Tax Year-End Records Checklist

Who this is for

Everything in one place before the return. The list runs through the records a sole trader usually needs at the end of the tax year, with room to note whether you have each one, where it is filed and what is still to request.

Sole traders and freelancers gathering their records for a tax return or for an accountant, especially those who want to hand over a complete set the first time.

What this helps you track

• Sales, purchase and expense records for the year
• Bank, card and payment platform statements
• Capital purchases, drawings and home or vehicle use workings
• Other income and documents the return may ask about
• Where each record is filed and what is still missing

How to use it

1. Write the business, the tax year and who is preparing the pack at the top.
2. Go down the list and tick each record you already have.
3. Write where each one is kept: a folder, a drive, a software report, a shoebox.
4. Note anything missing and who to request it from, such as a bank or a platform.
5. Add any records particular to your work in the blank rows. Check the rules where you are for what your return needs.
6. Once every line is ticked or explained, hand the pack to your accountant or start the return.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Is this every record I am required to keep?

No list can say that for every country and trade. It covers the records most sole traders gather; check the rules where you are, or ask an accountant, for anything your situation needs.

What if I cannot find a receipt?

Write it in the missing column and note what evidence you do have, such as a bank line or an email confirmation. Whether that is enough depends on your tax authority's rules.

Why note where each record is filed?

Because the question after the return is often where the evidence is. A note of the folder or file name saves searching if your accountant or tax authority asks about a figure later.

Can I use this for the accounts year end rather than the tax year?

Yes. If your accounting year ends on a different date, use the date that suits you in the header; the records gathered are the same.