Best Practice

Send a templated email to the taxpayer around the same time you send them their tax return.

Standardizing this delivery email template will ensure that no matter the sender or recipient, consistent information will be provided that partners/professional staff can be assured is accurate and instructional for all recipients. A simplified version of the template sample is attached at the bottom of this article. 

Template Creation Steps (MS Outlook® Users)

1. Open a new Outlook® email and remove the Signature block if one prepopulates.
2. Tailor the text/content the firm would like to provide (example shown below).
3. Copy, then paste that information into the blank email.
   • Save more time by leaving off salutations and personal client-identifying information.
4. Add a clear Subject line, i.e. “Your Tax Return is Ready for Review/Signature”, etc.
5. Save As and change the File Type to Outlook Template. Place this file in a centralized location that is accessible to all processors such as a "SafeSend Templates" folder.
   • The Template file type ensures that there is no accidental overwriting of information saved in the copy everyone will be accessing.
   • Any future changes are easy to make with a singular template to maintain.

Template Content Sample

Title: SafeSend Returns for Tax Return Delivery | <FIRM NAME>

Description: We are pleased to offer SafeSend Returns to our clients as our secure, electronic tax return delivery system. Learn more about viewing and completing your tax return package.

 

<FIRM NAME> Introduces SafeSend Returns® for Tax Return Delivery

We are pleased to offer SafeSend Returns to our clients as our secure, electronic tax return delivery system. The client-friendly interface walks you through a guided process that includes on-screen review of your return, collecting IRS-compliant e-signatures on e-file authorization forms, and options for making tax payments. Then, SafeSend Returns automatically sends the form(s) back to <FIRM NAME>.

Benefits of Using SafeSend Returns

• Receive your tax returns securely without the need to setup an account or remember a password
• Accessible across all platforms: computer, smartphone, or tablet
• Electronically sign your federal and state e-file authorizations (8879), no printing or mailing necessary
• Receive payment reminder e-mails
• Download a copy of your tax return
• For businesses, conveniently distribute your K-1s electronically

How it Works

1. You will receive an email from <FIRM NAME> with a “from” address of noreply@safesendreturns.com.
2. The email will contain a safe link for you to access your tax return.
3. After clicking on the link, you will be asked to enter the last four digits of your Social Security number to review your return.
4. SafeSend will email or text you an access code to further verify your identity. For emailed codes, check your spam or junk folders if you do not receive the email in your inbox. You must enter the code within 20 minutes of receipt. If you do not enter the code within 20 minutes, you can request another.
5. When you are ready to sign your e-file authorization form(s), you will be asked a series of simple questions to verify your identity.
6. Once you have signed the e-file authorization form(s), <FIRM NAME> will be notified and will complete the rest of the e-filing process.

1040 Client Experience Tutorial

Entity Client Experience Tutorial with K-1 Distribution

Frequently Asked Questions

Q: Will I receive a notification when my return is ready to sign?

A: Yes. Email notifications will be sent from <FIRM NAME>at noreply@safesendreturns.com. To prevent the email from getting filtered to spam/junk, we recommend adding this email addresses to your safe list.

Q: Is it safe to enter part of my Social Security Number?

A: Yes. SafeSend Returns offers a secure system to view and sign your e-file authorization form(s).

Look for https:// at the beginning of the site URL and a locked padlock symbol in your browser’s URL bar to confirm you are on the secure site.

Q: What if I don’t receive an email with my access code?

A: Check your spam/junk email folder. If you do not receive your code within the 20-minute time limit, please request another. You can also search your email for “noreply@safesendreturns.com.”

Q: Where do the identity verification questions come from? What if I don’t remember the answers?

A: The questions SafeSend Returns asks are knowledge-based questions pulled from government and credit sources. You may be asked questions such as where you lived in a given year, or when you bought your car or home. In the event the questions do not apply to you, simply choose the answer that accurately reflects this. If you don’t remember the answers to the questions, or you answer incorrectly, you won't be able to electronically sign your e-file authorization form(s). You can instead print, sign, and return your e-file authorization form(s) to <FIRM NAME>.

Q: Will this work on any internet-connected device? Does SafeSend Returns offer an app for my smartphone?

A: This process can be completed on any computer, smart phone, or tablet via a web browser. There is currently no SafeSend Returns app available. The recommended browser to use is Google Chrome.

Q: Will I have the option to download and print my return to retain for my records?

A: Yes. You can download and print your return from a computer. If you’re using a smartphone or tablet, you can review and e-sign your return package but may not be able to print it. Please use a laptop or desktop computer for the best printing experience.

Q: How is this process different from e-filing?

A: SafeSend Returns allows you to electronically sign your e-file authorization form(s), but it won't submit your return to the IRS. Once signed, <FIRM NAME> will be automatically notified, and will then complete the e-filing process for you, including submission to the IRS.

Q: My spouse and I file our return jointly. How can we both sign the e-file authorization form(s)?

A: For spouses filing jointly, there are a few ways to sign via SafeSend Returns:

1. If both spouses have an email address on file, each will receive an email with a link to view the return and sign the e-file authorization form(s). First, one spouse will receive the link with identity verification questions specific to him or her. He or she will sign the e-file authorization form(s) and confirm the other spouse’s email address, which will send an email link to the second spouse. The second spouse will answer identity verification questions specific to him or her, and then sign the form(s). Once the second spouse electronically signs the e-file authorization form(s), <FIRM NAME> will be automatically notified.
2. If only one spouse has an email address on file, he or she will receive an email with a link to view the return and sign the e-file authorization form(s). He or she will sign the e-file authorization form(s) and provide the other spouse’s email address, which will send an email link to the second spouse. The second spouse will answer identity verification questions specific to him or her, and then sign the form(s). Once the second spouse electronically signs the e-file authorization form(s), <FIRM NAME> will be automatically notified.
3. If only one spouse has an email address on file, he or she will receive an email with a link to view the return and sign the e-file authorization form(s). He or she will sign the e-file authorization form(s) and provide the other spouse’s email address, which will send an email link to the second spouse. The second spouse will answer identity verification questions specific to him or her, and then sign the form(s). Once the second spouse electronically signs the e-file authorization form(s), <FIRM NAME> will be automatically notified.
4. If a couple shares an email address, the initial recipient will receive an email with a Subject line that denotes who the link is being sent to for the respective individual to view the return and sign the e-file authorization form(s). He or she will sign the e-file authorization form(s) and provide the other spouse’s email address (same as used for initial delivery), which will send an email link to the second spouse that includes the respective signer’s name in the Subject line. Once the second spouse electronically signs the e-file authorization form(s), <FIRM NAME> will be automatically notified.

 

Q: Can I sign my dependent’s return electronically?

A: We will deliver your dependent’s return via SafeSend Returns; however, due to the knowledge-based authentication requirements of the IRS, a minor dependent may not qualify. In those instances, you will need to manually sign and return your dependent’s e-file authorization form.

 

Q: I’d rather print and sign my e-file authorization form(s). Can I do that?

A: Yes - You can still print, sign, and mail your e-file form(s) back to <FIRM NAME> if you’d prefer to do so.

 

Q: After signing my e-file authorization form(s), will I receive confirmation that it was successfully submitted to the firm?

A: Yes! Once you sign your e-file authorization form(s), you will receive an email stating it was successful. The email will also include a link to download a copy of your tax return for your records.

 

Q: Can I set up reminders for my quarterly estimated payment(s)?

A: If estimated payments are included in your review copy, you will automatically receive an email reminder before your payment is due.

 

For More Assistance

If you have additional questions regarding SafeSend Returns, please contact:

 

FIRM CONTACT

EMAIL ADDRESS
PHONE NUMBER