Read the request before making assumptions
The IRS recommends reviewing a notice carefully, keeping a copy, and responding by its deadline when a response is requested. The notice number can help you find the matching explanation on IRS.gov. IRS: Understanding your notice or letter (opens in a new tab).
On a separate sheet, write three headings: what the IRS says, what my records show, and what I need to clarify. A proposed change, a request for information, and a balance-due notice call for different conversations. Avoid describing every letter simply as a collection notice.
Build a short timeline
Put the notice beside the return for the listed year, payment confirmations, and earlier correspondence. Note when you filed, how you filed, and whether you previously replied. If you sent something already, locate the mailing receipt or electronic confirmation rather than relying on memory.
Keep original documents together. Prepare copies for any response and record where they were sent. If a figure seems wrong, write down the precise line or payment in question; a specific question is easier to address than a general objection.
Make the first conversation useful
Have the letter available when you call. You can start with the tax year, notice number, approximate balance, and due date without reading sensitive identifiers aloud in a public place. Ask which documents are needed and how they should be delivered securely.
If you choose to call the number on this site, the call connects to Republic Tax. Explain whether you are seeking help understanding a notice, addressing missing filings, or exploring payment options. Request the scope and any fees before deciding to engage a service.
Your preparation checklist
- Locate the CP or LTR notice number.
- Record the response date and tax year.
- Match the letter to returns and payment records.
- Write down the one question you most need answered.