Tax document request checklist

What the tax document request checklist does

Tax filing stalls when one document is missing. List each document you need, such as a P9, bank statements or invoices, who it comes from and when you asked, then record the date it arrived. The checklist shows what is still to request, requested or received, so nothing is forgotten before the deadline.

Who it is for

Individuals and small businesses preparing a return, and accountants who chase documents from clients.

How to use the workbook

1. List every document you need and what it is for.
2. Enter the date you asked for it.
3. Enter the date it arrived.
4. Chase anything still requested, and file once everything is received.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Status of to request, requested or received
• Dates for each request and delivery
• Count of documents received
• Count still outstanding
• Simple layout you can print

The workbook has these sheets: Instructions, Documents, Summary. The main table has the columns Document; Needed for; Requested on; Received on; Status. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Ask for documents early; employers and banks can take weeks.
• Save every document in a folder named for the tax year.
• Tick the item as soon as you hold a clear copy.
• Keep the list with your records as proof of what you gathered.

Why keep this record

Most tax trouble comes from late or missing records rather than from the tax itself. When the figures are collected as they happen, preparing a return becomes a matter of copying totals, not of searching for receipts. A workbook that follows the same layout as the return also makes it easier to spot a number that looks wrong before KRA does, and to explain it if asked.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Tax figures change with each Finance Act, so check the Rates sheet against KRA's current guidance before you file. Keep the supporting documents with the workbook, and keep each year's copy for at least five years in case KRA asks for proof.

Read the KRA filing calendar for small businesses for the wider picture. Free calculators that go with it: P9 tax return calculator. See more tax templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: Annual Tax Return Estimator (P9)
• Guide: How to organise your tax documents through the year
• Guide: What to do when you change jobs: final pay, tax records and benefits
• Guide: How to reset your iTax password and fix common login problems
• Another template: Annual income tax estimator
• Another template: Individual tax return workpaper
• Another template: Capital allowances schedule by class

Need something different? Request a custom template, browse all guides or see every Excel template.