How to Get a CA Tax Return Copy With Form CFR1

Obtaining a copy of a previously filed California state tax return is a common need for individuals and businesses for reasons like loan applications or legal matters. The California Franchise Tax Board (FTB) provides a specific method for this purpose through an official request form. This process allows taxpayers to formally ask for and receive a certified copy of their return from the state’s records and is the designated procedure for retrieving historical tax data.

Information and Documentation Required

To request a copy of a California tax return, you must use Form FTB 3516, Request for Copy of Tax Return. You will need to provide the following information:

• The first name and Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) on the return.
• For joint filers, the spouse’s or registered domestic partner’s full name and SSN or ITIN.
• Your current mailing address.
• The address listed on the specific tax return you are requesting, if different.
• The exact tax year(s) requested.
• The type of return, such as Form 540 for personal income tax or Form 565 for a partnership.

The FTB charges a $20 fee for each tax year requested. This payment must be a check or money order made payable to the “Franchise Tax Board.” The fee is waived for victims of a designated California state or federal disaster. If you need the return sent to someone other than yourself, such as a mortgage lender or attorney, you must complete the third-party designee section on the form.

If you are not the taxpayer, you must provide appropriate authorization, such as a signed letter from the taxpayer or a Power of Attorney (Form FTB 3520). For deceased taxpayers, a certified copy of the letters of administration or testamentary dated within the last 12 months is required. For joint returns, at least one spouse must sign the form.

The Submission Process

Once Form FTB 3516 is completed and signed, it must be submitted by mail. The form and the required payment should be mailed to the following address: Data Storage Section, Franchise Tax Board, PO Box 1570, Rancho Cordova, CA 95741-1570.

After mailing the request, it may take up to four weeks from the date the FTB receives your request to get the copy in the mail. The FTB keeps personal income tax and partnership returns for the last three and a half years, while returns for corporations, exempt organizations, and LLCs are kept for five years.

Alternatives to Using Form FTB 3516

A faster and often free alternative is available through the Franchise Tax Board’s MyFTB online service. MyFTB is a secure portal that allows California taxpayers to access their state tax information directly, often eliminating the need for Form FTB 3516. It provides immediate access to documents without the fee or processing time of a mailed request.

The MyFTB platform provides access to images of tax returns, payment history, account balances, and official notices. Individuals can view and print copies of their personal income tax returns for recent years, which is often sufficient for loan applications or personal records.

To use this service, you must create a MyFTB account on the FTB website. The registration process involves providing personal information to verify your identity, such as your name, email address, SSN, and information from a previously filed California tax return. Once registered, you can log in to your secure account to view, download, or print the documents you need.