You can find a blank Form 941 directly on the Internal Revenue Service (IRS) website, and your previously filed Form 941s can typically be located through your payroll records, accounting software, or tax professional.
Obtaining a Blank Form 941 (Employer's Quarterly Federal Tax Return)
The official and most reliable source for the current version of Form 941 and its detailed instructions is the IRS website.
- To access the form and its comprehensive instructions, visit the dedicated IRS page: www.irs.gov/Form941.
- Before completing the form, it is highly recommended to read the separate instructions provided on the same page. These instructions contain vital information for accurate completion, including specific guidance on how to type or print within the boxes provided on the form.
Locating Your Previously Filed Form 941
If you are searching for a copy of a Form 941 that you have already filed, there are several common and efficient ways to retrieve it:
- Payroll Software/Provider: Most modern payroll software platforms (e.g., QuickBooks Payroll, ADP, Paychex) or third-party payroll service providers retain digital copies of all filed tax forms. You can usually log into your account portal and download them directly.
- Accounting Records: If you manage your business's payroll in-house, check your internal financial records or the designated folder where you store important tax documents. It's good practice to keep these records for several years.
- Tax Preparer: If you utilized an accountant or a tax professional to prepare and file your Form 941s, they will maintain copies of these forms in their client records. Contact them directly to request a copy.
- IRS Tax Transcripts: For official records, you can request an IRS tax transcript online, by mail, or by phone. While a tax transcript provides key line-item data, if you need an exact copy of a previously filed return, you may need to submit Form 4506, Request for Copy of Tax Return, to the IRS.
What is Form 941?
Form 941, the Employer's Quarterly Federal Tax Return, is a crucial document for businesses with employees. It is used by employers to report:
- Wages paid to employees.
- Tips reported by employees.
- Federal income tax withheld from wages, salaries, and tips.
- Both the employer and employee shares of social security and Medicare taxes (FICA taxes).
This form is typically filed quarterly to ensure employers accurately report their tax liabilities and reconcile them with the federal tax deposits made throughout the quarter.
