2025 Tax Client Intake Form

All required documents must be uploaded to your client portal for proper record-keeping and verification. A confirmation email will be sent once your form has been successfully submitted.

Important Notice Regarding IRS Due Diligence Requirements: 

As a paid tax preparer, DDH Business Firm, LLC is required by the IRS to collect specific documentation when preparing returns that include credits such as the Earned Income Credit (EIC), Child Tax Credit (CTC), Additional Child Tax Credit (ACTC), Head of Household (HOH) filing status, and the American Opportunity Tax Credit (AOTC). Failure to provide the required documents may prevent us from completing your tax return.

The IRS imposes a $600 penalty per missing or insufficient documentation requirement for paid preparers who fail to meet due diligence standards. To avoid delays, penalties, and return rejection or audit issues, please ensure all requested documents are uploaded in full and are clear, accurate, and legible.

Your cooperation ensures compliance, reduces processing time, and helps us secure the maximum refund you are legally entitled to.

Before submitting any documents to your client portal, please log in to your ID.me account and take a screenshot of your current balance. This is required so we can confirm whether any amount is owed to the IRS before proceeding.

Thank you,

DDH Business Firm, LLC

Taxpayer (and Spouse if filing jointly)

Identity verification and Social Security documentation

Claiming a Dependent(s) Only one document is required from each category below.

1. Proof of the Child’s Identity:
   Birth certificate, Social Security card, passport, state ID, hospital birth record, or adoption papers.
2. Proof of Relationship:
   Birth certificate showing the parents' names, court guardianship paperwork, marriage certificate, family court records, or a signed statement letter from the parent.
3. Proof the Child Lived with the Taxpayer (Residency Requirement):
   School records, medical records, daycare records, lease listing the child, or a letter from the school, landlord, social worker, state agency, or benefit program (e.g., SNAP, WIC, TANF).
4. Proof of Taxpayer Eligibility (HOH or EIC):
   Lease agreement or utility bill.

Noncustodial Parent Claiming a Child:
If a noncustodial parent is claiming a child by agreement, please inform us so that Form 8332 can be added to your tax return.

If You Are Not the Child’s Parent:
You must provide a signed letter from the parent confirming that:

• The child lived with you for more than 6 months,

• You provided care and a home during that time, and

• The parent(s) will not be claiming the child.

Our office can provide a Parent Verification Letter if needed. Please request it through your client portal. Thank you.

Additional documents are required only if the corresponding items are selected on the client intake form:

1. Child Care: Upload the childcare provider’s information, including business name, address, tax ID number, and the total amount paid for the year.
2. College Attendance: If you or anyone in your household attended college, upload the 1098-T form.
3. Health Insurance Marketplace: Upload the 1095-A form.
4. Unemployment Benefits: Upload the 1099-G form.
5. Mortgage Statement: If you own a home, upload the 1098 form from your mortgage lender.
6. Student Loan Interest: Upload the 1098-E form.
7. Gambling Winnings: Upload any W-2G forms.
8. Dividends and Interest Earned: Upload 1099-DIV and 1099-INT forms.

I hereby confirm that all information I have provided is true and accurate to the best of my knowledge, and I authorize DDH Business Firm, LLC to prepare my tax return based on this information. I understand that I am financially responsible for any balance due resulting from inaccurate or false information provided by me.

If a balance is owed, I agree to pay the tax preparation fee upfront. If any tax authority intercepts or withholds my refund for any reason, I understand that I am still responsible for paying all tax preparation fees for services rendered. Failure to pay these fees may result in legal action taken by DDH Business Firm, LLC to collect the outstanding amount.

Amendments:
If an amendment is required for reasons not caused by the tax preparer, an upfront fee of $350.00 is required.

DDH Business Firm, LLC will email you one copy of your tax return once it has been accepted by both the IRS and your state. Any additional copies requested will incur a $25.00 fee.

All fees-bank fees and service fees-are listed in your return and are non-refundable and non-negotiable.

For refund tracking:

Federal refunds: Use the IRS “Where’s My Refund?” tool: https://sa.www4.irs.gov/wmr/
State refunds: Use your state’s Department of Revenue website.
Please note: Federal and state refunds must be tracked separately. Do not combine the amounts.
Please allow 6 weeks from the date of submission before contacting the IRS regarding refund status.
IRS Contact: IRS: 1800.829.1040

For direct assistance, please email: Tera@ddhbusinessfirm.com

To check your federal refund status, you will need your filing status, Social Security number, and total refund amount before fees.

Federal law requires that this consent form be provided to you. Unless otherwise permitted by law, we cannot use your tax return information for any purpose other than preparing and filing your tax return without your explicit consent.

Please note that federal law also strictly prohibits us from disclosing your personal or financial information to any third party without your permission. As a matter of practice, DDH Business Firm, LLC will never share your information with anyone unless you specifically request it and provide written authorization identifying the individual(s) to whom the disclosure may be made. That authorization is handled on a separate consent form.

For the purposes of this form, your consent allows us to communicate with you regarding your tax matters and provide general business communications, such as:

• Phone conversations and follow-up discussions
• Email correspondence of any kind
• Mailings, newsletters, reminders, and important updates
• Holiday and occasional greeting cards
• Notifications of upcoming deadlines or tax-related changes

You are not required to sign this form. Your consent is voluntary, and if it is obtained under the condition of service, it will be considered invalid. Your consent will remain effective for the period you specify. If no time period is specified, your consent will remain valid for three (3) years from the date you sign.

By signing this consent, you authorize DDH Business Firm, LLC, including its owner, employees, and staff, to use your tax return information for the following purposes:

• Responding to your direct questions, inquiries, or requests regarding your tax returns or tax-related issues
• Providing copies of documents, figures, or other tax return information upon your request
• Assisting you in connecting with other professionals, at your request, for information outside our scope of expertise
• Notifying you of important tax law changes
• Informing you of changes to our business, including updates to our website, email address, physical location, or other contact information
• Sending appointment reminders, informational messages, holiday greetings, birthday acknowledgments, or similar communications

Your tax return information may not be disclosed or used by DDH Business Firm, LLC, its owner, employees, or staff for any purpose other than those expressly permitted in this consent.

If you believe your tax return information has been disclosed or used improperly, without authorization, or in a manner not permitted by law, you may contact:

Tera Robinson, Managing Partner. DDH Business Firm, LLC
Email: Tera@ddhbusinessfirm.com (P) 678-697-4961

At DDH Business Firm, LLC, we deeply value the relationships we build with our clients and are committed to delivering the highest quality of service. As a reminder, we provide tax preparation services, not tax refunds. As the taxpayer, you may choose to pay your tax preparation fees using one of the following methods: cash, money order, or direct deduction from your refund*.

If you elect to have your preparation fees deducted from your refund and your refund is delayed, reduced, or intercepted for any reason, you remain fully responsible for the tax preparation fees. In such cases, please contact our office immediately to make payment or arrange a payment plan.

By signing your tax return, you acknowledge and agree that tax preparation fees are due regardless of whether you receive a refund. If payment or a payment arrangement has not been made within 90 days of the refund’s expected deposit date, your account may be forwarded to collections. Our goal is always to avoid such measures, and we encourage open communication so we can work with you to resolve any issues.