How To Get Tax Records and Transcripts

Getting your tax records and transcripts from the South African Revenue Service (SARS) is a common requirement for many people. Whether you need them for a loan application, visa processing, financial planning, or to fix tax issues, having access to your SARS records can make these processes smoother. SARS provides several ways for individuals and businesses to get copies of their tax information, and the process has become more accessible thanks to online services like eFiling and the SARS MobiApp.

Key Takeaways

• Multiple Ways to Access SARS Records: Individuals and businesses can obtain tax records through SARS eFiling, the MobiApp, the Contact Centre, or by booking a branch appointment.
• Eligibility and Requirements: Access is limited to taxpayers, businesses, or authorised representatives with valid ID, tax reference numbers, and, if applicable, a Power of Attorney.
• Record-Keeping Is Legally Required: Tax documents must be stored for at least five years, either physically in labelled folders or digitally for better organisation and compliance.

What Are SARS Tax Records and Transcripts?

Understanding the distinction between tax records and transcripts is essential for effective financial management and compliance with the South African Revenue Service (SARS). Each serves a unique purpose in the realm of taxation.

Tax Records

Tax records encompass a comprehensive collection of documents that detail a taxpayer’s financial interactions with SARS. These records include:

• Income Tax Returns (ITR12): Annual declarations of income, deductions, and tax liabilities submitted by individual taxpayers.
• Assessments (ITA34): Official notifications from SARS indicating the outcome of processed tax returns, including any refunds due or additional taxes payable.
• Employee Tax Certificates (IRP5/IT3(a)): Documents issued by employers summarising an employee’s earnings, deductions, and taxes withheld during a specific tax year.
• Statements of Account (SOA): Detailed summaries reflecting a taxpayer’s account status with SARS, including payments made, refunds issued, and outstanding balances.
• Tax Compliance Status (TCS) Pins: Digital confirmations indicating a taxpayer’s compliance status, often required for tender applications or foreign investment purposes.
  

These records are maintained by SARS and are crucial for verifying income, claiming deductions, and ensuring accurate tax reporting.

Tax Transcripts

A tax transcript is a condensed summary of a taxpayer’s financial interactions with the South African Revenue Service (SARS). It encapsulates key information such as the submission dates and types of filed tax returns, the outcomes of SARS’s assessments of these returns, records of payments made towards tax obligations, and any outstanding balances owed to SARS. Unlike comprehensive tax records, which provide detailed accounts of financial data and supporting documents, a tax transcript offers a succinct overview of a taxpayer’s status with SARS. This streamlined document is particularly useful for situations requiring quick verification of tax compliance, such as loan applications or visa processes, where detailed records are unnecessary.

Who Can Request SARS Tax Records or Transcripts?

Access to SARS tax records and transcripts is limited to specific individuals and entities to protect taxpayer confidentiality. These include individual taxpayers, businesses, and duly authorised representatives.

How to Request SARS Tax Records or Transcripts

Accessing your tax records or transcripts from the South African Revenue Service (SARS) can be accomplished through various channels, each tailored to different needs and preferences. Below is a guide to the available methods:

Method	Steps / Features	Ideal For
SARS eFiling	– Log in to your eFiling account – Go to ‘Returns Issued’ – Select ‘Personal Income Tax (ITR12)’ – Choose tax year and click ‘Request Return’ – Use ‘Request Historic Documents’ for ITA34 or SOA	Detailed records and managing tax submissions online
SARS MobiApp	– Download the app from your device’s app store – View and request Income Tax Statements of Account – Access Notices of Assessment – Check tax compliance status – Submit returns and supporting docs	Quick access to recent records and mobile tax management
SARS Branch Visit (eBooking)	– Book via eBooking system on SARS website – Select branch, appointment type (in-person, phone, video) – Provide required info and choose time slot – Bring valid ID, tax reference number, and documents – Upload documents within 24 hours to avoid cancellation	In-person help with complex issues or document submission
Contact Centre	– Call 0800 00 7277 – Operating Hours: Mon–Fri 08:00–16:00 (Weds from 09:00) – Provide tax reference number and personal details for verification	General assistance and record requests by phone

Requirements for Accessing SARS Tax Records

What You Need to Provide

To access your tax records or transcripts, you’ll need your South African ID or passport number, your tax reference number, and your SARS eFiling login credentials. These details are used to verify your identity on the eFiling system or MobiApp. If you’re requesting on behalf of someone else, a valid Power of Attorney document is also required.

When You Can’t Access Them

You may be unable to access tax records if you’re not registered with SARS, your eFiling profile is blocked due to failed login attempts, or your contact details on the system are outdated. These issues prevent the system from verifying your identity or sending required authentication codes.

Resolution Steps for Access Issues

To regain access, reset your eFiling username or password through the login page. Ensure your contact details are up to date by logging into eFiling and updating them under ‘Maintain SARS Registered Details’. If issues persist, contact the SARS Contact Centre on 0800 00 7277 for further support.

Tips for Managing and Storing Tax Records

Keeping your tax documents properly sorted means you’ll be able to provide them quickly if SARS requests supporting information during an audit.

It also ensures compliance with tax laws, which include the obligation to retain relevant records for at least five years from the date of submission.

Set Up a Dedicated Storage Area

If you have a study or office at home, tidy and prepare the space before starting your tax filing. If you do not, choose a shelf, drawer, or cupboard where files can be stored securely. Use containers such as shelf boxes, document folders, plastic tubs, or envelopes to keep everything in order.

Label All Folders Clearly

All tax-related items — including receipts and certificates — should be placed in separate folders with clear labels. You can use colour-coded folders to help identify categories more quickly.

Each folder should be used for a specific type of document. For example:

• Receipts for smaller, everyday expenses such as food, fuel, or entertainment.
• Proof of large purchases, which may be needed for warranty or insurance claims.
• Receipts for cars, properties, or renovations, which may help in future claims for depreciation, gains, or losses.
• Receipts that support tax return deductions or other entries.

Store Receipts as You Get Them

Keep a dedicated envelope or wallet with you during the day to collect any receipts you receive. Each evening, place those receipts in a designated folder or storage box at home.

Sort and File Receipts Weekly

Once a week, check all receipts collected in your folder or box. File each one in its proper category to avoid a backlog and reduce errors at tax time.

Create a Folder for Year-Round Tax Documents

Throughout the year, you will receive documents that will be required when submitting your return. File each one into the correct folder weekly. These may include:

• IRP5 or IT3(a) certificates issued by your employer
• Statements of local and foreign interest or dividend income
• Medical aid certificates and receipts for out-of-pocket medical expenses
• Retirement annuity contribution certificates
• Travel logbooks for business-related travel claims
• Receipts or documentation for charitable donations
• Evidence for capital gains or property rental income
• Any other income or deduction-related documentation

Make Use of Digital Storage

Using software or digital platforms to track expenses, receipts, and payments can simplify the filing process. A digital record can be easier to access and often provides built-in tools to summarise your financial activity accurately.

Store Old Records Securely

SARS requires individuals to keep tax documentation for five years after a return has been submitted.

Rather than storing piles of paperwork at home, consider placing older documents in a secure offsite facility or using encrypted digital storage for long-term archiving.

Conclusion

Obtaining your tax records and transcripts from SARS is a straightforward process when using the correct channels and ensuring that your personal information is up to date. Whether accessed via eFiling, the SARS MobiApp, or with assistance through the Contact Centre or a branch visit, these documents play a key role in loan applications, tax compliance, and financial record-keeping. Staying organised and maintaining your records for the required five-year period helps avoid issues in the event of an audit or dispute, while digital tools make long-term storage and access more efficient.

Frequently Asked Questions