3 ways to send tax documents securely and protect against tax fraud

Tax documents — like payslips; 1040, W-2, and 1099 forms; or even your full completed return — include lots of sensitive personal and financial data. Information like your full name, address, Social Security number, employer, and financial details can all be used by identity thieves hoping to impersonate you. As such, a single unsecured email or misplaced document can expose you to fraud.

The IRS flagged 2.1 million returns for possible identity theft in the 2025 filing season, according to the National Taxpayer Advocate’s mid-year report to Congress. Learn three simple tips to send your tax documents more securely and reduce the risk that your return is affected this year.

1. Use a reputable service to file your taxes

If you plan to use a tax preparer or accountant to file your taxes, choose a service you can verify as legitimate and trustworthy through an official source. Failing to choose a trustworthy service could put your documents at risk, as you might be dealing with a fake tax preparer.

Here are some easy ways to find a reputable tax filing service:

• Use the IRS website: Use the IRS-authorized e-file provider search tool to find qualified and trustworthy tax services in your area. You should also ask for your chosen preparer’s PTIN (Preparer Tax Identification Number) to be sure they’re legitimate.
• Check review sites: Use review and complaint sites like the Better Business Bureau and Trustpilot to see how other customers feel about a tax preparer. Lots of negative reviews might not necessarily indicate a scam, but it could mean you won’t have a great experience.
• Review professional affiliations: Ask your preparer about their professional affiliations and membership numbers. Look for trusted organizations like the American Institute of Certified Public Accountants (AICPA) or the National Association of Enrolled Agents (NAEA).

Remember: A tax filing company appearing on Google Maps doesn’t make it legitimate. By confirming their authorization using the IRS e-file provider search and checking their reputation on review sites, you’re more likely to select a trustworthy preparer.

2. Upload documents via secure online portals

Whenever possible, upload your documents to secure online portals. These portals are usually encrypted, making it incredibly difficult for hackers to intercept communications. It’s best to avoid using emails or messaging apps to send tax documents containing sensitive data. Criminals may be able to intercept these communication methods and access your personal information.

If you use a legitimate tax preparer or accountant, they should provide a secure online portal for you to upload your documents and tax forms. If you’re using self-service tax filing software, like TurboTax, TaxAct, or FreeTaxUSA, make sure that your chosen platform has an encrypted document upload feature.

While rare, the IRS may ask you for extra financial information after you’ve filed. If so, use the IRS Document Upload Tool to send any sensitive documents.Before sending anything, though, check that the request is legitimately from the IRS. Scammers often take advantage of tax season confusion to trick victims into clicking phishing links.

3. Use tracked mail

Mailing tax documents is generally less secure than using encrypted online portals and should only be used if absolutely necessary. But, if you do need to mail tax documents to the IRS, use tracked mail.

This shipping method provides a tracking number that allows you and the recipient to monitor and confirm delivery, reducing the risk of lost or misdirected documents. Consider USPS First Class Mail, UPS document envelopes, or FedEx document envelopes.

Separately, make sure you’re sending the documents to the right address. Mailing addresses for the IRS vary by state and change depending on whether you’re enclosing a payment for taxes owed. Check the IRS summary of where to file paper tax returns to get the right address.

Alternatives to secure online portals

Secure online portals provided by the IRS, an authorized tax preparer, or trustworthy tax software are always the safest way to share tax documents, and they should be used as an absolute priority.

However, if for some reason you’re unable to use a secure portal to upload your documents with a tax professional, you should still avoid using regular email, text messages, or messaging apps to send sensitive data. Alternatives to consider include encrypted email services with password-protected files or secure file-sharing services with expiring links.

Here’s more information on both methods:

Encrypted email and password-protected files

If your trusted tax preparer requests documents by email and no secure portal is available, using an encrypted email address and password-protected files can help reduce the risk of interception.

Encryption helps protect you from man-in-the-middle attacks that intercept communications. Meanwhile, password-protected PDFs or ZIP files prevent criminals from having free access to your files if an email account is compromised or forwarded without authorization.

You can password-protect PDFs using Adobe Acrobat’s free online tool. For ZIP files, use trusted, free software such as 7-Zip to compress and password-protect them.

Once you do that, consider one of these encrypted email services for extra security:

• Workspace Gmail: Google Workspace accounts use encryption keys, so only recipients can easily access the message.
• RMail: Provides end-to-end (E2E) encryption that secures data before it leaves your device. Integrates with Outlook and Gmail.
• Atomic Mail: Supports zero-knowledge encryption, so employees and external attackers can’t easily intercept or read your sent emails.
• PreVeil: Encrypts email and integrates with Gmail, Outlook, and Apple Mail through on-device email storage.

If a preparer insists on unencrypted email, remind them that the IRS recommends safer methods.

Secure file-sharing services with expiring links

If a secure online portal is not available and you need an alternative to email attachments for sending tax documents, secure file-sharing services are a better option than the alternatives.

Secure file-sharing services enable sharing tax documents with expiring links, view-only access, and password protection. By using all three, you can control who sees and downloads your tax documents, even if cybercriminals find the shared link.

Here’s a list of trusted file-sharing services that offer these features:

• OneDrive: Comes with 5 GB of free storage with access controls to manage file visibility.
• Google Drive: Provides up to 15 GB of free storage with access controls, but viewing some documents requires a Gmail account.
• DropBox: Starts at $10 monthly and offers access control, password-protected links, and link expiration dates.
• Sync.com: Uses end-to-end encryption for storing or sharing files, but involves a monthly cost.
• WeTransfer: Specializing in large file transfers, WeTransfer supports expiring and password-protected links.

If your tax preparer asks for documents to be sent over an unsecure messaging platform, reiterate the importance of document security and suggest sending links generated using one of the above services, instead of attachments.

Safety considerations when filing taxes online

Filing taxes online is safe if you take the right precautionary measures. But to help keep your sensitive tax information and identity safer, it’s critical that you’re constantly aware of the risk of tax scams. Other key safety tips to file your taxes securely include avoiding unsecured public Wi-Fi and using encrypted VPN connections.

Look for signs of a tax scam

Tax scams come in many forms, from impostors claiming to be IRS agents to fake tax preparers, phishing emails, or schemes promising unusually large refunds. Scammers often pressure you to act quickly, deposit money into unfamiliar accounts, or provide personal information.

Never sign blank forms or share sensitive data with unverified sources. Report suspicious activity directly to the IRS to protect yourself from fraud.

Verify the tax preparer received your documents

Confirm your tax preparer received any uploaded documents, encrypted emails, or tracked mail by calling or messaging them. If you have sent something to the wrong address, or fallen for an online scam that’s stolen your documents, it’s better to find out sooner rather than later.

Avoid public Wi-Fi

Using unsecured public Wi-Fi networks can leave you vulnerable to packet sniffing attacks that intercept your data in transit. Reserve sensitive tasks, such as tax preparation, to secure home networks and only use public Wi-Fi when you’re not going to be transmitting sensitive data.

Use a VPN

A virtual public network (VPN) helps hide sensitive data you’re transmitting by encrypting your internet connection. Among other benefits, this provides an extra layer of protection against hackers trying to access your personal information, making it a sensible precaution to take when filing taxes online.

If you’re going to use a VPN, make sure to choose a reliable and trustworthy one. Norton VPN helps ensure your most sensitive information remains hidden from prying eyes with bank-grade encryption and privacy features like IP rotation. With over 100 server locations, including 25 cities in 18 U.S. states, you can find a fast, secure connection near you.

Get an IP PIN

An IP PIN (Identity Protection Personal Identification Number) is a six-digit code that adds an extra layer of security to your tax filings. When you have an IP PIN, the IRS requires you to enter it on your tax return before it can be processed. This makes it much harder for scammers to file a fraudulent return in your name, even if they have your personal information.

You can obtain an IP PIN by verifying your identity through the Get an IP PIN tool on the IRS website. It must be renewed each year.

Install antivirus software

Antivirus or anti-malware software helps protect your device against being infected by dangerous programs, like spyware or ransomware. These types of malware can enable cybercriminals to steal or delete your tax documents, but antivirus software helps you detect them so you can avoid downloading them in the first place — and get rid of an infection quickly.

Secure your accounts with strong passwords and 2FA

Use strong, unique passwords and enable two-factor authentication (2FA) on all of your online tax accounts. A secure password helps prevent cybercriminals from guessing your credentials, while 2FA can help prevent account takeover attempts even if your password is leaked.

Protect your financial information this tax season

Fake tax preparers, tax scammers, and hackers hoping to infect your device with malware or steal your data over public Wi-Fi are all risks to be aware of during tax season. But, by knowing what to look for and what you should avoid, you can help keep your financial information safe from these threats.

For extra protection against scams, malware, and other online risks, get Norton 360 Deluxe. It offers a secure VPN and includes an AI-powered scam detection assistant that can help you spot threats before they compromise your data.

FAQs

Does the IRS send emails?

Yes, the IRS sends emails if you choose to receive alerts for IRS.gov account activity, subscribe to tax topic updates, or have an open case with an IRS employee. However, the IRS doesn’t send unsolicited emails, texts, or social media messages and relies on mailed letters to make initial contact in most cases.

Is Google Drive secure for tax documents

Backing up your tax documents on Google Drive can be relatively secure, as long as you protect your account with a strong password and 2FA. However, it’s generally advised that you only share sensitive tax documents via secure online portals provided by a trusted tax preparer or software provider.

Where is my tax refund?

If you’ve submitted your return, you can check the status of your tax refund by visiting the IRS website and using the “Where's My Refund?” tool. You can also check the status of your refund by calling the IRS or using the IRS2Go mobile app.

How do I file a tax extension?

You can file a tax extension by submitting Form 4868 to the IRS by the tax filing deadline. This form can be filed electronically or by mail. It’s important to note that an extension of time to file is not an extension of time to pay any taxes owed.

When will I get my tax refund?

Generally, you can expect to receive your refund within 21 days if you filed electronically and within six weeks if you filed a paper return. However, the time it takes to receive your tax refund can vary.

When can you file taxes?

The tax filing season typically begins in January and ends on April 15 of each year. However, if you are unable to file your taxes by the April 15 deadline, you can request an extension.

Is it safe to send tax documents over messaging apps?

Standard SMS and many messaging apps aren’t considered safe because they aren’t encrypted, which could allow hackers to intercept sensitive tax documents. If necessary, consider encrypted messaging alternatives like Signal or secure client portals like TurboTax.