Preparing a U.S. tax return from abroad can involve records from more than one country. Keep documents that show what you earned, what foreign taxes you paid, where you lived, and which overseas accounts you held. A clear system helps you report figures accurately and answer follow-up questions if needed. Requirements vary with your income and circumstances, so use this checklist as a starting point and confirm which records apply to your return.
Document All Income
Save pay statements, annual wage summaries, and employer records showing salary, bonuses, benefits, and the dates you worked. If you changed countries during the year, note where you performed the work and when. Keep contracts or assignment letters that explain your role and work location, especially when compensation spans multiple periods or employers.
For self-employment, retain invoices, client payment records, expense receipts, and business bank statements. Also collect statements for interest, dividends, pensions, rental income, and stock compensation. Keep records in the currency you received and note the exchange rate and method used when converting amounts to U.S. dollars.
Keep Foreign Tax Proof
Save foreign tax returns, official assessments, tax payment confirmations, and year-end summaries from employers or tax authorities. Keep evidence of withholding as well as payments you made directly. These records can help distinguish taxes paid from amounts assessed, refunded, or still owed.
If you claim a foreign tax credit, organize documents by country and tax year, and connect each payment to the related income where possible. Keep refund notices and amended returns too. Foreign tax timing may differ from U.S. reporting, so record payment dates and the period each tax covers.
Track Housing Costs
If you may qualify for the foreign housing exclusion or deduction, keep leases, rent receipts, utility bills, and proof of payments. Save records for eligible housing expenses, such as certain insurance, occupancy taxes, or required residential parking, and separate them from costs that may not qualify, such as domestic labor or purchased furniture.
Keep employer documents showing any housing allowance, reimbursement, or employer-provided lodging. Note the dates you occupied each home and the city or area where it was located. Clear records help your tax preparer review eligible expenses and account for limits that can vary by location and tax year.
Record Overseas Accounts
Keep year-end and periodic statements for foreign bank, brokerage, and other financial accounts. Record the account holder, financial institution, country, account number or identifier, and maximum balance during the year. Save records even when an account earned no income; reporting requirements can depend on account balances and ownership, not just earnings.
Also retain documents for accounts you own jointly, can access, or hold through a business or trust. Keep records of account openings, closures, transfers, and ownership changes. U.S. tax returns and separate foreign account reports have different rules and deadlines, so ask a tax professional which filings apply to your situation.
Store digital copies in a secure, organized folder by tax year, with separate subfolders for income, foreign taxes, housing, and accounts. Keep source documents rather than relying only on a spreadsheet, and note any missing records early. If you need help identifying what applies to your situation, First Coast Expat Tax can help you prepare a document checklist.