A “Sample Letter To Request Abatement Of W2 Filing” is a formal request. It asks the IRS to waive penalties. These penalties are for failing to file W2 forms on time. This usually happens due to unforeseen circumstances.
Need to write one? Don’t worry, you’re not alone. Many businesses face unexpected issues. We’re here to help simplify the process.
We’re sharing sample letters. These templates will guide you. You can easily adapt them to your specific situation. Let’s make this easier together.
Sample Letter To Request Abatement Of W2 Filing
**Sample Letter To Request Abatement Of W2 Filing**
[Your Name/Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Internal Revenue Service
[IRS Address]
[City, State, ZIP Code]
**Subject: Request for Abatement of Penalties – W2 Filing [Tax Year]**
Dear Sir/Madam,
I am writing to request an abatement of penalties assessed for the late filing of W2 forms for the tax year [Tax Year].
We understand the importance of timely filing and regret that our submission was delayed. The delay was due to [Clearly and concisely explain the reason for the late filing. Examples: unforeseen software issues, a death in the family of the person responsible for filing, natural disaster affecting business operations, etc. Be honest and provide supporting documentation if possible].
We filed the W2 forms as soon as the issue was resolved on [Date of Filing]. We have taken steps to ensure timely filing in the future including [Explain the steps taken to prevent future late filings. Examples: implementing a new filing system, hiring additional staff, outsourcing payroll, etc.].
We believe that the circumstances warrant an abatement of penalties. We have a history of compliance with IRS regulations and have always filed our taxes accurately and on time in the past.
We respectfully request that you consider our request and abate the penalties assessed for the late filing of W2 forms for the tax year [Tax Year]. We are enclosing [List any supporting documents you are including, such as proof of the reason for the delay, proof of timely filing in previous years, etc.].
Thank you for your time and consideration.
Sincerely,
[Your Name/Company Representative Name]
[Your Title, if applicable]
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How to Write Letter To Request Abatement Of W2 Filing
Subject Line: Clarity is Paramount
- Be direct. Employ a subject line such as: “Request for Abatement of W2 Filing Penalty – [Your Company Name] – [EIN].”
- Avoid ambiguity. Precise wording expedites processing.
Salutation: A Respectful Overture
- Address the letter to the “Internal Revenue Service” or, if known, a specific contact person.
- Use a formal salutation: “Dear Internal Revenue Service” or “Dear [Contact Person’s Name]”.
- Steer clear of casual greetings. Professionalism always resonates.
Body Paragraph 1: Establishing Context
- Begin by identifying your company: “[Your Company Name]” with Employer Identification Number (EIN) “[Your EIN]”.
- State clearly that you are requesting abatement of penalties assessed for late filing of W2 forms for tax year [Year].
- Cite the specific notice or letter number you received from the IRS. This fortifies your request.
Body Paragraph 2: Articulating Reasonable Cause
- This is the crux. Detail the “reasonable cause” that prevented timely filing.
- Examples of reasonable cause encompass:
- Severe illness or incapacitation of the individual responsible for filing.
- Unavoidable absence.
- Destruction of records by fire or other casualty.
- Reliance on erroneous advice from the IRS.
- Substantiate your claim. Include supporting documentation such as doctor’s notes, police reports, or written opinions.
- Be forthright and comprehensive. Omissions can undermine your plea.
Body Paragraph 3: Demonstrating Prudence and Rectification
- Illustrate that you acted responsibly despite the impediment.
- Specify the date the W2 forms were eventually filed.
- Emphasize any actions taken to prevent recurrence, such as implementing new procedures or acquiring specialized software.
- Show remorse and contrition for the tardiness, further humanizing your appeal.
Closing: A Cordial Farewell
- Use a formal closing: “Sincerely,” or “Respectfully,”.
- Include your typed name, title, phone number, and email address.
- This facilitates seamless communication should the IRS require further elucidation.
Attachments: Bolstering Your Claim
- List all documents appended to the letter.
- Examples: IRS notice, medical records, insurance claim documentation.
- Ensure all attachments are clear, legible copies. Original documents are typically not required.
- Label each attachment clearly to avoid perplexity.
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Frequently Asked Questions: Sample Letter to Request Abatement of W-2 Filing Penalties
This FAQ section provides guidance on drafting a sample letter to request abatement of penalties associated with W-2 filing errors. The information below aims to answer common queries and provide clarity on the process.
1. What is a W-2 filing penalty abatement?
A W-2 filing penalty abatement is a request to the IRS to waive penalties assessed for errors, omissions, or late filing of W-2 forms.
2. What information should be included in the abatement request letter?
The letter should include the employer’s EIN, contact information, the tax year in question, the specific error, the reason for the error, and a good faith argument for abatement.
3. What constitutes ‘reasonable cause’ for abatement?
‘Reasonable cause’ generally refers to circumstances beyond the employer’s control that prevented timely and accurate filing, such as illness, death, or natural disaster.
4. Where should the abatement request letter be sent?
The letter should be sent to the address provided on the penalty notice or the IRS service center corresponding to your location.
5. What documentation should be included with the abatement request?
Include copies of the penalty notice, corrected W-2 forms (if applicable), and any supporting documentation that substantiates the reasonable cause claim.