Should You Staple Your Tax Return or Use Other Binding Methods?

Filing a paper tax return requires careful attention to detail, including how you assemble the documents. While it may seem minor, improper binding can cause processing delays or even damage your submission.

Government Instructions for Paper Returns

The IRS provides guidelines on assembling paper tax returns to ensure smooth processing. While electronic filing is preferred, millions still submit physical forms each year. To prevent delays, documents should be arranged and secured as specified by the IRS.

Form 1040 or 1040-SR should be placed on top, followed by additional forms in the order listed in the tax form instructions. If a payment is included, a check or money order should be attached to the first page with a slip containing the taxpayer’s name, address, and Social Security number. The IRS does not require stapling, and staples may need to be removed for scanning, which can slow processing.

Mailing addresses vary based on whether a payment is enclosed. Since these addresses change periodically, taxpayers should check the latest instructions on the IRS website before sending their returns.

Common Approaches for Binding Documents

Since stapling is unnecessary, taxpayers use different methods to keep their documents organized. The right approach ensures forms remain intact during mailing while allowing IRS staff to process the return efficiently.

Paper Clips

A paper clip is a simple way to keep documents together without damaging them. This method works well for returns with only a few pages, as it allows IRS personnel to separate and scan pages easily.

However, paper clips can shift or detach during transit, especially if the envelope is handled roughly. To reduce this risk, taxpayers should use a sturdy envelope that fits the return snugly. Larger or coated paper clips provide extra grip, particularly for returns with multiple pages.

Binder Clips

For thicker returns, a binder clip provides a more secure hold. These clips keep pages together even if the envelope is jostled during mailing, making them useful for taxpayers filing multiple schedules or supporting documents.

While binder clips are effective, they add bulk, which may increase mailing costs if the package exceeds standard weight or thickness limits. IRS staff may also need to remove the clip before processing. Using an appropriately sized clip ensures a secure hold without unnecessary bulk.

Folder Enclosure

Placing a tax return inside a folder before mailing helps keep documents intact and protected. This method is especially useful for lengthy returns or those including additional documentation, such as W-2s or 1099 forms.

A lightweight manila folder adds minimal weight while keeping documents neatly arranged. However, bulky folders or those with fasteners may complicate processing. A simple, flat folder helps maintain organization without obstructing IRS staff.

Handling Schedules or Attachments

Ensuring schedules and attachments are properly included prevents processing issues. Many taxpayers need to provide additional forms, such as Schedule 1 for additional income and adjustments, Schedule A for itemized deductions, or Schedule D for capital gains and losses. Missing or improperly arranged schedules can delay or even result in a rejected return.

Beyond standard schedules, taxpayers may need to include supplemental forms like Form 8889 for Health Savings Accounts or Form 2441 for child and dependent care expenses. If claiming tax credits, corresponding forms such as the Earned Income Credit Worksheet or Form 8863 for education credits must be attached. Omitting these documents can lead to adjustments in a refund or balance due.

Some taxpayers must also submit copies of third-party documents, such as W-2s, 1099s, or SSA-1099s, particularly if income tax was withheld. Those with multiple employers or income sources should ensure all relevant forms are attached to reconcile reported earnings with IRS records. Self-employed individuals claiming business expenses on Schedule C should retain receipts and records, though these typically do not need to be sent unless specifically requested by the IRS.

Final Steps for Mailing

Choosing the right envelope helps prevent delays, lost documents, or damage. A standard letter-sized envelope works for simple returns, but bulkier filings with multiple schedules or attachments should be placed in a large flat envelope to prevent bending or tearing. A reinforced or water-resistant envelope provides extra protection during transit.

Using a mailing method with tracking and delivery confirmation is advisable, especially for returns that include payments or time-sensitive claims. The United States Postal Service (USPS) offers Certified Mail with a return receipt, providing proof that the IRS received the submission. Private carriers like FedEx and UPS also offer tracking services, though taxpayers should verify that the IRS accepts deliveries from their chosen service.

Addressing the envelope correctly is just as important as selecting the right mailing method. IRS processing centers have specific addresses based on the taxpayer’s location and whether a payment is enclosed. Since mailing addresses change periodically, checking the latest IRS instructions before sending the return ensures accuracy.