What is IRS form 941 for? How to fill in and submit it? Do you need to file IRS form 941?

Find answers to all these questions in our mini tutorial on how to submit IRS form 941.

What is US Form 941

It is a standard tax form along with other US governmental forms. It has to be filled in and submitted by employers during the year on a quarterly basis. It is dedicated to tracking FICA tax payments.

Those taxes usually include Medicare and Social Security taxes. The taxes are done on a monthly and semiweekly basis. The employer rates are generally around 6.2% and 1.45%.

The form can be easily downloaded on the official website.

You can fill in and sign online any US form you need. Fine more tutorials:

How to Submit Form W2

How to Complete Form W4

How to Fill in Form W9

How to File IRS Form 1040

Who Needs to Submit US Form 941

If you are an employer, you need to hold taxes from your workers, for example, standard income taxes, Medicare and Social Security taxes and more. You should definitely file IRS form 941 for the following:

  • The federal income tax that was held after employees paychecks;
  • Salaries and tips that were given to your employees;
  • All Medicare and Social Security taxes.

In case, you hire freelancers who are independent contractors, you don’t have to file Form 941. You only need to do that in case of full-time employees you’re hiring.

How to Fill in Form 941 Correctly

This is an easy form that consists of 2 pages. It has 5 parts, each of them includes specific information about the company, wages paid, federal income tax withheld and other taxes.

All you need to do is to download the form and to thoroughly complete it until the end using the instructions below.

1. Complete Company’s Basic Information

Here, you need to supply the details about your company such as its name, tax ID, mailing address, etc. It is important to specify the reporting period.

2. Fill in Part 1 of IRS Form 941 in 15 Steps

  • Step 1 – You need to enter the number of all employees who received wages, tips or any other payment during the last quarterly period;
  • Step 2 – This area is for submitting any specific compensations to your employees;
  • Step 3 – Here it is time to provide federal income tax from employee paychecks for the whole quarter period;
  • Step 4 – Use this check box if there is no information to provide for Medicare and Social Security taxes;
  • Step 5 – On the contrary, if you have data to provide – report those taxes here;
  • Step 6-9 – Here you can enter all the adjustments you can;
  • Step 10 – Enter the total on lines 6 to 9;
  • Step 11 – Small Business Payroll Tax Credit can be added here;
  • Step 12 – Deduce the numbers between step 11 and 10;
  • Step 13 – This is where you enter your whole payments for the quarter, it may include income tax and Social Security and Medicare taxes;
  • Step 14 – Due balance is calculated at this stage;
  • Step 15 – Overpayment is calculated at this stage.

3. Fill in IRS Form 941 Part 2 and 3

Here you provide the depositor type that can be attributed to you for the previous quarter. You can either be a monthly or a semiweekly depositor. If monthly, you just complete the FUTA tax per month. If semiweekly, you should download a separate form here.

In case your business was closed for some time during a year, you need to state the dates accordingly.

Moreover, for seasonal employers, section 3 is required in order to indicate their type.

4. Fill IRS Form 941 Part 4 and 5

In section 4, you can allow another person to speak on your behalf if necessary. Make sure you provided their complete name and telephone number. Otherwise, please select no.

Section 5 is generally to have your agreement to the fact that the information you provided is true and accurate.


That is how you can easily fill in IRS form 941 following these basic steps. Sometimes you might want help or additional instructions. That is when you go here.

Most of US forms can be easily fillable even with online services like Fill in PDF online. You just need to download the form and complete it using the tools provided by online services. There’s an option to sign PDF afterward.

Most countries accept digital signatures, so it is perfectly legal.