Quick checklist for tracking an IRS notice response

  • Locate the notice: note the notice/letter number (e.g., CP, LT, or CP2000 code) and the date at the top-right of the letter.
  • Gather proof: copies of your response, certified-mail receipts, fax confirmation, or e-file acknowledgment.
  • Use IRS online tools first (below), then call the phone number printed on the notice if you need a status update.

Where to check online or by phone

  • IRS Online Account: Sign in to View Your Account for balance, payments, and some correspondence. This is the fastest way to see whether the IRS has posted an adjustment or payment. (IRS: “View Your Account”)
  • Where’s My Refund?: For notices tied to refund delays (CP49, CP49A, etc.), check the IRS refund tool at “Where’s My Refund?”.
  • Get Transcript: To confirm wage and income information the IRS has on file, use the Get Transcript tool.
  • Phone number on the notice: The notice will include a contact number and hours; have the notice handy when you call. If you have a representative, they must have Form 2848 (Power of Attorney).

(IRS sources: “Understanding your IRS notice or letter” and “View Your Tax Account” pages.)

Step-by-step: How I track notice responses for clients

  1. Read the notice exactly and set a deadline in my case file. Notices spell out response deadlines and evidence requested.
  2. Prepare the response and send it with tracking: certified mail with return receipt, delivery confirmation, or a dated fax confirmation page. For e-filed or portal responses, save screenshots and confirmation numbers.
  3. Log the submission: date sent, method, tracking number, who signed, and a short summary of documents sent.
  4. Check the IRS Online Account and Get Transcript weekly (if applicable) for posting activity.
  5. Call the phone number on the notice only after the expected processing window has passed. Be ready with the notice number, taxpayer information (SSN/EIN), and your tracking receipt.
  6. If you don’t get help or the case is causing financial hardship, contact the Taxpayer Advocate Service for independent assistance.

Typical processing timelines (general guidance)

  • Simple correspondence (proof of income, corrected forms): 3–8 weeks after receipt, but may be longer during IRS processing surges.
  • Refund-related notices: depends on the issue — refund tools may show an update in 10–21 days after processing begins.
  • Audit or extensive documentation requests: several weeks to months depending on complexity.

Note: IRS processing times change with staffing and season. Always use the notice instructions as your primary timeline and check IRS.gov for current service notices.

How to document and prove you responded

  • Certified mail with return receipt (USPS): provides a dated delivery signature.
  • Priority mail or tracked courier: keep the tracking number and delivery confirmation.
  • Fax: keep the machine or third-party fax transmission report showing date/time and recipient.
  • Online confirmations/screenshots: save any confirmation IDs, timestamps, and emails from IRS.gov.

When to escalate or get professional help

  • No response within the stated processing window and no update on your Online Account.
  • Contact attempts get only generic information and your issue remains unresolved.
  • The IRS proposes a large adjustment you disagree with — consider representation and, if applicable, filing a timely appeal.

If you need help, a CPA or enrolled agent can call IRS practitioner lines for represented taxpayers (with signed Form 2848). The Taxpayer Advocate Service can assist if you’re experiencing financial hardship or prolonged delays (see taxpayeradvocate.irs.gov).

Common mistakes to avoid

  • Waiting to send documentation until the deadline approaches; send early and keep proof.
  • Calling general IRS numbers without the notice in hand — agents will ask for the notice number.
  • Assuming online tools show every internal status — some correspondence and manual reviews won’t appear in Online Account.

Related FinHelp resources

Final tips and professional disclaimer

Keep a single organized file (digital + paper) of every IRS notice, your response, and evidence of mailing. In my practice I’ve found that timely, documented responses and a short follow-up call after the expected processing window typically prevent escalation.

This article is educational and not a substitute for personalized tax advice. For case-specific guidance, consult a licensed tax professional or CPA and review IRS.gov resources such as “Understanding Your IRS Notice or Letter”.