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Steps for the virtual ITIN process

Virtual ITIN Process: How It Works at Square One Tax Resolutions

At Square One Tax Resolutions, we understand that visiting our office in person isn’t always possible. That’s why we offer a Virtual ITIN (Individual Taxpayer Identification Number) Service designed to provide the convenience of remote interaction while ensuring that all IRS requirements are fully met.

 

Key Points of the Virtual ITIN Process

  • Physical Document Handling: Although the process is virtual, we must receive and hold your original documents at our office to verify your identity.
  • Signature Verification: During the virtual meeting, we will witness you signing the W-7 form on camera to comply with IRS requirements.
  • Shipping Coordination: You must ship documents to us both at the start and after the virtual meeting. Including a prepaid return envelope is necessary for the secure return of your documents.

 

Here’s a step-by-step guide to our virtual ITIN process:

 

Step 1: Initial Document Shipping

To start the virtual ITIN process, you must ship your original identification documents (e.g., passport, national ID) to our office. This step is crucial since we must physically authenticate your documents to verify your identity, as the IRS requires. Here’s how to do it securely:

  • Choose a Secure Shipping Method: We recommend using an expedited and trackable shipping service, such as USPS, FedEx, or UPS. This helps ensure the safe delivery of your sensitive documents.
  • Include a Prepaid Return Envelope: Please include a prepaid return shipping envelope in your package. Once the process is complete, this will be used to return your original documents securely.

Step 2: Document Review & W-7 Preparation

Once we receive your original documents at our office, we will:

  • Review Your Documents: Carefully examine them to ensure they meet IRS requirements for the ITIN application. Your documents will remain securely in our possession throughout this process.
  • Prepare Your W-7 Application: After verifying your documents, we will prepare your W-7 form (the ITIN application) on your behalf.
  • Ship the W-7 to You: We will ship the prepared W-7 form to the applicant.
  • Do not sign the W-7 yet; the IRS requires the Certified Acceptance Agent (CAA) to witness the signature during a virtual meeting.

Step 3: Virtual Meeting & Signature Verification

  • Schedule the Virtual Meeting: We will arrange a virtual meeting using a secure video conferencing platform.
  • Verify the Form: We will review the W-7 form together to ensure accurate information during the meeting.
  • Witnessing the Signature: The applicant will sign the W-7 form on camera after verification.
  • The IRS requires a “wet ink” signature, which we, as a CAA, must witness in real-time.

Step 4: Shipping the Signed Application

After the virtual meeting:

  • The applicant will ship the signed W-7 back to the CAA: You must return the signed W-7 form to our office using the same secure shipping method you used initially. 

Step 5: Application Submission & Document Return

Once we receive the signed W-7:

  • Assemble the Application Package: We will compile and submit the complete application package to the IRS on your behalf.
  • Return of Your Documents: After submission, we will securely return your original documents using the prepaid return shipping envelope you provided.

Key Points of the Virtual ITIN Process

  • Physical Document Handling: Although the process is virtual, we must receive and hold your original documents at our office to verify your identity.
  • Signature Verification: During the virtual meeting, we will witness you signing the W-7 form on camera to comply with IRS requirements.
  • Shipping Coordination: You must ship documents to us both at the start and after the virtual meeting. Including a prepaid return envelope is necessary for the secure return of your documents.

Why Choose Our Virtual ITIN Service?

This virtual service maintains the integrity and security of the ITIN application process while offering a convenient alternative for clients unable to visit our office in person. Throughout this process, we ensure:

  • Security: Your documents are handled with the utmost care and kept secure while in our possession.
  • Compliance: We strictly follow IRS requirements to process your application correctly.
  • Updates: We provide regular updates on the status of your application until it is successfully submitted.

Are you ready to apply for or renew your ITIN?

  • You can reach us by phone at 518-880-2940
  • Visit our office at 410 Troy Schenectady Rd, Latham, NY
  • Please email us at taxteam@squareonetax.com