Closing a startup involves lots of moving parts: settling debts, notifying stakeholders, and packing up operations. Amid all this, it’s easy to overlook taxes. But filing a proper final tax return is crucial if you want to avoid surprises down the road.
A common misconception is that taxes only matter in April. In reality, if you dissolve your company at any point during the year, that date effectively ends your fiscal year. That triggers new deadlines - often the 15th day of the fourth month after dissolution for corporations. Missing this can lead to penalties, so it pays to be prepared. Below is a quick guide on how to handle your final tax obligations step by step.
Step 1: Informing the Tax Authorities
First, let the IRS know you’re closing. If your startup is structured as a corporation, you need to file Form 966 within 30 days of resolving to shut down. This form tells the IRS to expect a final corporate tax return. You’ll need your Employer Identification Number (EIN), the total number of outstanding shares, and the specific Internal Revenue Code section under which you’re dissolving. You also attach a certified copy of the resolution or plan of liquidation, signed by an authorized officer.
For LLCs and partnerships, Form 966 is not required. Simply handle the dissolution according to your state’s rules and focus on the final tax return (more on that in Step 3). Whichever structure you have, the goal is to officially alert the IRS that your business is winding down and a final tax filing is coming soon.
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Step 2: Settle All Outstanding Tax Liabilities
Next, be sure to pay off any remaining taxes. This includes payroll, sales, and corporate income taxes. If you had W-2 employees, check that you deposited withheld taxes with the government and filed final payroll returns (e.g., Form 941 and state equivalents). Missing any payroll taxes can lead to serious penalties.
For sales tax, remember that each state has its own rules and thresholds. If you met “nexus” requirements - often tied to sales volume or having a physical presence - you had to collect and remit sales tax. File a final return and pay any amounts due, then formally close those state accounts so no further filings are expected.
Some industries have special obligations: for instance, if you operated a tech platform, you might have digital services taxes in certain jurisdictions. Because laws vary widely, consider consulting an expert to confirm you’ve covered everything.
Step 3: File the Final Income Tax Return
Now for the main event: the final income tax return. How you file depends on your business structure.
Sole Proprietorships
You and the business are the same entity for tax purposes.
Report business income and expenses on Schedule C of your personal Form 1040.
There’s no separate “final return” form for a sole prop. Just file your personal return as usual, covering all business activity through the closure date.
Partnerships (and LLCs taxed as Partnerships)
File a final Form 1065, checking the box that indicates it’s the last one.
Issue final Schedule K-1s to each partner, showing their share of income or loss.
The due date is typically the 15th day of the third month following the end of the tax year. Since your dissolution ends the tax year early, plan accordingly.
C Corporations
File a final Form 1120, marking it as final.
This covers any income or losses from the start of the year to the dissolution date.
The due date is usually the 15th day of the fourth month after your tax year ends, so keep an eye on the new deadlines triggered by dissolution.
S Corporations
File a final Form 1120-S, checking the “final return” box.
Distribute final Schedule K-1s to shareholders.
S-corps often follow the 15th day of the third month rule (like partnerships), so be sure to confirm your exact deadline.
LLCs
LLCs can be taxed as sole proprietorships, partnerships, or corporations. Whichever form you normally file (1040 with Schedule C, 1065, 1120, or 1120-S), file one last time with a “final return” designation.
Regardless of your structure, be thorough. If you sold business assets, for example, you might need to report those sales on Form 4797 (Sales of Business Property). If you shut down mid-year, you’ll file a “short-year” return covering the period from your last filing through dissolution. If you’re unsure, check with a tax adviser. This step is your formal wrap-up with the IRS.
Step 4: Close Tax Accounts and Cancel Your EIN
After submitting your final return, close your business tax accounts at both federal and state levels. For the federal level, write a letter to the IRS stating you want to close the tax account tied to your EIN. Include your company name, address, EIN, and reason for closure (i.e., dissolution). The IRS does not reuse EINs, but they will mark your account closed so you’re not expected to file in the future.
At the state level, you may need to fill out forms to close sales tax, withholding, or other specialized accounts. Different states have different processes, so check your state’s department of revenue website. If you operated in multiple states, close the accounts in each one to prevent unintended obligations or notices later.
Finally, if you had local city or county business licenses, cancel those as well. This might help avoid extra fees or annual renewals for a business that no longer exists.
Step 5: Maintain Business Records
Just because the business is closed doesn’t mean you can shred everything. Keep your financial and tax records for at least three years - some professionals recommend up to seven years in case of audits or disputes. This includes:
Copies of final tax returns and attachments
Bank statements
Receipts, invoices, and payroll records
Documents showing when and how you dissolved the company
Any communications from the IRS or state tax agencies
Storing these securely can save you trouble if the IRS or state auditors come knocking for details. Also, if you move to a new business venture later, having past records might help with tax planning or proving prior losses.
Final Thoughts
Tending to final tax obligations is an essential part of a clean business closure. If you skip steps, you risk lingering debts and penalties that can come back to haunt you. By:
Notifying the IRS (and state agencies) your business is closing,
Paying off all outstanding taxes,
Filing a final return with “final” clearly marked,
Closing tax accounts and canceling your EIN, and
Keeping critical records for future reference,
you’ll ensure that your dissolved startup is off the tax authorities’ radar.
If you find the rules confusing - especially in multiple states or if your startup had a complicated structure - don’t hesitate to talk to a professional. They can clarify deadlines, verify the correct forms, and help with final asset sales or outstanding tax debts.
Once you’ve completed these steps, you’ll have a clean slate and fewer worries about unexpected tax issues. It’s one less thing to think about as you focus on new projects or simply moving on. Taking the time to do it right now can save headaches down the road - ensuring your closing chapter is neat, legal, and penalty-free. Good luck with your next venture!