Packaging?

[Roberts]

How do you package your tax returns when returning them to the client?

I've looked online at folders that are clipped at the top with professional looking covers but a potential client just brought me his from last year and while we are talking about the return and showing me the forms he confided he absolutely hates the folders. I have to admit, it's next to impossible to view the return and if doing something with the return, we had to unclip everything and it was a pain to get it back together.

I bulk purchased some large envelopes that clasp. I personalized them with a label and then return everything to the client in the envelope. Nothing can fall out and everything is safe and secure for when they need it. For the return itself I just staple it together with a personalized and self-produced cover sheet everyone gets. Seems I should upgrade to a more professional image but people don't seem to mind and I'm not sure what is a better format.

[taxmandan]

I use a double pocket folder

I like having pockets for holding the paperwork. Often there are little odd sized papers and investment documents that they may want to move to their own filing system at home, so I don't staple them together. I put the client's copy of the return in the right side stapled together with my cover letter and privacy letter, their source documents in the left side pocket and it gives them a nice looking folder to take home. I settled on a patriotic folder from Tax-Aid, and I put a label on the front with the tax year '2007'.

[Peachie]

I use colored folders

I staple my business card on one side of the folder, and the tax return and accompanying documents on the other side. I have the name of the client and the tax year on a folder label. I only include documents used to prepare the return. Most times, everything lays flat and I can staple inside out so there are no punctured fingers from the staples. I have done it this way for years as a cost saving.

My clients have come to really like the colors and some will even request the color they want each year. They feel slighted if I try to use the plain manila ones. They do package nicely and I've had no complaints.

My invoice shows all of my information for contact as well as the business card.

Peachie

[LawrenceGR]

Duo Tang

two pocket w fastners. I punch holes in the return, fasten it in the folder, put all source docs in the back pocket and letters & mailing docs in the front. The folders I use have a place for my card, I print labels on a 2X4 label that I stick on the front and a privacy label inside the folder. I also use a 10 X 13 clapse envelope I put the folder in so nothing get lost. When I first started (not many clients) I used to print up individualized labels with the peoples name on it, that would take too much time now.

[BHoffman]

Cheapo

I put everything in a plain manilla folder with "2007 Income Taxes" on the label. Very generic. No complaints.

[JohnH]

I like the blue double-window folders from Tenenz. I do staple the tax returns and supporting documentation in the folder, using the fold-down top flap and the appropriate size stapler (I keep 3 different staplers of various sizes on my desk) I use ATX software and have modified the "Return Cover Sheet" tab of the client letter to line up the client info and my info in the appropriate windows.

If a client has more info than will neatly fit into the standard folder, I punch holes at the top of all the info and put it in a Pressboard folder with an integrated Acco-Clip. I still use the cover sheet, but since there's no window on these folders, I also print a label for the folder using a hand-held label printer. I like the extra time it takes to do these these, since this type of return always carries premium billing.

But you haven't aaddress the major issue. Before organizing the info from "shoebox clients", how many of us take the time to tear the perforated edges off medical receipts, Social Security statements, and the various mailer envelopes that clients bring in? And who pulls the staples out of prescription receipts & sorts them, or sorts receipts of any kind into comparable-size stacks before adding them up? And what do you charge for doing that sort of work? This is the really important question for a bunch of obsessive compulsive types. No cheating; everybody come clean on this one - we know you do it even if you won't admit it.

[fliszt]

ok John,

you asked. I do. I use the Tang folder with pockets. After the initial interview, I take the clients receipts and staple them to an 8-1/2 x 11 piece of paper. All of the receipts are stapled similarly. Doesn't matter if it's the SSA1099 document or any of the 1099s, or license plate fees, various mtg 1098s, etc. I take the "receipts" from Goodwill, etc and staple them 2/page. Then I arrange these in order of software entry. W-2, s/s, 1099MISC, 1099INT, 1099DIV, etc. All of these go on the left side along with my disclaimer letter, and other documents I generate. On the right side I insert my invoice, the 8879 for the TP to sign and in the very back I place a poem or something one page long. This year I inserted a 1 page document I received from Birdlegs just before he passed away. ALL my clients now know Birdlegs! With each year I try to find something relating to the Lord, but not something offensive. Sometimes I end up writing my own. The clients come to expect that every year and at least "say" they appreciate the inserts.
Larry

[Lion]

1-cent folders

I followed a suggestion on this or another board to buy the penny folders at back to school sales in a different color each year. I found 2007 oval silver stickers from M&C that cost more than the folders, but look nice. I used 25 cent plastic folders in blue for entities and pricier returns. I received a couple of compliments on my packaging. There's already slots for my business card. Client papers in left pocket, return in right. Some clients take more than one folder. I have a few ATX staple on the top folders left, but found it really hard to staple too much or too little paper, slides around. I used to work at Block, and as much as their big pick up folders held everything, they're too wide for a file cabinet without taking everything out. I was blue this year with silver stickers. Maybe a warm color next year with gold.

[Bucky]

Everyone get return back in an double window 9 x11.5 envelope with return and paper work enclosed. Easy, looks good and if we are mailing it just throw on postage. 95% are never going to look at it anyway. My address, phone number and email are all on the cover sheet and also letterhead attached to the return. Simplify, simplify, simplify!

[BOB W]

Bucky>>> That is all that I do also. I order Single pane window envelopes preprinter with my return address. My program prints a mailer page that lines up with the window. Usually I give the clients all their source documents back at the interview time except the W-2s & 1099Rs.

I print the client copy and attach the W-2s and 1099Rs to it, slip it in the envelope and mail it out. Never had a complaint with this simple process. When the return is printed it takes 30 seconds to put it together and place at the postage meter for mailing.

I have a saying that I use with my Contractor clients that is really applicable to us as well.

" There is a degree of quality that can go into a job that a customer will not recognize, appreciate nor be willing to pay for AND to provide that level is a waste of your time and money." Of course I am only talking about packaging of tax returns for our industry.

[AZ-Tax]

I use Oxford Twin Pocket Portfolios

My clients tax returns are placed in Oxford Twin-Pocket Portfolios I get at Staples. 2004 was yellow, 2005 was blue, 2006 was green, 2007 was burgundy. I print a large self adhesive label and place on the cover with the following:

2007
Federal & AZ
Tax Return
My name, city, st, phone and website address

If more then one state, then I hand write the additional state on the label in red.

Inside is a place for business cards and I place several in there.

The tax returns, copies of e-file docs, etc. are placed in right pocket and the their tax documents, W-2's etc. are placed on the left pocket with strict orders to return any documents removed, immediately.

The only problem with using folders is storing them and left overs. This year I will have approx 12 left over. I am leaning towards folders with tabs to fit into a filing drawer.

[superman]

Binding

I bind my returns with a binding machine. I have made a cover sheet and change the name for each client we then bind them and put on a back cover so everything is together. This just adds the little extra touch and it may cost more than a folder but for first time clients and returning clients this is the one thing that always gets a commet on how they really like this. My thinking is that it is the small stuff that really adds up and if we can do something better every year than that benefits everyone.

Superman

[joanmcq]

ATX grey folders with the return on the right and letters and any vouchers etc. on the right. All docs in a double pocket folder unless there are only a couple W-2s or what and they go behind the return.

I always tear off the edges, but photocopy any docs I use and put them in a strict order in my workpapers. The clients get their stuff put in the folder as I photocopy. sometimes I'll put one spouse on one side, or biz stuff on one side and personal on the other. No more obsessive than that.

[Black Bart]

...the major issue. Before organizing the info from "shoebox clients", how many of us take the time to tear the perforated edges off medical receipts, Social Security statements, and the various mailer envelopes that clients bring in? And who pulls the staples out of prescription receipts & sorts them, or sorts receipts of any kind into comparable-size stacks before adding them up?

I do.

And what do you charge for doing that sort of work?

Nothing.

This is the really important question for a bunch of obsessive compulsive types. No cheating; everybody come clean on this one - we know you do it even if you won't admit it.

Okay, I admit it. You know that guy Monk? The neat-freak TV detective that steps over sidewalk cracks or pick up that stray bit of paper on the carpet? I've done that. Or Decaprio's characterization of obssessive Howard Hughes (well, maybe not that bad).

Anyway, I excuse it by telling myself it's a marketing technique -- that is, anything that improves your client's regard for you helps retain his patronage and ulitimately translates into money for you. Having, ahem, scrutinized the problem with a fine-tooth analysis, I've concluded that most clients want you to "straighten up" their junk. Many of them hate paperwork, but would like to "get organized" and don't know how. So...what I do is go through all their stuff (they bring everything in the world) -- the tickets, junk mail, envelope stuffers, advertising flyers, privacy notices, credit card solicitations, etc. and throw away all the junk that's no good to them, retaining only the stuff that pertains to the tax return or an occasional important non-tax item. They want to get rid of this stuff, but are afraid they'll throw away something important, so I help them out and they're quite grateful. I put it all in nice, neat piles and packages and they feel like they've had something done for them.

Too, I've noticed that many of the previous preparers didn't go to the trouble and have simply crammed all their prior years' stuff into one disoraganized envelope and handed it back to them. I don't like that, so I'm trying to give them better service. Yes, yes, I know, it's probably absurd, but I like to organize the stuff and I'm not going to quit. So there!

[Chief]

Superman

I used GBC binding supplies that makes into a spiral bound publication. I agree that clients like this method and really is it not all that expensive.