IRS Form 15603 – Non‑Tax Records Request Guide for the Privacy Act

A few months ago, a firm ops lead called me in a bit of a panic. A client was in the middle of a financing deal, and the lender wanted copies of the client’s personnel security file held by the IRS, not their tax return. The team had already sent a FOIA letter, waited weeks, then learned they used the wrong process. What they needed was a Privacy Act access request using Form 15603, and once we tightened the request, the records moved. If you have ever felt that same “where do I even start” moment, this guide will help you file cleanly the first time.

Form 15603 lets you request your own non‑tax records in IRS systems of records under the Privacy Act, not your tax returns or return information.

Key takeaways

• Form 15603 is for Privacy Act access to your non‑tax records the IRS holds, not tax returns or transcripts. Those use other routine procedures, for example Form 4506 or 4506‑T.
• You can submit Form 15603 electronically through the IRS FOIA and Privacy Act Public Access Portal, or mail or fax it to the IRS FOIA office shown below.
• If you want the IRS to send your non‑tax Privacy Act records to someone else, add Form 15293 to document consent. The portal accepts it.
• The current information collection is OMB Control No. 1545‑2324, approved on May 6, 2024. The PDF shows revision “10‑2023,” created and modified April 2, 2024.
• Processing slows or pauses when descriptions are vague or identity proof is missing, so be precise about what you want, include dates, and attach a government ID.

What Form 15603 is, and what it is not

Form 15603, IRS Request for Individual Access to Non‑Tax Records under the Privacy Act, is the agency’s preferred way for you to request your own non‑tax records that the IRS maintains in a system of records. Think HR files, security or building access logs, training records, or other administrative records tied to you as an individual. It is not for tax returns or return information protected by the Internal Revenue Code. For tax records, follow the routine paths like Form 4506, 4506‑T, or the transcript tools.

Submitting the form through the IRS FOIA and Privacy Act Public Access Portal speeds things up, lets you check status, and gives you a secure message channel. If you cannot use the portal, you can mail or fax your request to the IRS FOIA office listed on the privacy policy page, which also includes the FOIA Public Liaison phone line for follow‑ups.

A quick legal footing for your files helps when you document compliance. The current Paperwork Reduction Act approval is OMB Control Number 1545‑2324 for Forms 15603 and 15293, new collection approved May 6, 2024, with the source PDFs authored by OS:P:PPC:PPKM and metadata dated April 2, 2024.

Who should use this form

Use Form 15603 when you, or your authorized representative, want the IRS to locate and provide your non‑tax Privacy Act records. This is common for:

• Individuals confirming what the IRS maintains about them outside the tax file.
• Employees or former employees who need personnel‑related records the IRS holds.
• Anyone seeking to correct administrative records that are inaccurate or incomplete, subject to the Privacy Act’s limits.

One nuance on consent. The IRS privacy policy page invites requesters to use Form 15293 to consent to disclosure of non‑tax Privacy Act records to a third party, submitted through the same portal. Internally, the IRM notes IRS personnel may also use Form 15293 to document consent. In short, if someone else should receive your records, include 15293.

Understanding “non‑tax IRS records”

Non‑tax records are administrative records about you that the IRS keeps in a system of records identified by your name or identifier. They are protected by the Privacy Act, so the IRS must verify identity and only disclose under the Act’s rules. Tax returns and return information follow different disclosure laws, which is why Form 15603 does not cover them. The IRS privacy policy page makes that distinction clear and points you to the correct paths for tax items.

If you want to request or amend non‑tax records, Form 15603 is the direct route. If you want those non‑tax records sent to someone else, add Form 15293. And if your request involves returns or transcripts, switch to the routine procedures listed in the FOIA guidelines page.

The What‑How‑Wow for Form 15603

• What, request your own non‑tax records the IRS maintains, using Form 15603, under the Privacy Act.
• How, file through the FOIA and Privacy Act Public Access Portal for speed and tracking, or mail or fax if needed. Include ID and a precise description so the IRS can find the right files.
• Wow, tighten your description like a great review note, include date ranges, titles, and system names. You cut weeks off back‑and‑forth and prevent a pause for “insufficient detail.”

When not to use Form 15603

Skip Form 15603 when you need tax returns, transcripts, or documents available through routine procedures. Use the tax‑specific forms listed by the IRS, for example Form 4506 for returns and Form 4506‑T for transcripts, instead of filing a Privacy Act or FOIA request for those items.

Step‑by‑step, how to complete Form 15603

Follow this sequence. I use the same checklist whenever I help a client, because it prevents almost every avoidable delay.

1.Confirm identity details

• Enter your full legal name, current mailing address, date and place of birth, and a daytime phone number.
• Make sure they match how you appear in IRS records. Minor mismatches can trigger verification holds.

2. Pinpoint the records

• Identify the exact record type and the likely system of records, for example personnel file, building access logs, training certifications, security forms, or other non‑tax records.
• Add a tight date range and any numbers or labels the IRS can search, for example case ID, location, office, or program.

3. Write a precise description

• Use plain titles and bullets, not generalities.
• Example, “Copy of my HSPD‑12 enrollment record, Washington DC office, June 2023 to October 2024, badge issuance and deactivation entries, name and PIV ID if available.”

4. Attach identity proof

• Include a clear copy of a current government‑issued photo ID.
• If an authorized representative is filing for you, include proof of authority and your signed consent.

5. Sign and date

• Certify that the information is true and that you are the subject of the records.

6. Add third‑party consent if needed

• If you want the IRS to send your Privacy Act records to a specific third party, attach Form 15293. The portal accepts both 15603 and 15293.

Quick completion table

Step	What you enter	Practical tip
1	Legal name, address, DOB, phone	Match IRS records exactly
2	Record types and system names	List titles, offices, program names
3	Dates and identifiers	Give start and end dates, case or file IDs
4	Government ID copy	Make it clear and legible
5	Signature and date	Use ink or appropriate e‑signature if allowed
6	Form 15293 if needed	Only when a third party will receive records

How to submit and track

• Best option, submit electronically through the IRS FOIA and Privacy Act Public Access Portal. You can upload Form 15603, add Form 15293 if needed, check status, and message securely with the agency.
• Mail or fax option, if you cannot use the portal, send your package to IRS FOIA/Privacy Act Request, HQ FOIA, Stop 211, PO Box 621506, Atlanta, GA 30362‑3006. Fax, 877‑807‑9215. For questions, the FOIA Public Liaison line is 312‑292‑2929.

A quick note on consent mechanics. The IRS privacy policy page invites requesters to use Form 15293 for consent and submit it through the portal, while the IRM explains that IRS personnel may use Form 15293 internally to document consent. Either way, if someone else should receive your records, include 15293 so there is documented, written consent to disclose.

What to expect after submission

Once your request is in, the IRS will verify identity, confirm the Privacy Act applies to the records requested, and determine releasability. If anything is missing, you will get a request for additional information, and processing will pause until you respond. The IRM also contemplates duplication fees in some cases, so be prepared for a small copying cost if paper is involved.

Processing time varies with scope and complexity. Narrow, well‑described requests move faster, very broad or unclear requests slow down. The portal gives you a single place to check status and exchange messages, which is usually faster than mail.

Practical tip, write the records description like a review note you would want to receive, clear titles, a short date range, and any file numbers. You reduce revision cycles and keep your request moving.

Using Form 15293 for third‑party delivery

If a law firm, CPA, employer, or family member needs to receive your non‑tax records, the cleanest path is to add Form 15293 to your package. That form documents your written consent for the IRS to disclose your non‑tax Privacy Act records to the recipient you name. The IRS privacy policy page confirms you can submit 15293 electronically through the same portal you use for 15603.

Internally, the IRM notes IRS personnel may use Form 15293 to document consent, and that the form is optional for documenting Privacy Act consent, as long as the consent is in writing. If you are filing from outside the IRS, think of 15293 as a straightforward way to make consent obvious and auditable.

OMB control number and compliance details

If you need the compliance details for an audit trail, Form 15603 and Form 15293 are covered by OMB Control Number 1545‑2324. The collection was approved as a new control number on May 6, 2024. The published PDF metadata for Form 15603 shows revision 10‑2023, created and modified April 2, 2024, with authorship listed as OS:P:PPC:PPKM. Cite the control number and approval date in your internal notes when you document process compliance.

Why the Privacy Act matters here

The Privacy Act gives you the right to see and, in some circumstances, seek correction of your non‑tax records in an agency system of records. The IRS privacy policy page draws a bright line between Privacy Act access for non‑tax records and the separate procedures for tax returns and transcripts. If your goal is access to non‑tax records, Form 15603 is the right instrument. If your goal is a tax return or transcript, switch to the routine forms and channels listed on the FOIA guidelines page.

Fees and scope tips

The IRS may charge duplication fees when paper copies are produced under Privacy Act processing, similar to the way FOIA charges duplication fees. Good scoping keeps costs low, for example request electronic copies if available and define a tight date window.

Error‑proof checklist

Use this list before you click submit or seal the envelope.

• Confirm you are asking for non‑tax records. If you need a return or transcript, change course and use the routine forms.
• Match your identity details to IRS records, name, address, date of birth, and phone.
• Write a precise description, record titles, system names, offices, and a clear date range.
• Attach a legible government ID copy.
• If a representative will get your records, include Form 15293.
• Sign and date the form.
• Submit through the portal for faster status checks, or use the mail or fax address from the privacy policy page.
• Keep a copy of everything you send and any portal messages.

A quick story, why precision matters

I once reviewed a draft that said “all records you have about me.” That kind of broad request sounds simple, but it balloons search time, invites requests for clarification, and often triggers a pause. We rewrote it into three bullet points with a six‑month date window and the likely office. The response time dropped, and the release decision was straightforward. The lesson, be specific, even if you need more than one small request.

FAQs

Is Form 15603 the same as a FOIA request?

No. Form 15603 is for Privacy Act access to your own non‑tax records in IRS systems of records. FOIA is broader, and the IRS directs certain records, like tax returns and transcripts, to routine procedures using specific forms.

Can I use Form 15603 to get my tax return or transcript?

No. The IRS privacy policy page notes federal tax records follow different rules, and the FOIA guidelines page lists the specific forms for returns and transcripts, for example Forms 4506 and 4506‑T.

How do I submit Form 15603 electronically?

Use the IRS FOIA and Privacy Act Public Access Portal. You can upload Form 15603, add Form 15293 if you want a third party to receive records, check status, and message securely with the IRS.

Where do I mail or fax if I cannot use the portal?

Mail to IRS FOIA/Privacy Act Request, HQ FOIA, Stop 211, PO Box 621506, Atlanta, GA 30362‑3006. Fax 877‑807‑9215. The FOIA Public Liaison line is 312‑292‑2929.

Will there be fees?

There can be duplication fees when paper copies are produced. Keep your scope tight and request electronic copies when possible.

Can my CPA or attorney receive my records directly?

Yes, if you include written consent. The IRS provides Form 15293 for consent to disclose non‑tax Privacy Act records to a third party, and the portal accepts it.

How precise should my records description be?

Very. Include record titles, offices, program names, any file or case numbers, and a tight date range. Vague requests are the number one cause of delays.

Compliance details you can cite

• OMB Control Number, 1545‑2324.
• Collection approval date, May 6, 2024.
• Form 15603 PDF revision, 10‑2023, created and modified April 2, 2024. These details appear on the OMB collection page and the file metadata, which you can keep in your internal audit notes.

Common filing mistakes, and how to avoid them

• Asking for tax returns with Form 15603, switch to the correct tax forms or transcript tools.
• Vague descriptions, replace “all records” with named record types, systems, and dates.
• Missing ID, include a clean copy of a government ID.
• Missing consent, if a third party should receive records, add Form 15293.
• Skipping the portal, you lose status tracking and secure messaging.

A short, ready‑to‑copy description template

“I request my non‑tax Privacy Act records as follows,

• Personnel records related to [program or office], [office name], [city/state], from [start date] to [end date].
• HSPD‑12 or PIV enrollment and deactivation records for the same period, including badge issuance and return logs.
• Training certifications and completion records for [course names] during [dates]. I am the subject of the records. I have attached a copy of my government‑issued ID.”

Final notes and a helpful next step

You now have the tools to file a clean, verifiable Form 15603 request, and to include Form 15293 when a third party needs your records. Use the portal for speed, keep your description tight, and keep copies of everything you send. If you need a simple internal checklist to standardize requests across your team, our operations group at Accountably maintains practical templates for identity proof, descriptions, and consent packaging that firms use to avoid stalls. If that would help, ask our team for the checklist, we are happy to share.

Disclaimer, this article provides general information based on IRS sources last updated on November 17, 2025, and the OMB collection record approved on May 6, 2024. It is not legal or tax advice. Always confirm current IRS instructions before filing.