Accessing Your Gift Tax Transcript: Your Guide to Money Gift Records from the IRS

Understanding your gift tax obligations is crucial when you’re giving Money Gifts, and sometimes you need official records for your filings. The IRS provides a way to obtain a transcript of your gift tax returns, and this guide will walk you through the process. You can request this transcript by submitting Form 4506-T, “Request for Transcript of Tax Return,” properly completed and with the necessary documentation. Whether you need this for estate planning, legal reasons, or simply to keep organized records of your money gifts, here’s how to get started.

How to Request a Gift Tax Transcript Using Form 4506-T

Form 4506-T is your primary tool for requesting a gift tax return transcript. It can be submitted via fax or mail. However, accuracy is key. Incomplete or unsubstantiated requests will be rejected, and you’ll receive a notice about the rejection. Remember, there are no fees for this service.

You can find both Form 4506-T and its instructions on the IRS website. When filling out the form specifically for gift tax transcripts related to money gifts, pay close attention to these details:

Completing Key Lines on Form 4506-T for Gift Tax Transcripts

• Lines 1a and 1b: Donor Information: Enter the donor’s (the person who gave the money gift) information here, including their Social Security Number (SSN).
• Lines 2a and 2b: Leave these lines blank. They are not relevant for gift tax transcript requests.
• Line 3: Address: If the donor is living, enter their current address. If the donor is deceased, provide the estate representative’s name, title, and address. Crucially, the address must match the IRS’s official record for the donor.
• Line 4: Leave this line blank.
• Line 6: Tax Form: Enter “Form 709.” This is the form for United States Gift (and Generation-Skipping Transfer) Tax Return.
• Line 6 a-c: Type of Transcript: For gift tax, the ONLY option is 6b, “Return Transcript.” Do not select any other options in items 6-8.
• Line 9: Tax Period: Enter the tax period you need the transcript for in MMDDYYYY format. If you don’t know the exact date, refer to the “Written Requests” section below for an alternative approach.
• Attestation Clause: You must read and agree to the attestation clause on Form 4506-T by checking the box. The IRS will not process the form without this confirmation.
• Signature/Title: The person requesting the transcript must be authorized to receive this information. If you are the taxpayer (donor) listed on Line 1, no additional documentation is needed. However, if someone else is making the request, the “Title” section of the signature area must be completed and substantiated with documentation.

Required Documentation for Authorized Representatives Requesting Gift Tax Transcripts

The IRS requires authentication for anyone requesting taxpayer information who is not the taxpayer themselves. Here’s the documentation you’ll need to provide depending on your relationship to the donor:

1. Personal Representative/Executor/Executrix: If you are signing as a representative of the donor’s estate, you must include Letters Testamentary, Letters of General Administration, or a similar court document. In the Title section, enter “Personal Representative,” “Executor,” or “Executrix.”
2. Surviving Spouse (No Probate): If there is no probate and you are the surviving spouse, include a statement confirming that no probate will be initiated and a copy of your marriage certificate or similar document. Enter “Spouse” in the Title section.
3. Trustee (No Probate, Estate in Trust): If the estate is managed by a trustee without probate, provide a statement that probate will not commence, along with a Certificate of Trust or a complete copy of the Trust Instrument. Enter “Trustee of the _______ Trust” in the Title section, filling in the trust name.
4. Trust Officer: If a Trust Officer is signing, the bank or trust company must verify their authorization to receive taxpayer information, including identifying the specific Trust Officer. Enter “Trust Officer” in the Title section.
5. Tax Professional (Power of Attorney): If a tax professional is requesting the transcript, you must provide a copy of the initial Form 2848, Power of Attorney and Declaration of Representative, that was previously submitted to the IRS for the same taxpayer and tax year. A new Form 2848 is not sufficient; the Power of Attorney must already be on record with the IRS’s Centralized Authorization File (CAF) system. For more details, see “A Note about Form 2848, Power of Attorney” below. Enter “Power of Attorney” in the Title section.

Ensure forms are not altered. The IRS does not accept altered forms, including those with white-out, pen and ink changes, or typeovers.

The Form 4506-T instructions include a chart to help you determine where to mail or fax your request based on the taxpayer’s domicile. Choose the RAIVS Team location in either Ogden, UT, or Cincinnati, OH, as indicated.

Written Requests for Gift Tax Transcripts

If you don’t know the specific tax year(s) when a gift tax return was filed, you can send a written request to the IRS. This request should explicitly ask for a determination of “All Gift Tax Returns Filed” for the taxpayer. Use the same fax numbers or mailing addresses provided in the Form 4506-T instructions. You must also substantiate your authority to request this information with the same documentation as required for Form 4506-T requests. Unsubstantiated written requests will also be rejected.

A Note about Form 2848, Power of Attorney

To avoid delays or rejection when a tax professional is involved, ensure your Form 2848, Power of Attorney, is correctly filed and up-to-date. Here are key tips:

• File Only One Official Form 2848: Submit a single, complete original Form 2848 with all required documentation to the CAF Unit as per the form instructions. This establishes the official record.
• Use Copies for Subsequent Requests: For any future correspondence or transcript requests for the same taxpayer, always provide a copy of the officially filed Form 2848. Do not send originals or altered copies.
• CAF Unit is the Authority: The CAF system is only updated with documents directly received by the CAF Unit.
• “Request and Receive IRS Transcripts” Authorization: While optional, it’s advisable to check “Other acts authorized” on Line 5a of Form 2848 and write in “Request and Receive IRS Transcripts.” This clearly authorizes transcript requests.
• Updating Representative Information: Do not file a new Form 2848 to update a tax professional’s address or phone number. Instead, send a signed written notification with the updated information to the CAF Unit where the original Form 2848 was filed.

By following these guidelines, you can efficiently request and receive your gift tax transcripts from the IRS, ensuring you have the necessary documentation for managing your money gift records and tax responsibilities.