Quick overview

Tracking your IRS case means watching the administrative steps the IRS takes on your return, refund, audit, or collection matter and responding on time. Using the IRS’s online services, reading notices with a checklist, and documenting communications makes the process faster and less risky. Below I explain the most useful tools, typical timelines you can expect, how to read common notices, and practical next steps.

Primary IRS tools to track a case

  • IRS Online Account: The IRS Online Account (View Your Account) is the central dashboard for many taxpayers. Once you register, you can see your balance, payments, notices the IRS has mailed, and certain upcoming actions. This is often the fastest way to get current case status (IRS — View Your Account: https://www.irs.gov/payments/view-your-tax-account).

  • Where’s My Refund?: If you’re waiting on a refund, use the “Where’s My Refund?” tool for the most up-to-date status on e-filed returns and direct-deposit refunds. The IRS reports most refunds are issued within 21 days for e-filed returns with direct deposit, though specific cases may take longer (IRS — Where’s My Refund: https://www.irs.gov/refunds).

  • Get Transcript Online: If you need to see what the IRS processed for a prior return — line-by-line adjustments, wage and income information, or transcript status — Get Transcript Online gives the record the IRS uses to work your case (IRS — Get Transcript: https://www.irs.gov/individuals/get-transcript).

  • Identity Verification: If the IRS flags your account for identity verification (IDV), the online Identity Verification portal or mailed notice explains what to submit. Identity checks are common delays for refunds and account actions (IRS — Identity Verification Procedures: https://www.irs.gov/identity-theft-fraud-scams/identity-verification-procedures).

  • Taxpayer Advocate Service (TAS): If your case is stuck, causing economic harm, or more than 30 days past due without resolution, TAS can intervene independently of normal IRS channels. They also help taxpayers who meet their service criteria (Taxpayer Advocate Service: https://www.taxpayeradvocate.irs.gov/).

Typical timelines (what to expect)

Timelines vary widely depending on the issue. The following are reasonable expectations based on IRS practice as of 2025:

  • Refunds: Most e-filed refunds with direct deposit issue within ~21 days. Paper returns and returns requiring ID verification or additional review can take weeks or months (IRS — Where’s My Refund).

  • Processing adjustments (CP2000 / proposed changes): When the IRS proposes changes because reported income or credits don’t match third-party data, you’ll usually receive a CP2000 notice. You typically have 30 days to respond with agreement, documentation, or an appeal to avoid default adjustments (IRS — Understanding your notice or letter: https://www.irs.gov/individuals/understanding-your-irs-notice-or-letter).

  • Statutory Notice of Deficiency (90-day letter): A formal Notice of Deficiency (commonly called the 90-day letter) gives you 90 days from the date of the letter to file a petition in U.S. Tax Court if you disagree. Don’t ignore this notice — once the 90 days pass you lose that judicial option (see IRS guidance on Notices of Deficiency).

  • Audits: Correspondence audits (by mail) typically take 60–120 days from request to resolution if documentation is straightforward. Office or field audits can last months to years depending on complexity.

  • Collections (balance-due notices to levy): Initial balance-due letters such as the CP14 usually give 30 days to pay or arrange payment. Subsequent collection notices escalate: reminder letters, final notices of intent to levy, and then enforcement (levy or lien) if ignored. Exact timing depends on responses and arrangements (IRS — Understanding your notice or letter).

These are guidelines; every case differs. When in doubt, check your specific notice for deadlines and use the online account to confirm whether the IRS has processed a response.

How to read an IRS notice: a simple checklist

  1. Identify the notice code/name at the top (for example—CP2000, CP14, CP504, Statutory Notice of Deficiency).
  2. Note the date and any deadlines (responses are often counted from the letter date).
  3. Check whether the notice proposes a change, requests information, or demands payment.
  4. See if there are instructions for payment, documentation, or contacting the IRS.
  5. If the notice says you can appeal or petition, note the exact method and deadline.
  6. Keep a dated copy of every notice and any documents you send.

For a deeper guide to decoding notice codes, see our practical checklist: “Decoding IRS Notice Codes: A Practical Checklist for Taxpayers” (https://finhelp.io/glossary/decoding-irs-notice-codes-a-practical-checklist-for-taxpayers/).

Common notice examples and what they mean

  • CP2000 (Proposed Adjustment): The IRS used third-party data (W-2s, 1099s) and thinks your return omitted income or claimed incorrect credits. It’s not an assessment yet — respond with agreement, documentation, or a clear dispute (IRS — Understanding your notice or letter).

  • CP14 / Balance Due Notice: The IRS believes you owe tax. The notice includes the amount, penalties and interest to date, and payment options. Respond early to avoid escalation.

  • CP504 / Final Notice of Intent to Levy: This is a serious collection notice. It typically follows prior reminders and may give a short window before enforcement action. Contact the IRS or a tax professional immediately.

  • Statutory Notice of Deficiency: This lets you challenge the IRS in U.S. Tax Court. If you plan to petition, note the 90-day deadline (60 days if notice addressed to a person outside the U.S.).

  • Identity Verification Notice: The IRS may ask you to verify your identity to process a refund or release an account hold. Follow the notice’s instructions and use the IRS verification tools.

Practical steps to track and move a case forward

  1. Create and use your IRS Online Account: set up secure login and opt into electronic notifications where available.
  2. Keep records: store dates you mail documents, notes from phone calls (agent name, badge number), and copies of everything you send.
  3. Respond in writing to requests: email may not be accepted — follow the notice instructions (mail, fax, or online upload).
  4. Pay or set up an installment agreement if you can’t pay in full. Installment agreements and offers-in-compromise are formal paths to resolve balances.
  5. If you need representation, file Form 2848 (Power of Attorney) so a CPA, attorney, or enrolled agent can interact directly with the IRS (IRS — About Form 2848).
  6. If your case is delayed and meets TAS criteria (serious hardship or long delays), contact the Taxpayer Advocate Service for help (Taxpayer Advocate Service: https://www.taxpayeradvocate.irs.gov/).

When to call the IRS and what to expect

Phone service can be slow. If your case is simple (refund status, payment confirmation), use online tools first. Call 1-800-829-1040 for individual tax account questions if you cannot resolve the issue online; be prepared for hold times and confirm identity information beforehand. For practitioner support, accredited representatives use Practitioner Priority Service.

Real-world examples (lessons learned)

  • Example 1: Refund delayed by ID verification. A taxpayer’s refund was held because the IRS needed identity confirmation. By following the mailed notice and uploading the requested documents to the IRS Identity Verification portal, the taxpayer released the refund in about 4–6 weeks.

  • Example 2: Responding to CP2000. A client received a CP2000 proposing additional income. They supplied corrected W-2 copies and a reconciliation letter within the 30-day window. The IRS accepted the documentation and adjusted the proposed amount, avoiding penalties in some cases.

Lessons: act quickly, document everything, and use online portals to speed responses.

FAQs (short answers)

  • How often should I check my IRS account? Check once a month or more if you expect a refund or pending action.
  • What if I disagree with a notice? Follow the notice instructions for protesting the change. For many notices you can request an appeal through the IRS Independent Office of Appeals or petition Tax Court when applicable.
  • Can I stop a levy? Often yes — by paying, entering an installment agreement, or requesting a Collection Due Process hearing. Contact the IRS immediately.

When to get professional help

If you face a proposed deficiency, a final collection notice, or a complex audit, consult a CPA, enrolled agent, or tax attorney. In my practice helping over 500 clients, early representation often shortens case resolution and reduces penalties.

Authoritative sources and where to learn more

Also see these FinHelp guides for related help:

Professional disclaimer

This article is educational and does not replace personalized tax advice. Tax situations vary — consult a qualified tax professional, enrolled agent, or the Taxpayer Advocate Service for guidance about your specific case.