecting Your Refund from Identity Theft: https://finhelp.io/glossary/protecting-your-refund-from-identity-theft-detection-and-recovery-steps/
Professional disclaimer: This article is educational and not personalized tax advice. For specific guidance related to your filing situation, consult a licensed tax professional or the IRS.
If you want, I can summarize the specific e-sign steps for your software or walk through a security checklist tailored to your device setup.
