Form 8453‑EG – Guide to e‑File Form 709 and 709‑NA, Attachments and Signatures

I still remember a March morning when a partner called me in a mild panic. Their team had e‑filed ten Form 709 returns the night before, but acknowledgements showed “pending, signature missing.” The culprit was not the 709s, it was the missing 8453‑EG PDFs. They had the returns right, the workpapers right, even the payment info, but without the signed declaration the IRS treated the filings as incomplete. If you have ever watched a tidy e‑file queue stall over a tiny form, you know the feeling.

Here is the good news. Once you understand what Form 8453‑EG does and when to use it, the stalls go away. The form authenticates your e‑filed 709 or 709‑NA, allows your ERO or ISP to transmit, and, if you choose, authorizes an electronic funds withdrawal. In short, it is the small bridge that makes your submission whole.

Key Takeaways

• Use Form 8453‑EG when you e‑file Form 709 or 709‑NA and need a paper signature or must send paper‑only attachments the IRS will not accept electronically. It also lets you consent to an electronic funds withdrawal.
• Your return is not considered filed unless you either transmit a signed 8453‑EG PDF with the return or use Form 8879‑EG to capture a PIN.
• Complete only one line in Part I. For 709, use the total tax from Part 2, Line 17. For 709‑NA, use total tax from Part 2, Line 12. Do not enter both.
• Part II is the donor’s declaration and, if selected, payment authorization. Part III is for the ERO and any paid preparer, including PTIN details.
• Prefer 8879‑EG when you want a PIN signature instead of a scanned signature image.

What Form 8453‑EG Actually Does

Think of 8453‑EG as the handshake between your e‑filed gift tax return and the IRS systems. It:

• Authenticates an electronic Form 709 or Form 709‑NA.
• Authorizes your ERO or ISP to transmit.
• Gives the IRS permission to share acceptance and delay reasons with your ERO or ISP.
• Lets you consent to an electronic funds withdrawal when you owe tax.

If you do not send a signed 8453‑EG PDF or capture a PIN via 8879‑EG, the IRS will not treat your electronic 709 as filed.

The 8453‑EG itself is short, which is why people underestimate it. The impact is not. Workflows break when signatures, totals, and authorizations do not match the return.

8453‑EG vs. 8879‑EG, Which One Do You Use

Use Form 8453‑EG when you have paper‑only attachments to send with an e‑filed Form 709 or 709‑NA, or when you want to include consent for electronic funds withdrawal in the e‑file package. The donor signs Part II, you scan to PDF, and your software transmits it with the return.

Use Form 8879‑EG when the donor will sign with a personal identification number. The ERO retains 8879‑EG, applies the PIN, and transmits the return without a signature image. Many firms prefer this for speed during peak season.

 When the Payment Method Matters

If you plan to pay by direct debit, 8453‑EG can carry that consent along with the e‑file. Your software must include the routing number, account number, account type, debit date, and exact debit amount. The donor’s Part II signature covers both the return and the debit.

Quick Note on 2025 Gift Thresholds

For context, the IRS set the 2025 annual gift tax exclusion at 19,000 per recipient. If your calendar‑year gifts to any one person do not exceed that amount and are present‑interest gifts, you may not need to file Form 709 at all. Always confirm facts for your situation, especially when gift‑splitting, GST questions, or appraisals are involved.

 Who This Guide Helps

• CPA firm partners and tax managers who want clean, predictable e‑file runs.
• EROs who live in the acknowledgements feed and need fewer rejects.
• Ops leaders who want a simple checklist their teams will actually follow.

As a team that supports firms during peak season work, we have seen the same avoidable mistakes repeat. In this guide, I will show you the simplest, lowest‑friction path to a clean 8453‑EG submission so your e‑file queue keeps moving and your review time stays focused on tax, not forms.

When You Should Use Form 8453‑EG

Use 8453‑EG any time you e‑file a donor’s Form 709 or Form 709‑NA and need either a paper signature or paper‑only attachments that cannot be sent electronically. The donor signs Part II, you scan to PDF, and your software sends the file with the return. If you choose a PIN signature, switch to Form 8879‑EG instead.

Common triggers:

• You must include statements, schedules, or supporting docs the IRS does not accept electronically.
• The donor cannot use a PIN and prefers a paper signature.
• You want to authorize an electronic funds withdrawal with the e‑file.

Choosing Among 8453 Variants

The IRS publishes several 8453‑series forms, each tied to a different tax return type. Pick the one that matches the return and your signing or payment method. For gift tax returns, choose 8453‑EG. If you only need a PIN signature and not a paper declaration, use 8879‑EG.

 Snapshot, Which Form Fits Which Job

Form	What it is used for	Good choice when
8453‑EG	Declaration for e‑filed 709 or 709‑NA, allows EFW consent	You need a paper signature or paper‑only attachments, or you want EFW consent included with the e‑file
8879‑EG	PIN authorization for 709 or 709‑NA	You want a clean PIN signature, no scan required
8453‑FE	Declaration for e‑filed 1041 series	You are working on estates or trusts, not gift tax

Cite the IRS pages for details, download the latest PDFs, and check edition dates before you send anything to a client for signature.

Required Info at the Top of 8453‑EG

At the top of the form, enter the calendar year using the last two digits, the donor’s legal name exactly as shown on the return, and the donor’s U.S. TIN. If those do not match the return, the package will not reconcile. Then, complete only one line in Part I. For 709, enter the total tax from Part 2, Line 17. For 709‑NA, enter total tax from Part 2, Line 12. Leave the other line blank.

Tip, finish the header and Part I before you collect signatures. Mismatched names or TINs are the most common time‑wasters I see.

 Line 1 vs. Line 2, Get This Right

• Line 1, Form 709 total tax from Part 2, Line 17.
• Line 2, Form 709‑NA total tax from Part 2, Line 12.
• Do not complete both. If you do, your submission is at risk of rejection.

8453‑EG vs. 8879‑EG, A Quick Decision Tree

• Need to send paper‑only attachments, or the donor wants a handwritten signature, choose 8453‑EG.
• Comfortable with an electronic PIN and no paper signature, choose 8879‑EG.
• Need to pair a direct debit with your e‑file data, 8453‑EG handles the consent when your software transmits the routing number, account number, account type, debit date, and amount.

 Due Dates at a Glance

Form 709 is an annual return due in the year after the gift. In 2025, the normal due date for 2024 gifts falls on Tuesday, April 15, 2025. Extensions are available, but an extension to file is not an extension to pay. Check the current Instructions for Form 709 for specifics and calendar‑year guidance.

Why Firms Trip Over This Simple Form

The form is easy. The workflow is not. Teams get busy, signatures are chased late, or payment details are entered after the signature. That is how the e‑file queue turns into a loop of rejects and resubmissions. If you run a busy practice, consider assigning a single owner for signature capture and 8453‑EG PDF checks. One person, one checklist, fewer misses.

Where Accountably can help, if you need it, is the unglamorous piece, disciplined prep and review so signatures, totals, and PDFs line up the first time. Our model uses SOPs, structured workpapers, and multi‑layer reviews to reduce revision cycles, which is exactly what you want when filing dozens of gift returns in a week. Mentioned here only because teams ask, then promptly solve a recurring bottleneck once they add structure.

Part I, Information That Must Match Your Return

Part I is short, and it must be perfect. Enter the two‑digit year, the donor’s legal name, and the donor’s U.S. TIN exactly as they appear on the return. Then, complete one, and only one, tax line:

• Line 1 for 709, enter total tax from Part 2, Line 17.
• Line 2 for 709‑NA, enter total tax from Part 2, Line 12.

 Quick Field‑by‑Field Cue Card

Field	What to double‑check
Year (YY)	Match the calendar year of the return, do not leave blank
Donor’s legal name	Use the exact name shown on the return
Donor’s U.S. TIN	SSN or ITIN, confirm formatting and digits
Part I Line	Pick 1 or 2, never both
Total tax amount	Must match the filed return total

I have watched reviewers spend fifteen minutes hunting a rounding difference that started with a simple wrong year at the top. Save yourself the loop. Fill the header, match the numbers, then route for signature.

Part II, Donor Declaration and Optional Payment

Part II is the donor’s attestation that the filed return is true, correct, and complete. This is where the donor signs and dates. If you are authorizing a direct debit, Part II is also where consent lives, and your software must transmit the bank routing number, account number, account type, debit date, and debit amount. Without a proper signature, the IRS will not process the withdrawal.

Good habit, collect payment details before you request the signature so the consent covers the actual debit you intend to send.

If the donor has tax due and does not check the payment consent box, they must pay on time using another approved method. See the current instructions for the gift tax return for payment options.

 Signature Pathways, Paper or PIN

• Paper signature path, donor signs Form 8453‑EG, you scan to PDF, and transmit the PDF with the return.
• PIN path, donor signs Form 8879‑EG, your ERO retains it, applies the PIN, and transmits the return without a signature image.

Part III, ERO and Paid Preparer Responsibilities

Part III is where the ERO signs and, if applicable, the paid preparer signs with a valid PTIN. The ERO certifies that the entries on 8453‑EG are complete and correct, gives the donor copies, and follows the requirements in Pub. 3112 for e‑file participants. If the paid preparer is also the ERO, check the box that indicates both roles and complete only the ERO section.

What to include:

• ERO signature and date, and whether also the paid preparer.
• ERO SSN or PTIN, firm name, firm EIN, and phone number.
• If a separate paid preparer is involved, their signature and PTIN in the Paid Preparer section.

 PTIN Rules, No PTIN, No Signature

Anyone paid to prepare the donor’s return must enter a PTIN when signing. EROs who are not paid preparers may enter either a PTIN or SSN in their section. If you need a PTIN, use Form W‑12 or the IRS PTIN system to apply or renew.

Quick check, if your firm rotates reviewers, make sure the person who signs Part III has the right identifier in your software profile. Small mismatches lead to preventable rejects.

Common Filing Scenarios And Mistakes To Avoid

If you handle a busy gift season, the same issues pop up. Here are the ones I see most.

• Wrong 8453 variant. Someone grabs a look‑alike form from a past engagement. Use Form 8453‑EG for e‑filed Form 709 or 709‑NA only.
• Dual entries in Part I. Teams enter totals on both Line 1 and Line 2. Pick one line that matches the return you filed.
• Header mismatches. The year, name, or TIN at the top does not match the e‑file. Fix this before chasing signatures.
• Missing donor signature. No paper signature image on 8453‑EG and no 8879‑EG PIN. The return is not complete.
• Payment consent gaps. Debit was planned, but the signature was captured before entering bank details. The payment fails because consent did not match the actual debit.
• ERO or paid preparer details left blank. The form transmits, then you get a follow‑up because PTIN or firm data is missing.

 Quick Diagnostic, What To Check When You See A Reject

• Acknowledge code refers to signature or declaration, check Part II signed PDF or 8879‑EG status.
• Code refers to mismatch, check the header year, donor name, and TIN against the return.
• Code refers to payment, confirm routing number, account number, account type, debit date, and amount were transmitted correctly.
• Code refers to preparer, confirm PTIN, ERO SSN or PTIN, firm name, firm EIN, and phone.

You will fix 80 percent of avoidable errors by treating the 8453‑EG like a mini packet, header first, signature second, transmission third.

Accessing And Downloading Form 8453‑EG

Always pull the latest IRS Form 8453‑EG PDF and instructions from IRS.gov. Verify the edition date and that the header says Estate or Gift. Avoid third‑party files that may be outdated. If your ERO software provides the form template, still verify that it matches the current IRS edition before you send it for signature.

• Confirm the form title reads “U.S. Estate or Gift Return Declaration for an IRS e‑file Return.”
• Match the edition date to the current filing season.
• For bilingual needs, check whether your software supports Spanish instructions for the 8453‑series and confirm they match the EG variant.

Submission Checklist You Can Reuse

Use this checklist so your 8453‑EG is complete the first time.

• Header, enter the calendar year as two digits, donor legal name, and donor SSN or ITIN.
• Part I, enter total tax on the correct line. Line 1 for 709, Line 2 for 709‑NA. Leave the other line blank.
• Part II, capture donor signature and date. If using electronic funds withdrawal, enter routing number, account number, account type, debit date, and amount in your software before the donor signs.
• Part III, ERO signs and dates. Include ERO SSN or PTIN, firm name, firm EIN, and phone. If there is a paid preparer who is not the ERO, collect their separate signature and PTIN.
• Scan and attach, save a clear PDF of the signed 8453‑EG, name it consistently, and attach it to the e‑file package.
• Provide copies, furnish the donor with the 8453‑EG and the return copy per your retention policy.
• Archive, store the signed form and transmission proof according to your firm’s records procedures.

 File Naming That Reviewers Love

Adopt a simple, standard naming rule so reviewers find the right PDF fast.

• YY‑DonorLastFirst‑8453EG‑Signed.pdf
• YY‑DonorLastFirst‑8879EG‑Signed.pdf

If you ever need to produce records for an inquiry, consistent naming shortens the hunt.

Security And Privacy, Protecting Donor Data

You handle PII and bank info when you use 8453‑EG with a direct debit. Treat those details with the same care as you treat client payroll and bank reconciliations.

• Use role‑based access in your tax software, limit who can view or edit banking fields.
• Store signed forms in secure folders with audit logs, avoid local desktop saves.
• If you work with external staff, restrict access to only the returns they support.

When firms ask where disciplined workflows help most, this is one of them. A defined checklist, secure file handling, and clear reviewer roles keep your queue clean and your clients confident. If you need outside help getting that discipline in place, teams like Accountably can build the SOPs, workpaper standards, and review layers so your staff stops fighting forms and gets back to tax analysis. We mention this only when it solves a real pain, production stalls and repeat rejects.

Avoiding Form Mix‑Ups, A Quick Map

Here is a concise map to prevent the wrong form problem.

Situation	Correct form	Why it fits
E‑filed Form 709 or 709‑NA needs a paper signature or paper‑only attachments	8453‑EG	Declaration plus ability to include EFW consent
E‑filed Form 709 or 709‑NA where donor will use a PIN	8879‑EG	PIN signature, no scanned image
E‑filed partnership Form 1065 needs declaration	8453‑PE	Different return type
Only authorizing an electronic funds withdrawal for an income tax e‑file	8453‑EFW	Payment authorization workflow that does not involve 709

Keep this table in your firm wiki so staff stops guessing and starts selecting the right path.

Step‑By‑Step E‑File Workflow With An ERO Or ISP

Use this flow when you prepare a donor’s electronic gift tax package.

• Prepare the return, complete Form 709 or 709‑NA and supporting schedules, validate totals.
• Pick the signature path, 8453‑EG for a paper signature or 8879‑EG for a PIN. If you expect a direct debit, plan for 8453‑EG consent.
• Complete the 8453‑EG header and Part I, enter year, donor name, donor SSN or ITIN, then one tax line only.
• Collect donor signature in Part II, if using EFW, make sure bank routing number, account number, account type, debit date, and amount are already in your software so the donor is consenting to the exact debit.
• Complete Part III, ERO signs and enters identifiers. If a separate paid preparer is involved, collect their signature and PTIN too.
• Scan and attach, produce a legible PDF of the signed 8453‑EG and attach it to the e‑filed return.
• Transmit and monitor, watch acknowledgements, resolve any rejects immediately.
• Deliver copies, share the signed declaration and accepted return with the donor, then archive according to your retention policy.

 Simple Timeline That Keeps You On Track

• Day 0, finish return, fill the 8453‑EG header and Part I.
• Day 1, send for signature with clear instructions.
• Day 2, receive signed PDF, attach, complete Part III, and transmit.
• Day 3, confirm acceptance or resolve a reject if it appears.

FAQs

 What is the purpose of Form 8453‑EG

Form 8453‑EG authenticates an e‑filed gift tax return, lets you send paper‑only attachments, and, if you choose, authorizes direct debit. It also allows the IRS to share acceptance details with your ERO or ISP. If you do not send a signed 8453‑EG or use 8879‑EG for a PIN, your e‑file is not complete.

 Is Form 8453‑EG mandatory for every Form 709

No. Use it when you cannot use a PIN signature or when you must send paper documents that the IRS does not accept electronically. If the donor signs with a PIN on Form 8879‑EG and there are no paper‑only attachments, you do not need 8453‑EG.

 How do I submit Form 8453‑EG

Have the donor sign, scan to a clear PDF, attach that PDF to the e‑file package in your software, and transmit. Your ERO signs Part III, provides copies to the donor, and retains records per your firm’s policy.

 What if the donor is unavailable to sign

An authorized signer with legal authority may sign. Make sure the authority is documented in your file. If timing is tight, consider the 8879‑EG PIN route, provided the donor can complete the PIN authorization in time.

 Can I correct a mistake after sending the 8453‑EG

Yes. Fix the return, prepare the correct declaration that matches the corrected return, and follow your software’s amendment process. Keep a clear record that ties the signed declaration to the version of the return you transmitted.

 Does 8453‑EG require an original ink signature

Follow your ERO software and IRS guidance for the filing season you are in. Many firms collect a handwritten signature that is scanned to PDF for 8453‑EG. If you want a fully electronic signature path, use 8879‑EG with a PIN.

 Who needs a PTIN on 8453‑EG

Anyone who is paid to prepare the donor’s return must include a valid PTIN when signing. If the ERO is also the paid preparer, they complete both roles on the form. If the ERO is not the paid preparer, both parties sign in their respective sections.

Putting It All Together

Here is the simple way to keep your gift tax e‑file queue moving.

• Choose the right declaration path, 8453‑EG for paper signature or 8879‑EG for PIN.
• Fill the header perfectly, year, donor name, TIN, then one tax line that matches the return.
• Collect signatures once, with the exact payment details already in place if you plan to debit.
• Sign Part III correctly, ERO and paid preparer roles clear and complete.
• Attach the signed PDF and transmit, then keep your copies organized.

Clean declarations free your partners to focus on planning and client conversations, not paperwork loops.

If your team keeps running into stalls during peak season, consider a short workflow audit. A little structure goes a long way. When firms need hands‑on help, Accountably can plug in disciplined offshore capacity that works inside your systems, follows your SOPs, and reduces review time without risking quality or control. Use us only where it adds value, steady production, clean transmissions, and fewer surprises.

Final Checklist, Ready To File

• Form chosen, 8453‑EG or 8879‑EG, based on signature and attachment needs.
• Header correct on 8453‑EG, year, donor name, donor TIN.
• Part I done with one line only, total tax matches the return.
• Part II signed by donor or authorized signer, payment consent aligned with actual debit.
• Part III signed by ERO, paid preparer signature with PTIN if separate.
• PDF attached and legible, transmission sent, acknowledgements reviewed.
• Copies delivered and safe storage confirmed.

You now have a practical, step‑by‑step way to use Form 8453‑EG that your whole team can follow. Keep this guide near your reviewers, and your e‑file acceptances will show it.