Tax & Notary FAQ

Have a question about taxes, refunds, IRS letters or notary services? This tax and notary FAQ collects the questions our clients — from Fredericksburg, across Virginia and beyond — ask us most, with plain-English answers and links to our detailed guides. If you do not see your question, call us at (540) 479-1500 and we will be glad to help.

General & appointments

Where is your office?

Our office is at 4608 Harrison Road, Fredericksburg, VA 22408. The address uses a Fredericksburg mailing address, but the office is in Spotsylvania County, about three miles southwest of downtown. Our service areas page covers the communities we serve and local tax notes for each.

What are your hours?

We are open Monday through Friday, 9:00 AM to 5:00 PM, and closed Saturday and Sunday. For loan signings or other special requests, contact us to arrange a time.

How do I book an appointment?

Use the online scheduler on our homepage, call the office at (540) 479-1500 or the cell line at (540) 915-5000, or email info@timelesstax.com. Booking ahead is the best way to make sure someone is available when you arrive.

Can I work with you without coming into the office?

Yes. You can upload documents through our secure client portal and handle questions by phone or email. Notary work and I-9 verification are the exceptions, because those require you to appear in person with your ID or documents.

Do you work with individuals or businesses?

Both. We help individuals and families with tax preparation and tax planning, and small businesses with bookkeeping, payroll and business returns. We also offer tax resolution, audit representation and notary services.

How much do your services cost?

Fees depend on the work involved, such as the forms and schedules your return needs or how many months of bookkeeping are behind. Call us or book a consultation and we will discuss your situation before any work begins.

Who will prepare my return?

Your return is prepared by our IRS-registered tax preparers, each with a Preparer Tax Identification Number (PTIN). Our team has more than 10 years of experience and uses professional tax software and IRS e-file.

Tax preparation

What documents should I bring to my tax appointment?

Bring a photo ID, Social Security cards or ITINs for everyone on the return, last year's return, every W-2 and 1099 you received, and bank details for direct deposit. Add anything else that applies, such as Form 1098 for mortgage interest, Form 1095-A for marketplace insurance, childcare costs, and business or rental income and expenses. Our tax document checklist has the full list.

When are 2026 tax returns due?

Federal returns for tax year 2026 are due Thursday, April 15, 2027. Virginia's deadline is normally May 1, but May 1, 2027 is a Saturday, so under Virginia Tax's weekend rule the due date becomes Monday, May 3, 2027. We prepare and e-file the federal and Virginia returns together, including part-year and nonresident Virginia returns. See our 2026–2027 tax deadline calendar for every date, and our Virginia state income tax guide for how the state return works.

What if I can't file by the deadline?

You can get more time to file, but not more time to pay. A federal extension (Form 4868, or an extension payment made online) moves the filing deadline to October 15, and Virginia automatically gives a six-month extension to file, generally to November 1, with no form required. Pay what you expect to owe by the original due dates to limit penalties and interest.

I live in Virginia but work in DC or Maryland. Where do I pay tax?

Usually only to Virginia on your wages. DC does not tax the wages of nonresidents, and you give your employer DC Form D-4A so DC tax is not withheld. Under Virginia's reciprocity agreement with Maryland, Virginia residents who earn only wages in Maryland, spend 183 days or less there and keep no home there are generally exempt from Maryland income tax on those wages.

What changed for 2026 tax returns?

The One Big Beautiful Bill Act raised the 2026 standard deduction to $16,100 for single filers and $32,200 for married couples filing jointly, and it added temporary deductions for 2025 through 2028 for qualified tips, qualified overtime, certain car-loan interest and taxpayers age 65 and older. Our guide to the 2026 tax law changes explains who qualifies.

Can you prepare prior-year or amended returns?

Yes. If you are owed a refund for a year you did not file, the IRS generally requires the return within 3 years of its due date. To claim an additional refund on an amended return (Form 1040-X), you generally have 3 years from when you filed the original or 2 years from when you paid the tax, whichever is later. When a federal change affects your Virginia tax, Virginia generally expects an amended state return within one year.

Do you help military families?

Yes. Many families around Quantico, Dahlgren and Fort A.P. Hill have a home-of-record in another state, a spouse working locally or a mid-year PCS move, all of which affect which state taxes what. Our military tax guide for Virginia covers the basics, and we can review your situation in person or remotely.

Refunds & payments

How long will my refund take?

The IRS says most e-filed returns are processed within about 3 weeks, though returns claiming the Earned Income Tax Credit or Additional Child Tax Credit are held by law until mid-February. Virginia Tax says e-filed refunds can take up to 4 weeks and paper returns up to 10 weeks during filing season. Choosing direct deposit is the fastest way to get your money.

How can I check the status of my refund?

Use the IRS "Where's My Refund?" tool for your federal refund and Virginia Tax's "Where's My Refund?" tool for your state refund. For an amended federal return, the IRS has a separate "Where's My Amended Return?" tool. You will need your Social Security number, filing status or tax year, and the exact refund amount.

What if I owe and can't pay in full?

File on time anyway. The IRS failure-to-file penalty is 5% of the unpaid tax per month, ten times the 0.5% monthly failure-to-pay penalty, so filing and paying what you can keeps costs down. The IRS offers short-term plans of up to 180 days and longer monthly installment agreements, and Virginia Tax offers self-service payment plans if you owe less than $25,000 in combined tax, penalties and interest. Our article on IRS payment options compares them.

Does an extension give me more time to pay?

No. Both the federal and Virginia extensions give you more time to file your return, not to pay your tax. Interest and penalties generally apply to any tax not paid by the original due date, so estimate what you owe and pay it with the extension.

Do I need to make estimated tax payments?

If you have income without withholding, such as self-employment, rental or investment income, you may. The IRS generally requires estimated payments if you expect to owe $1,000 or more when you file, and Virginia generally requires them if your Virginia tax after withholding and credits is expected to be more than $1,000. Our guide to quarterly estimated taxes walks through the math and due dates.

Is a big refund a good thing?

A large refund usually means too much tax was withheld from your paychecks during the year. Some people like the forced savings, but you could instead adjust your Form W-4 and keep more of each paycheck. Year-round tax planning helps you find the right balance.

Small business

Should my business be an LLC or an S corporation?

It depends on your profit, how much you would pay yourself, and whether the payroll and bookkeeping that come with an S corporation are worth the potential self-employment tax savings. Our LLC vs. S corp guide for Virginia explains the trade-offs, and we can run the numbers for your business.

What business records should I keep, and for how long?

Keep records that support your income, deductions and credits, such as bank statements, receipts, invoices and mileage logs. The IRS generally says to keep records for at least 3 years, and employment tax records for at least 4 years after the tax is due or paid, whichever is later. Our small business bookkeeping guide shows how to keep them organized.

Do I need to send 1099s to contractors?

Often, yes. For payments made after December 31, 2025, you generally must file Form 1099-NEC for a contractor you paid $2,000 or more for services during the year, up from $600 previously. Forms 1099-NEC are due to the IRS and to recipients by January 31, which moves to Monday, February 1, 2027 because January 31 falls on a Sunday.

What do I need to do before hiring my first employee?

You will need an employer identification number, a Virginia withholding account, in most cases a Virginia unemployment tax account with the VEC, and a payroll system. Each new hire completes Forms W-4, VA-4 and I-9, and Virginia requires you to report the hire within 20 days of the start date. Our guide to hiring your first employee in Virginia walks through each step.

Can you handle my bookkeeping and payroll?

Yes. We keep books in QuickBooks with monthly reconciliations and financial statements, and we process payroll through ADP, including federal and Virginia payroll tax filings and year-end W-2s. Having both under one roof means your books, payroll and tax return all agree.

Which small business deductions do people miss?

Common ones include business mileage, the home office deduction, health insurance premiums for the self-employed, retirement plan contributions and professional development. Each has rules, so keep good records. See our list of small business tax deductions for 2026.

IRS problems

I got a letter from the IRS. What should I do?

Do not ignore it. Read the whole notice, note the response deadline and compare it to your return. Many letters are routine and can be resolved with a short reply or payment, but some, such as proposed changes to your return, need a careful response. Our guide to IRS letters and notices explains the most common ones.

How can I tell if it's really the IRS?

The IRS says it initiates most contact through regular mail. It will not call to demand immediate payment by gift card, prepaid debit card or wire transfer, threaten to have you arrested, or demand payment without giving you a chance to question or appeal the amount. If something seems off, do not pay; call us or contact the IRS directly using information from IRS.gov.

I owe back taxes. What are my options?

Options include paying in full, a short-term payment plan, a monthly installment agreement, and, for people who qualify, an offer in compromise, currently-not-collectible status or penalty relief. The right choice depends on what you owe and what you can afford. Our tax resolution service can help you sort through them.

I haven't filed in several years. Where do I start?

Start by gathering what you have; missing W-2 and 1099 information can usually be pulled from IRS income transcripts for those years. Filing your own returns is usually better than waiting for the IRS to prepare a substitute return, which may not include deductions and credits you are entitled to. If refunds are due, remember the 3-year window to claim them.

I'm being audited. What happens now?

The IRS notifies taxpayers of an audit by mail and does not start an audit by phone. Audits are handled either by mail or through an in-person interview, and you have the right to be represented. Our audit representation page and our article on what to expect in an IRS audit explain the process.

Can you talk to the IRS for me?

With your signed authorization, we can work with the IRS on your behalf, such as calling about a notice, requesting records or setting up a payment plan. Tell us what you received and we will explain how we can help in your situation.

Notary & I-9

What notary services do you offer?

We provide general notary work for documents such as affidavits, powers of attorney and deeds; loan signing services as certified Notary Signing Agents; and Form I-9 verification as an authorized representative for employers with remote hires. See our notary public services page for details.

What do I need to bring to get a document notarized?

Bring the complete document and an unexpired photo ID, such as a driver's license, state ID card, U.S. passport or passport card, U.S. military ID, permanent resident card or foreign passport. Everyone whose signature is being notarized must appear in person with their own ID. Our guide on what to bring to a Virginia notary has more detail.

Should I sign my document before I arrive?

It is safest to wait. Some notarizations, such as sworn statements, require you to sign in front of the notary, and signing early could mean starting over with a fresh copy. Bring the document unsigned unless the instructions you were given say otherwise.

Can a notary give legal advice or certify a birth certificate?

No. Virginia notaries are not authorized to practice law, so we cannot tell you which document you need or how to fill it out. Virginia notaries also cannot certify copies of birth, marriage or death certificates; those come from the agency that issued the record.

What is a loan signing agent?

A loan signing agent is a notary who guides borrowers through signing mortgage and real estate loan documents and makes sure everything is signed, dated and notarized correctly. Learn more on our loan signing agent page.

What is a Form I-9 authorized representative?

An employer can designate someone, such as a notary, to complete Section 2 of Form I-9 on its behalf by physically examining a new hire's identity and work authorization documents. Section 2 must be completed within 3 business days of the employee's first day of work, and the employer remains responsible for the form. A notary acting as an authorized representative does not use a notary seal on Form I-9. See our I-9 verification service.

When are notary services available?

Notary services are available during regular business hours, Monday through Friday, 9:00 AM to 5:00 PM. For loan signings or special requests, call (540) 479-1500 to arrange a convenient time.

This page is general information, not tax, legal or financial advice for your specific situation. Tax rules change often — talk with a professional before acting.