The IRS lists three things you need before you start a Form 2290: your EIN, each vehicle's VIN, and each vehicle's taxable gross weight. That is the minimum. For a return that goes through first time — especially for a new client or a fleet — collect the rest of this list too.
The business
| Collect | Why it matters |
|---|---|
| EIN | Required. Form 2290 can't be filed under a Social Security number. |
| Legal business name, exactly as the IRS has it for that EIN | The IRS rejects an e-filed return when the EIN and name control don't match its records (rule R0000-922-01). |
| Mailing address | Include suite or unit number. Check Address Change if it moved since the last return. |
| Signing authority: name, title, phone | The return must be signed; an unsigned return isn't considered filed. |
| Third-party designee, if any | Name, phone, and a 5-digit PIN — see third-party designee on Form 2290. |
Each truck
| Collect | Where to get it |
|---|---|
| VIN | Registration, title, or the vehicle itself. Generally 17 characters. Use the truck's VIN, not the trailer's. |
| Taxable gross weight | Empty weight fully equipped, plus customary trailers, plus the maximum load customarily carried. If a state registration declares a specific gross weight, it can't be less than the highest weight declared. |
| Month first used on a public highway this period | Sets the deadline and, after July, the partial-period tax. |
| Logging vehicle? | Logging trucks pay reduced rates; it must be registered as such under state law. |
| Expected highway miles | 5,000 or less (7,500 for agricultural) means it can be reported as suspended, category W. |
| If bought used privately | Purchase date, and proof the seller paid this period's tax (a copy of their stamped Schedule 1). |
For a fleet, put all of this in the Excel template and import it in one upload rather than typing it.
Last period's suspended trucks
If the business reported suspended trucks last period, the new return asks you to confirm they stayed under the mileage limit, and to list any that didn't (those owe tax on a separate return for that period). If a suspended truck was sold, you need the sale statement: the seller's and buyer's names, addresses, and EINs, the VIN, the sale date, and the odometer readings at the start of the period and at the sale.
Credits to claim
For each truck sold, destroyed, or stolen since tax was paid on it: the VIN, weight category, the date, and for a sale the buyer's name and address. See claiming the credit for a sold, destroyed, or stolen truck.
Payment
| Method | Collect beforehand |
|---|---|
| Electronic funds withdrawal | Bank routing and account number, account type |
| EFTPS | An existing EFTPS enrollment — you must enroll before you can use it |
| Credit or debit card | The card (the card processor charges a convenience fee) |
Afterwards: what to keep
Keep the return, the stamped Schedule 1, and the vehicle records for at least 3 years after the tax is due or paid, whichever is later — and highway mileage logs for every suspended truck.