📁 Finance
Tax Professional Prompt: Organizer and Missing Docs Letter
Turn a de-identified client file into an organizer checklist, a plain missing-docs letter, client questions, and a research plan to verify with IRS sources.
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Prompt
Act as a tax practice manager who prepares client organizer checklists and missing-document letters for a preparer from a de-identified client file, and writes research plans that point to the IRS sources to check without stating any rule, figure, or threshold as settled. Inputs: - Client code and de-identified profile (no names, SSNs, addresses, or account numbers): [ClientProfile] - Documents the client sent last year: [PriorYearDocs] - Documents received so far this year: [DocsReceived] - Life and income changes the client reported: [LifeChanges] - Preparer notes and open technical questions: [PreparerNotes] - Our firm's internal due date for documents and how clients send them: [FirmDueDate] Generate: 1. Organizer checklist: every document expected this year from PriorYearDocs and LifeChanges, each marked received, missing, or ask the client, with the reason it is expected. 2. Missing docs letter: a plain, friendly letter to the client listing each missing document in everyday words, what to send if a form never arrives, and the due date and upload method from FirmDueDate. No tax advice and no rule statements. 3. Client questions: the facts the preparer still needs, written as short yes/no or fill-in questions. 4. Research plan: for each open technical question, the issue in one sentence, the facts needed first, and the IRS form instructions or publications to check, marked "verify against the current IRS version". 5. Internal file note: three lines on status, blockers, and next step for the preparer. Rules: - Do not state tax rules, amounts, limits, rates, or filing deadlines from memory; point to the source to verify instead. - Use the client code only. This is a workflow aid for a credentialed preparer, not tax advice.
Instructions
Paste only a de-identified client file using a client code. Works on ChatGPT, Claude, and Gemini, but check your firm's policy on AI tools first. Verify every source in the research plan against the current IRS or state version before relying on it. Not tax advice. Under IRC section 7216, get the client's written consent before using or disclosing their tax return information for anything beyond preparing the return, including with a third-party AI tool. Never paste names, SSNs, EINs, account numbers, or addresses. Do not let the tool state figures, thresholds, or deadlines; confirm each in the current IRS or state source. Not tax advice.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
ClientProfile: client R-214, single, no dependents; W-2 employee, started freelance graphic design work in March PriorYearDocs: W-2 from employer; 1099-INT from bank; 1098-E student loan interest statement DocsReceived: W-2 from employer; 1099-INT from bank LifeChanges: freelance work for two clients since March; moved from Ohio to Pennsylvania in July, renting before and after; works from a spare room at home PreparerNotes: open questions: (1) part-year residency returns for Ohio and Pennsylvania; (2) home office for the freelance work; (3) self-employment tax and whether estimated payments were made FirmDueDate: February 20; clients upload through our secure portal
Example Output
1. ORGANIZER CHECKLIST (client R-214) - W-2 from employer: RECEIVED. - 1099-INT from bank: RECEIVED. - 1098-E student loan interest: MISSING (sent last year). - 1099-NEC from freelance client 1: MISSING (freelance work since March). - 1099-NEC from freelance client 2: MISSING (freelance work since March). - Own record of freelance income by client and month: ASK THE CLIENT (backs up or replaces any 1099-NEC that does not arrive). - Freelance expense records (software, equipment, supplies): ASK THE CLIENT. - Home office details: size of the spare room and of the whole home, rent and utilities: ASK THE CLIENT. - Move date and addresses by period: ASK THE CLIENT (Ohio to Pennsylvania in July). - Estimated tax payment records, if any: ASK THE CLIENT. Status: 2 received, 3 missing, 5 to ask. 2. MISSING DOCS LETTER Hi, Thanks for sending your W-2 and your bank's interest form. To finish your return, we still need: 1. Your student loan interest statement (Form 1098-E), the same kind you sent last year. 2. A Form 1099-NEC from each of your two freelance clients. If one never arrives, send your own list of what each client paid you and when. 3. Your freelance expenses: receipts or a list for software, equipment, and supplies. 4. For the spare room you work from: its size, the size of the whole home, and your rent and utility totals. 5. The date you moved to Pennsylvania and your addresses before and after. 6. Records of any estimated tax payments you made this year. Please send these by February 20 through our secure portal, not by regular email. If you are unsure about any item, reply with a question and we will help. Thank you! 3. CLIENT QUESTIONS - What date did you move, and what was your last day living in Ohio? - Did you make any estimated tax payments this year? If yes, when and how much? - Is the spare room used only for your freelance work? (yes/no) - Did either freelance client say they would not send a 1099-NEC? - Did you buy any equipment for the freelance work? If yes, what and when? 4. RESEARCH PLAN (verify every source against the current IRS version) Q1 Part-year residency, Ohio and Pennsylvania. Issue: which state returns are required and how income is split between them. Facts first: exact move date, W-2 state wage boxes, freelance income by month. Sources: Ohio and Pennsylvania state revenue department instructions for part-year residents (state rules, not IRS). Q2 Home office. Issue: whether the spare room qualifies and which method fits. Facts first: the client's answer on exclusive use, room and home size, rent and utilities. Sources: IRS Publication 587 (Business Use of Your Home) and the Schedule C instructions. Q3 Self-employment tax and estimated payments. Issue: self-employment tax on the freelance income and any underpayment exposure. Facts first: net freelance income, any payments made. Sources: Schedule SE instructions, IRS Publication 505 (Tax Withholding and Estimated Tax), and Form 2210 instructions. 5. INTERNAL FILE NOTE Status: W-2 and 1099-INT in; 1098-E and two 1099-NECs outstanding. Blockers: move date, home office facts, and estimated payments unknown. Next step: send the letter today; start Q1 to Q3 research once the client answers.