How tax preparers request a Social Security card from clients
By Arthur Teboul, DokuTrak · Published
In short
Ask for a copy of the Social Security card of every person on the return: the client, the spouse and each dependent. You need the name and number exactly as the Social Security Administration has them, because the IRS checks each pair and rejects an e-filed return when a name and number do not match.
Why tax preparers need a Social Security card
Every person listed on Form 1040 is identified by name and Social Security number, and the IRS matches each pair against Social Security records. A typo, a married name the SSA was never told about, or a child’s number entered from memory leads to a rejected e-file or a lost credit. Dependents matter most: the child-related credits depend on each child having a valid number on the return.
What exactly to ask for
A copy of the card for the taxpayer, the spouse on a joint return and every dependent being claimed, including a newborn. Front side is enough. If a card is lost, ask for another official document showing the full name and number, and point the client to the SSA for a replacement.
What to check when it arrives
- The name on each card matches the name you will enter, letter for letter, including after a marriage or divorce.
- There is one card for every person on the return, dependents included.
- Any legend such as “Valid for work only with DHS authorization” is noted, because it can affect some credits.
Email to send your client
Replace the bracketed parts. The same text fits in the message of a DokuTrak request (up to 1,000 characters).
Subject: Social Security cards for everyone on your return
Hi [Client name],
To file your return I need a copy of the Social Security card for each person on it: you, your spouse if we file jointly, and every child or dependent you claim, including a new baby.
The IRS checks each name and number against Social Security records, so even a small difference can stop the return. If your name changed and you are not sure Social Security was updated, please tell me.
Could you send the copies by [date]? If a card is lost, let me know and I will tell you what else we can use.
Thank you, [Your name]
Ask once. DokuTrak does the chasing.
- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a Social Security card or an unreadable or blurry scan. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.