Forms 1096, 1097, 1098, 1099, 3921, 3922, 5498, And W-2g - General Instructions For Certain Information Returns - 2018 Page 14
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30numbers ensures that corrected information returns will be
original issue discount and tax-exempt interest) under
processed accurately.
section 6049 (reported on Form 1099-INT or 1099-OID),
or royalties under section 6050N (reported on Form
If you are using window envelopes to mail statements
1099-MISC or 1099-S), you are required to furnish an
to recipients and using reduced rate mail, be sure the
official IRS Form 1099 or an acceptable substitute Form
account number does not appear in the window. The
1099 to a recipient either in person, by First-Class Mail to
Postal Service may not accept these for reduced rate
the recipient's last known address, or electronically (see
mail.
Electronic recipient
statements, later). Statements may be
sent by intraoffice mail if you use intraoffice mail to send
M. Statements to Recipients
account information and other correspondence to the
recipient.
(Beneficiaries, Borrowers, Debtors,
Statement mailing requirements for Forms
Donors, Employees, Insureds,
1099-DIV, 1099-INT, 1099-OID, and 1099-PATR, and
forms reporting royalties only. The following statement
Participants, Payers, Policyholders,
mailing requirements apply only to Forms 1099-DIV
Shareholders, Students, Transferors,
(except for section 404(k) dividends), 1099-INT (except
for interest reportable in the course of your trade or
or Winners on Certain Forms)
business under section 6041), 1099-OID, 1099-PATR,
If you are required to file Forms 1097, 1098, 1099, 3921,
and timber royalties reported under section 6050N (on
3922, 5498, or W-2G, you must also furnish statements to
Form 1099-MISC or 1099-S). The mailing must contain
recipients containing the information furnished to the IRS
the official IRS Form 1099 or an acceptable substitute and
and, in some cases, additional information. Be sure that
may also contain the following enclosures: (a) Form W-2,
the statements you provide to recipients are clear and
applicable Form W-8, Form W-9, or other Forms W-2G,
legible.
1097, 1098, 1099, 3921, 3922, and 5498 statements; (b)
a check from the account being reported; (c) a letter
Substitute statements. If you are not using the official
explaining why no check is enclosed; (d) a statement of
IRS form to furnish statements to recipients, see Pub.
the person's account shown on Forms 1097, 1098, 1099,
1179 for specific rules about providing “substitute”
3921, 3922, or 5498; and (e) a letter explaining the tax
statements to recipients. Generally, a substitute is any
consequences of the information shown on the recipient
statement other than Copy B of the official form. You may
statement.
develop them yourself or buy them from a private printer.
However, the substitutes must comply with the format and
A statement of the person's account (year-end account
content requirements specified in Pub. 1179 that is
summary) that you are permitted to enclose in a statement
available on
IRS.gov
mailing may include information similar to the following:
(a) the part of a mutual fund distribution that is interest on
Telephone number. You are required to include the
U.S. Treasury obligations; (b) accrued interest expense
telephone number of a person to contact on the following
on the purchase of a debt obligation; and (c) the cost or
statements to recipients: W-2G, 1097-BTC, 1098,
other basis of securities and the gain/loss on the sale of
1098-C, 1098-E, 1098-Q, 1098-T, 1099-A, 1099-B,
securities.
1099-C, 1099-CAP, 1099-DIV, 1099-G (excluding state
No additional enclosures, such as advertising,
and local income tax refunds), 1099-INT, 1099-K,
promotional material, or a quarterly or annual report, are
1099-LTC, 1099-MISC (excluding fishing boat proceeds),
permitted. Even a sentence or two on the year-end
1099-OID, 1099-PATR, 1099-Q, and 1099-S. You may
statement describing new services offered by the payer is
include the telephone number in any conspicuous place
not permitted. Logos are permitted on the envelope and
on the statements. This number must provide direct
on any nontax enclosures. See Pub. 1179, section 1.3.2.
access to an individual who can answer questions about
the statement. Although not required, if you report on
A recipient statement may be perforated to a check or
other Forms 1099 and 5498, or on Forms 3921 and 3922,
to a statement of the recipient's specific account. The
you are encouraged to furnish telephone numbers.
check or account statement to which the recipient
statement is perforated must contain, in bold and
Rules for furnishing statements. Different rules apply
conspicuous type, the legend “Important Tax Return
to furnishing statements to recipients depending on the
Document Attached.”
type of payment (or other information) you are reporting
The legend “Important Tax Return Document
and the form you are filing.
Enclosed” must appear in a bold and conspicuous
If you are reporting a payment that includes
manner on the outside of the envelope and on each letter
noncash property, show the fair market value of
TIP
explaining why no check is enclosed, or on each check or
the property at the time of payment.
account statement that is not perforated to the recipient
statement. The legend is not required on any tax form, tax
Report the type of payment information as described
statement, or permitted letter of tax consequences
next for: (a) Dividend, interest, and royalty payments; (b)
included in a statement mailing. Further, you need not
Real estate transactions; and (c) Other information.
pluralize the word “document” in the legend simply
Dividend, interest, and royalty payments. For
because more than one recipient statement
payments of dividends under section 6042 (reported on
is enclosed.
Form 1099-DIV), patronage dividends under section 6044
(reported on Form 1099-PATR), interest (including
-14-
Gen. Instr. for Certain Info. Returns (2018)
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