Kara Sears
While it is not strictly against the law to email client tax returns, it is important to exercise caution when doing so. Emails are not always encrypted, and sensitive information such as tax returns can be vulnerable to cyberattacks and data breaches. The IRS has strict policies regarding email communication and recommends using secure methods such as fax, mail, or secure messaging systems to transmit sensitive information. Taxpayers have the right to expect that their information will not be disclosed without their authorization, and tax preparers who misuse or disclose taxpayer information may face legal consequences. To protect client information, it is advisable to use secure file-sharing platforms, encrypt attachments, and assign password protection.
| Characteristics | Values |
|---|---|
| Emailing client tax returns | Not recommended due to security risks |
| IRS policy on email communication | Allowed only for ongoing cases with specific IRS employees and certain interactions |
| Protecting personal information | Avoid including sensitive data in emails; use secure methods like online accounts or IRS applications |
| IRS employee communication | IRS employees will verify identity and obtain consent before emailing |
| Secure methods | Encrypted emails, fax, secure messaging systems, mail, or document collection and client portal services |
| Risks of email | Potential data breaches, malicious programs, and phishing attacks |
| Confidentiality | IRS and tax preparers must not disclose taxpayer information without authorization |
| Consequences of wrongful disclosure | Criminal fines and prison for tax preparers who misuse or disclose taxpayer information |
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What You'll Learn
IRS email policies
The IRS has restrictive policies regarding the use of email for communication with taxpayers. Generally, the IRS will not initiate contact with taxpayers via email or require them to communicate via email. However, there are certain exceptions to this rule. Through October 2025, taxpayers are permitted to use email to communicate with the IRS when working with a specific IRS employee on an ongoing case. This exception applies to specific interactions such as audit or collection activities, appeals, or other interactions with IRS Counsel.
When emailing the IRS, taxpayers must follow certain procedures to protect their personal information. Standard email is not encrypted, so taxpayers should avoid including sensitive information in the subject line or body of the email, such as their full name, Social Security number, personal address, or phone number. Instead, taxpayers can send this information in securely encrypted documents. To ensure secure communication, the IRS will verify the taxpayer's identity and obtain their consent before sending encrypted emails. Taxpayers should also confirm the email address of the IRS employee they are communicating with to prevent phishing attacks.
In terms of sending tax returns, the IRS advises against using email to submit original tax returns. Instead, taxpayers should follow the standard filing procedures, such as mail or e-file. This is due to the risk of improper disclosure or exposure of sensitive information. Taxpayers should also be cautious when sending tax returns to accountants or other recipients, as email may not provide adequate security. Alternative methods such as secure messaging systems, fax, or mail can be used if taxpayers are uncomfortable emailing documents.
The IRS provides guidelines for its employees regarding the use of email. Employees are responsible for properly managing email messages created or received during their work. They are instructed not to send emails containing Sensitive But Unclassified (SBU) information to taxpayers or external stakeholders unless authorized. SBU information refers to data that requires protection due to the potential risk of loss, harm, or privacy invasion to individuals or the IRS.
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Security risks of emailing tax returns
Emailing tax returns can pose several security risks. Firstly, standard email is not encrypted, leaving sensitive information vulnerable to interception by hackers. End-to-end encryption scrambles data during transit, ensuring it can only be decrypted by the intended recipient. Emails can also be intercepted in transit, increasing the risk of identity theft and tax fraud.
Another risk is that once an email is sent, it remains in the 'sent' folder indefinitely. If a hacker gains access to an email account, they can access all sent emails and any sensitive information within them. This can lead to spear phishing attacks, where the hacker imitates the email owner or their client and requests wire transfers of money.
Additionally, there is a risk of receiving malicious programs disguised as tax return emails. These can compromise the information of clients if accidentally downloaded. While the IRS and FTC are working to improve cybersecurity in the accounting field, there is currently a lack of strict guidelines and enforcement.
To mitigate these risks, it is recommended to use secure methods such as fax, established secure messaging systems, mail, or online accounts provided by the IRS. Emails should only be sent when following specific IRS procedures to protect personal information.
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How to securely send tax returns
While it is not strictly illegal to email client tax returns, it is generally discouraged due to the sensitive nature of the information contained within these documents. Tax returns often contain valuable personal information such as Social Security numbers, bank account details, and income statements, making them a prime target for cybercriminals looking to commit identity theft.
The Internal Revenue Service (IRS) has restrictive policies regarding the use of email for communication with taxpayers. Typically, taxpayers are advised to use standard filing procedures (mail or e-file) for submitting original tax returns. However, through October 2025, there is an exception in place that allows taxpayers and their authorized representatives to email documents during certain interactions with IRS staff, such as audits or collection activities. Even in these cases, strict procedures must be followed to protect personal information.
So, how can you securely send tax returns? Here are some recommended methods:
- Utilize secure file-sharing platforms: Services like OneDrive, Dropbox, ShareFile, and the IRS Document Upload Tool offer a safer alternative to regular email. These platforms allow you to upload documents, apply password protection, control access, and monitor file activity.
- Employ encryption and password protection: If you must use email, ensure that any attachments are encrypted and password-protected. Avoid sending sensitive information in the subject line or body of the email. Use secure methods to share passwords, such as over the phone, or through a password manager with zero-knowledge encryption.
- Verify recipient addresses: Always confirm the email address of the recipient, especially when dealing with IRS employees. Official IRS email addresses follow the format [email protected]. Be cautious of phishing attempts and only send information to trusted sources.
- Use secure messaging systems or mail: If you are uncomfortable with email, consider utilizing established secure messaging systems provided by the IRS or opt for traditional mail to send your tax returns.
By following these guidelines, you can help protect your clients' sensitive information and reduce the risk of unauthorized access or identity theft. Remember, it is essential to prioritize security when transmitting tax returns to safeguard your clients' financial security and personal privacy.
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Client portal services
While there is no specific law against emailing client tax returns, it is generally discouraged due to security concerns. Standard email is not encrypted, and sensitive information can be vulnerable to malicious attacks. The IRS has strict policies regarding email communication and only allows emails for specific interactions with IRS staff, such as audits or collection activities.
Security and Data Protection
Client portals offer robust security features to protect confidential information. This includes end-to-end encryption, multi-factor authentication, audit trails, session timeouts, and secure file-sharing capabilities. With role-based permissions, accountants can control who has access to sensitive documents.
Streamlined Communications
Client portals improve communication efficiency by providing a dedicated platform for prompt responses to client inquiries. This enhances client engagement and allows accountants to focus on delivering exceptional service without the hassle of chasing files or missing emails.
Document Collaboration
Portals facilitate real-time document collaboration and version control. This enables simultaneous editing and seamless saving of modifications, improving teamwork and client collaboration.
Automation and Integration
Client portals can automate manual tasks through custom workflows and integration with accounting software. This reduces the workload by syncing with accounting tools and enabling the creation of reusable templates for onboarding, monthly closes, and recurring check-ins.
User-Friendly Interface
A user-friendly interface simplifies the client experience, reducing the learning curve for both clients and accountants. This ensures that clients can easily navigate the portal, complete tasks, and upload documents from any device.
Examples of Client Portal Services
- Liscio: Offers a unified workflow for accountants, providing a personalized tax organizer for clients that adapts based on their answers. It includes automatic reminders, progress tracking, and secure messaging.
- TaxDome: Provides a white-labeled client portal and mobile app, allowing seamless document exchange, e-signatures, invoicing, and secure communication.
- Onehub: Features role-based permissions, audit trails, session timeouts, and two-factor authentication. It also enables simultaneous collaboration through Google Drive or Microsoft Office Online integration.
- ShareFile: Focuses on streamlined communication with custom workflows, ensuring updates are not missed. It offers AES-256 data encryption for security.
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Confidentiality rights
While there is no explicit law against emailing client tax returns, there are serious concerns about confidentiality and security. Taxpayers have a right to confidentiality, and the IRS is committed to protecting taxpayer civil rights. The IRS has strict policies regarding email communication, and generally, it does not initiate contact with taxpayers via email.
The IRS advises against sending sensitive information via standard email, as it is not encrypted. Emails can be vulnerable to cyberattacks and data breaches, which can compromise the confidentiality of client information. This includes personally identifiable financial information (PIFI) and personally identifiable information (PII). Emails can contain malicious programs, and hackers can gain access to sensitive data and launch spear phishing attacks.
To protect client confidentiality, there are several recommended practices. Firstly, clients can be offered access to document collection and client portal services, which provide superior encryption and eliminate the risks associated with intermediary email servers. These platforms, such as FileInvite, offer bank-grade encryption for all files and data. Alternatively, clients can be requested to deliver physical documents if they are located nearby. For those who wish to use email, attachments can be encrypted or password-protected, and digital certificates can be used to sign documents. The IRS also provides secure methods for sending sensitive information, such as through online accounts or applications on IRS.gov.
It is important to note that tax preparers who wrongfully disclose or use client tax information for reasons other than tax return preparation may face criminal fines and prison time. Therefore, it is crucial to prioritize client confidentiality and take appropriate measures to protect sensitive information when communicating via email or other digital means.
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Frequently asked questions
Emailing client tax returns is not explicitly illegal, but it is not recommended due to security risks. The IRS has restrictive policies regarding the use of email for communication with taxpayers, and they advise against sending sensitive information via standard email as it is not encrypted.
There are several risks associated with sending tax returns via email. Firstly, standard email is not encrypted, which means that sensitive information can be accessed by unauthorized individuals. Secondly, once a document is sent via email, it remains in the "sent" folder, which can be accessed if the sender's password is leaked in a data breach. This can lead to spear phishing attacks, where hackers imitate the client and request wire transfers of money.
There are several alternatives to sending tax returns via email that are more secure. These include using secure document collection and client portal platforms, such as FileInvite, which offer bank-grade encryption for all files and data. Another option is to use online tax filing platforms such as TurboTax and H&R Block, which provide standard information security features. If the client is located nearby, requesting physical delivery of documents can also eliminate digital document exchange risks.
