To get a copy of your state tax return, start with your tax software account or the preparer who filed it. If neither has the return, submit your state revenue department’s records request form with proof of identity and a fee that usually runs between $5 and $25 per tax year. The form, the fee, and the turnaround differ by state, but the basic path is the same everywhere that levies an income tax.
Check Your Software or Preparer First
If you e-filed through online tax software, you can almost certainly download a PDF without contacting any agency. TurboTax stores returns for the prior seven years and lets you download or print them from your account under “Your tax returns & documents.” H&R Block and other major platforms offer similar access. This takes minutes, costs nothing, and gives you the exact document you filed, including schedules and attachments.
If a paid preparer handled the return, call their office. Most preparers keep client returns for at least three years, and many retain them longer. A quick call could save you weeks of waiting on a state agency. Only when these options come up empty does it make sense to go through your state’s formal request process.
Decide Whether You Need a Copy or a Transcript
Before you fill out anything, figure out whether you need a full copy of the return or just a transcript. A full copy is a photocopy of everything you filed, including W-2s, 1099s, and attached schedules. A transcript is a line-by-line summary of the key figures without the attachments. Most states offer both.
Mortgage lenders often accept a transcript because they only need to verify income figures. If you’re reconstructing records after a loss, responding to a detailed audit inquiry, or filing an amended return, you’ll want the full copy with supporting documents. Some states charge nothing for transcripts and only charge for full photocopies, so choosing correctly can also save you money. Make sure any request form you fill out has the right box checked.
Information You’ll Need
State revenue departments require enough identifying detail to match your request to the correct account and confirm you’re authorized to see the records. Gather the following before you start:
- Social Security number or ITIN for every person listed on the original return, including both spouses on a joint filing.
- Full legal names exactly as they appeared on the filed return.
- The mailing address used at the time of filing. If you’ve moved since, you may need to provide both your old and current addresses.
- The specific tax year or years you’re requesting. Each year is usually treated as a separate request with its own fee.
- The tax type: personal income, fiduciary, corporate, or partnership.
Each state has its own request form. New York uses Form DTF-505 (Authorization for Release of Photocopies of Tax Returns and/or Tax Information). California uses Form FTB 3516 (Request for Copy of Personal Income or Fiduciary Tax Return). Names and numbers vary, but they all ask for essentially the same information. Search your state’s department of revenue website for “request a copy of tax return” to find the right one.
Some states require the request form to be notarized; others accept a simple signature. A few require your signature to match the one on the original filing. Read the instructions carefully. A missing signature or an incorrect tax year is the most common reason these requests bounce back.
How to Submit Your Request
Most state revenue departments offer at least two submission methods, and some offer three.
Many states now have secure online taxpayer portals where you can log in, upload a signed request form, and pay any fee electronically. This is the fastest option and usually generates a confirmation number for tracking. If your state offers this, use it.
Mailing a paper request is the universal fallback. Send it by certified mail with a return receipt so you have proof of delivery. Double-check the mailing address on the form itself, because the office that handles records requests is often different from the one that processes annual returns. Include payment (check or money order made out to the state’s revenue department) with the form. Agencies typically will not begin processing until they receive payment.
Some states also allow in-person requests at district or regional offices. Walking in lets a staff member verify your ID on the spot, which can speed up identity confirmation. Call ahead to confirm the office handles records requests and to check whether you need an appointment.
Fees and Processing Times
Fees generally fall between $5 and $25 per tax year. A handful of states charge per page instead, typically $0.25 to $0.50 per sheet, which can add up on returns with many schedules. Your state’s request form or revenue department website will list the exact amount.
Turnaround depends on submission method and time of year. Online requests through a state portal are often fulfilled within two to four weeks. Paper requests sent by mail generally take longer, sometimes eight to twelve weeks. During peak filing season (roughly February through May), expect delays beyond those estimates. If you need the records for a mortgage closing or another deadline, start early and file electronically if you can.
Requesting Records for a Deceased Person
If you’re an executor, administrator, or surviving spouse who needs a deceased person’s state return, you’ll face an extra layer of documentation. Most states require the same materials the IRS requires: a copy of the death certificate plus either court-issued Letters Testamentary or a comparable court appointment document.1Internal Revenue Service. Request Deceased Persons Information Some states accept a signed affidavit from a surviving spouse for joint returns without requiring full court documentation.
You’ll also need the deceased person’s Social Security number, full legal name, and the address used on the return. If you’re settling an estate, request state and federal records at the same time to avoid doing this twice.
Authorizing Someone Else to Request Your Records
If you want a tax professional, attorney, or family member to request your return, you’ll generally need to file a power of attorney or tax information authorization with the state revenue department. Most states have their own version of this form, separate from the federal one.
The state form asks you to name the authorized person, specify what records they can access, and define the tax years covered. Some states limit authorized representatives to licensed attorneys, CPAs, or enrolled agents; others allow any individual you designate. Without a valid authorization on file, the agency will not release your records to a third party, even a spouse on a separately filed return. Check your state’s revenue department website for the specific form and any restrictions.
Using Federal Records as a Backup
When a state agency can’t locate your return or the records have aged out of their system, federal tax transcripts can help you reconstruct much of the same information. The IRS offers several transcript types that are free and available for multiple years:2Internal Revenue Service. Transcript Types for Individuals and Ways to Order Them
- The wage and income transcript shows data from W-2s, 1099s, 1098s, and 5498s filed with the IRS, available for the current year and nine prior years. Because W-2 forms include state wages and state tax withheld, this transcript can help you piece together state-level income and withholding figures.
- The tax return transcript shows most line items from your federal Form 1040 as filed, available for the current year and three prior years.
- The record of account transcript combines the return transcript and account transcript into one document, also available for the current year and three prior years.
You can order these through your IRS Individual Online Account, by submitting Form 4506-T, or by calling 800-908-9946. None of these replace a state return, but if a lender or auditor needs income verification and the state copy is unavailable, a federal wage and income transcript often fills the gap.