Understanding how to complete 1096 form +1(844)341-4437 is essential for businesses, employers, and organizations that submit certain information returns to the IRS. Form 1096 acts as a summary or transmittal form that accompanies paper-filed information returns such as Forms 1099, 1098, 3921, 3922, 5498, and W-2G. If you file these forms by mail, the IRS requires Form 1096 to be included so they can properly process and match your submissions.

Many taxpayers make mistakes because they are unsure about how to fill out a 1096 form, where to find form 1096, or where to mail form 1096 after completion. This detailed guide explains everything step by step, from understanding the purpose of the form to completing each box accurately and mailing it to the correct IRS address.

What Is Form 1096 and Why Is It Important?

Form 1096 is officially titled “Annual Summary and Transmittal of U.S. Information Returns.” It is used only when you file information returns by paper. If you e-file your 1099s or other information returns, you do not need to submit Form 1096.

The IRS uses Form 1096 to:

1. Identify the filer (your business or organization)

2. Summarize the total number of forms submitted

3. Match totals reported on individual information returns

Failing to include Form 1096 with paper-filed returns can result in processing delays, IRS notices, or penalties.

Who Needs to File Form 1096?

You are required to file Form 1096 if:

1. You are submitting paper copies of information returns such as 1099-NEC, 1099-MISC, or 1098

2. You are filing as a business, nonprofit, trust, or individual payer

3. You are mailing the forms to the IRS instead of e-filing

Important note: You must submit a separate Form 1096 for each type of information return. For example, one 1096 for 1099-NEC and another 1096 for 1099-MISC.

Where to Find Form 1096

Before learning how to fill out a 1096 form, you need to know where to find form 1096. This is a common point of confusion.

Form 1096:

1. Is an IRS scannable form

2. Cannot be downloaded and printed from a regular PDF for filing

3. Must be ordered or obtained in its official red-ink format

You can get Form 1096 by:

1. Ordering it from the IRS

2. Requesting it through approved tax software providers

3. Getting it from professional tax preparation services

While you can view a sample online for reference, only the official version is accepted by the IRS when mailing paper returns.

Information You Need Before Completing Form 1096

Before you start, gather the following details:

1. Your legal business name

2. Business address

3. Employer Identification Number (EIN) or Social Security Number (SSN)

4. Total number of information returns being submitted

5. Total federal income tax withheld (if applicable)

6. Type of information return being filed

Having all details ready will help ensure accuracy and reduce the risk of errors.

How to Fill Out a 1096 Form Step by Step

This section explains how to complete 1096 form correctly by walking through each box on the form.

Box 1: Filer’s Name

Enter your full legal name or business name exactly as it appears on your information returns.

Box 2: Street Address

Provide your complete mailing address, including suite or unit number if applicable.

Box 3: City, State, ZIP Code

Enter the city, state, and ZIP code that matches your business records.

Box 4: Contact Person

List the name of a person the IRS can contact if they have questions about the filing.

Box 5: Telephone Number

Provide a valid phone number where the contact person can be reached during business hours.

Box 6: Filer’s Identification Number

Enter your EIN. If you do not have an EIN, you may use your SSN if applicable.

Box 7: Total Number of Forms

Write the total number of information returns included with this Form 1096. For example, if you are submitting 15 Forms 1099-NEC, enter “15.”

Box 8: Federal Income Tax Withheld

Enter the total amount of federal income tax withheld as reported on all attached forms. If no tax was withheld, enter “0.”

Box 9: Total Amount Reported

This box reflects the total dollar amount reported across all forms submitted with this 1096. Double-check your math to ensure totals match your individual forms.

Box 10–15: Type of Form Filed

Check only one box that corresponds to the type of information return you are submitting. Examples include:

1. 1099-NEC

2. 1099-MISC

3. 1098

4. 5498

If you are filing multiple types, you must complete a separate Form 1096 for each.

Signature Area

Sign and date the form. Unsigned forms may be rejected or delayed.

Common Mistakes to Avoid When Completing Form 1096

Even small errors can cause issues with IRS processing. Avoid these common mistakes:

1. Using a photocopy instead of the official IRS form

2. Combining different types of 1099 forms under one 1096

3. Entering incorrect totals that do not match attached forms

4. Forgetting to sign the form

5. Mailing Form 1096 without the corresponding information returns

Taking time to review your form carefully can save you from penalties and follow-up notices.

Where to Mail Form 1096

One of the most frequently asked questions is where to mail form 1096. The mailing address depends on your location and the type of form you are submitting.

General guidelines:

1. Form 1096 must be mailed to the IRS service center designated for information returns

2. The address varies by state

3. Using the wrong address may delay processing

Always verify that you are sending your forms to the correct IRS address for paper-filed information returns. Do not mail Form 1096 with your individual income tax return.

Filing Deadlines for Form 1096

Form 1096 deadlines depend on the type of information return:

1. 1099-NEC: Due by January 31

2. Most other 1099 forms: Due by February 28 (paper filing)

Missing the deadline can result in penalties, which may increase the longer the delay continues.

Paper Filing vs. Electronic Filing

If you file 250 or more information returns, the IRS generally requires electronic filing. In that case:

1. Form 1096 is not required

2. Totals are submitted electronically through the IRS system

For smaller filers who choose paper filing, Form 1096 remains mandatory.

Penalties for Incorrect or Late Form 1096 Filing

Penalties may apply if:

1. You file late

2. You submit incorrect information

3. You fail to include Form 1096 with paper returns

Penalties can range from small per-form fines to significant amounts depending on how late the filing is and whether the IRS considers the error intentional.

Tips for Accurate and Stress-Free Filing

To ensure a smooth filing process:

1. Double-check totals against your individual forms

2. Use clear, legible handwriting if filling by hand

3. Keep copies of all forms for your records

4. Mail forms early to avoid deadline issues

Proper preparation is the key to completing Form 1096 without complications.

Final Thoughts

Learning how to complete 1096 form correctly is crucial for anyone submitting paper information returns to the IRS. From understanding its purpose to knowing where to find form 1096, how to fill out a 1096 form, and where to mail form 1096, each step plays an important role in compliant filing. By following the guidance outlined in this article and avoiding common mistakes, you can ensure accurate reporting, timely submission, and peace of mind during tax season.

If you regularly file information returns, taking the time to master Form 1096 now can save you significant time and effort in the future.