Form 9000 – IRS Alternative Media Preference Guide 2025

A client calls in a panic. An IRS letter sat for weeks because their screen reader could not parse it, now a deadline is close. If that sounds familiar, Form 9000 is the fix. It lets you set how the IRS sends future notices for an individual, in a format the taxpayer can actually use, like Large Print, Braille, MP3 audio, Plain Text, or BRF. Once the election is on file, future letters and most attachments arrive in that format, with a standard print copy included for records.

Quick win: add the Form 9000 code to your intake checklist, then mirror it in your CRM. Anyone who touches a notice knows exactly which format to request.

Key takeaways

• Form 9000 is the IRS “Alternative Media Preference” election for individual notices and letters. You pick exactly one format for future communications.
• Line 1 codes are fixed, check only one: 00 Standard Print cancels a prior election, 01 Large Print, 02 Braille, 03 Audio MP3, 04 Plain Text TXT, 05 BRF.
• File it with the Form 1040 return family or mail it by itself to the IRS Kansas City site at 64999‑0002. Signature is required only when Form 9000 is mailed by itself.
• You can also set or change the preference by calling 800‑829‑1040 or in the taxpayer’s IRS Online Account.
• Need a notice you already received converted to an accessible format, like Braille or Large Print, mail or fax the notice to the IRS Alternative Media Center, and expect up to 15 business days.

What Form 9000 does, who it helps, and why it matters

You use Form 9000 when a taxpayer has a print disability or relies on assistive tech and needs IRS mail in a format they can read, hear, or use with devices. The election applies to written communications that would otherwise be sent in standard print, such as letters and balance due notices about the individual income tax account. The IRS usually includes the alternative format copy and the standard print copy in the same envelope, and generally provides attachments in the elected format.

The quick view

What it does	Who it serves	Why it matters
Captures one media preference for IRS letters and notices	Individuals with SSN or ITIN who need accessible formats	Cuts missed deadlines and rework
Stays on file for future communications until you change it	U.S. and foreign addresses	Keeps delivery consistent
Allows phone or Online Account election	Taxpayers and preparers who handle notices	Speeds setup, reduces paper

Sources confirm each point above from the current Form 9000 and IRS accessibility pages reviewed in 2025.

The codes you actually select on Line 1

Form 9000 Line 1, decoded

• 00 Standard Print. Use this to cancel a prior accessible election.
• 01 Large Print. Enlarged text, generally 18 point or larger for the primary text.
• 02 Braille. Grade 2 Interpoint hard copy.
• 03 Audio MP3. Text to speech audio, delivered on a USB drive.
• 04 Plain Text, TXT. Unformatted text for screen readers, delivered on USB.
• 05 BRF. Braille Ready File for refreshable Braille displays, delivered on USB.

Only one box can be checked. Multiple selections stop processing. The IRS will usually include the standard print copy for records in the same envelope.

How to complete Form 9000, step by step

• Confirm eligibility and pick one format. If the taxpayer uses assistive tech or needs an accessible format, select the single option that fits how they consume mail.
• Enter identity and address. Use the legal name and SSN or ITIN that match the return. For foreign addresses, write the full country and postal details, do not abbreviate the country.
• Handle the signature rule correctly. If you mail Form 9000 by itself, sign and date it. If you attach it to an income tax return, a separate signature on Form 9000 is not required.
• File it the right way. Attach to Form 1040, 1040‑SR, 1040‑NR, 1040‑PR, or 1040‑SS and mail where that return goes, or mail Form 9000 alone to the Kansas City, MO 64999‑0002 address. If you e‑file the return, you do not mail a paper Form 9000.
• Or skip paper. Elect or change the preference in the taxpayer’s IRS Online Account or by calling 800‑829‑1040.

Pro tip for firms: store “Media Preference: 01, 02, 03, 04, or 05” at the top of your notice workflow template, then mirror it in your task manager. It prevents rework and keeps reviews clean.

Filing methods, addresses, and processing timelines in 2025

If you attach Form 9000 to a Form 1040 series return, it processes with the return. If you mail Form 9000 by itself, send it to the IRS Kansas City address, Kansas City, MO 64999‑0002, and expect processing in about 6 to 8 weeks. Phone elections at 800‑829‑1040 typically complete within about 2 weeks, which is faster when deadlines are tight. These timelines come from the current Form 9000 instructions that remain the latest revision, November 2021, with the “About Form 9000” page last reviewed on October 2, 2025.

Already got a print notice and need it converted

If a notice already arrived in standard print, you can request a converted copy. Call the Accessibility Helpline at 833‑690‑0598 for format guidance, fax the notice with a cover sheet to 855‑473‑2006, or mail it to the Alternative Media Center, 400 N. 8th St., Room G39, Richmond, VA 23219. Plan for up to 15 business days after the AMC receives it.

Delivery details, formats, and compatibility

The IRS provides accessible formats that work with screen readers, refreshable Braille, and audio playback. PDFs are designed to meet Section 508 and WCAG standards, while Large Print and accessible formats vary by product type. Not every item exists in every format, so a closest available option may apply in rare cases.

Format picker, practical guidance

• Large Print helps low‑vision readers who prefer paper and magnification. The IRS defines primary text as generally 18 point or larger.
• Braille works for tactile reading. BRF fits refreshable devices, and many clients prefer BRF for long letters because navigation is faster.
• MP3 audio is simple, plays from a USB drive, and avoids issues some readers have with complex tables.
• Plain Text strips layout so screen readers can move quickly. Keep the standard print copy for visual references if needed.

Set media preference in TaxSlayer ProWeb

If your shop uses TaxSlayer ProWeb, record the Form 9000 preference inside the return so it is visible to everyone on the team.

Where to set it

• Open the taxpayer’s Form 1040 in ProWeb.
• Go to Basic Information, then Personal Information.
• Check who the election applies to, taxpayer or spouse, and select the Media Preference dropdown for Standard Print, Large Print, Braille, Audio, Plain Text, or BRF. ProWeb maps these to the Form 9000 codes. (support.taxslayerpro.com)

Workflow tips you can use today

• Surface the code in the top line of your engagement notes, for example, “Media Preference: 03 Audio.”
• Add a status in your tracker for “Notice received, conversion requested,” so staff know when to fax or mail a notice to the AMC.
• Train reviewers to avoid reprinting extra copies for clients who cannot use them. Use the elected format and keep the standard print copy the IRS sends for records.

Changing or canceling the election

Life changes, tech changes. You can update the preference at any time. File a new Form 9000 to switch formats, choose 00 Standard Print to cancel, or call 800‑829‑1040 for the fastest route. Online Account updates are also available. Expect mailed standalones to take 6 to 8 weeks, and phone updates about 2 weeks.

When accessibility barriers caused penalties, ask for relief

If a taxpayer missed a deadline because they could not read a notice, request abatement with Form 843. Include a clear timeline, the notice number and dates, the print disability, and your Form 9000 or helpline request history. The Form 9000 instructions point to Form 843 for penalty or interest relief tied to inaccessible communications.

Short script you can adapt: “Taxpayer has a print disability. We received Notice CPXX on March 15, 2025, but the content was inaccessible. We requested an accessible format on March 25 and filed Form 9000 on April 1. We ask that penalties and related interest be abated due to the documented barrier.”

FAQs

Do I need to sign Form 9000?

Sign only if you mail Form 9000 by itself. If you attach it to an income tax return, a separate signature on Form 9000 is not required.

Can spouses share one Form 9000 on a joint return?

No. Each spouse who wants an alternative format files their own election with their exact name and SSN or ITIN.

How long does the election take to apply?

Phone elections at 800‑829‑1040 are typically processed in about 2 weeks, while a standalone mailed Form 9000 can take 6 to 8 weeks. Attaching Form 9000 to the return processes with the return.

What if the taxpayer moved after filing Form 9000?

Form 9000 does not update the mailing address. File Form 8822 for an address change, then keep or update the media preference as needed.

Does Form 9000 cover business entity notices?

No. Form 9000 is for individual income tax account communications. For entity mail, call the IRS to discuss options or request conversion of specific notices through the AMC.

Can I set the preference without mailing the form?

Yes. Use the taxpayer’s IRS Online Account or call 800‑829‑1040 to select or change the preference. This is fastest when time is tight.

Where do I mail the election if it is not attached to a return?

Mail a standalone Form 9000 to the Kansas City, MO 64999‑0002 address printed on the form. For converting a notice you already received in print, mail or fax the notice to the AMC in Richmond, VA.

Useful numbers and where each one fits

• Elect or change preference, general tax assistance, 800‑829‑1040.
• Accessibility Helpline for format questions, not accounts, 833‑690‑0598, Over‑the‑Phone Interpreter available.
• Order Braille or Large Print publications, 800‑829‑3676.
• Fax to convert an already issued print notice, 855‑473‑2006.

Where Accountably fits your delivery system, without adding noise

You do not have a sales problem, you have a delivery system problem. To keep notices moving and reviews clean, standardize Form 9000 at onboarding, store the code in workpapers, and mirror it in your workflow tool. If you partner with Accountably for offshore delivery, we plug into your SOPs so media preferences, due dates, and review steps are followed the same way every time. That reduces rework, protects reviewer time, and keeps clients from falling through the cracks. Use us where it strengthens your process, not as a band‑aid.

Reference snippets you can paste into your SOPs

• “During onboarding, prepare Form 9000 if the client has a print disability. Store the Line 1 code in the engagement cover sheet. If a print‑only notice arrives, request conversion with the AMC within 2 business days and log the request date.”
• “When mailing Form 9000 by itself, sign and date, then send to IRS Kansas City, MO 64999‑0002. When attaching to a return, no separate signature is required.”
• “To change a preference quickly, call 800‑829‑1040 or use the Online Account. For format questions, call the Accessibility Helpline at 833‑690‑0598.”

Compliance notes for 2025

• The “About Form 9000” page shows “Page Last Reviewed or Updated: October 2, 2025.” The current PDF revision is still November 2021. Always verify the latest PDF before filing.
• IRS confirms that taxpayers can select their preference in the Online Account, by filing Form 9000, or by phone. Use the phone path for the quickest change if a deadline is near.
• The AMC page lists conversion steps, mailing and fax details, and the typical 15 business day conversion timeline for notices you already received.

Example micro‑checklist for reviewers

• Confirm the media preference is saved in the file and in software.
• If a notice enters the queue, match the format to the Form 9000 code on file.
• If the notice arrived in print and is inaccessible, request conversion within 2 business days and log the date.
• When responding to a converted notice, include the accessible format request history in your workpapers for context.
• Keep the key numbers handy, 800‑829‑1040 for elections, 833‑690‑0598 for accessibility questions.