What is Form 990? Guide for nonprofits and tax-exempt groups

This form is how your organization tells its story to the IRS and to the public. It shows what you do, how you spend money, and why your work matters.

Think of Form 990 like a report card. If it’s done well, it can help build trust with donors, show your transparency, and keep your tax-exempt status safe. But if it's done wrong, or not at all, it can cost your nonprofit time, money, and even credibility.

We’ve helped tons of nonprofits just like yours navigate this process. And trust us, it doesn’t have to be overwhelming. In this guide, we’ll break it all down in plain language, step by step. Whether you're brand new to Form 990 or just need a refresher, you’ll walk away with clarity and confidence.

What is Form 990 and who is required to file?

At its core, Form 990 is the IRS’s way of keeping tabs on tax-exempt organizations like nonprofits, charities, and some political groups. It’s not a tax return in the way most people think, because nonprofits don’t usually pay income tax, but it’s still required. It tells the IRS (and the public) how your nonprofit is doing, how it’s spending money, and how it's staying aligned with its mission.

Now, not every organization files the same version of the form. That depends mostly on how much money your nonprofit brings in each year.

Here’s the basic rule of thumb:

• If your gross receipts are $50,000 or less, you’ll likely file Form 990-N (the e-postcard).
• If your receipts are under $200,000 and total assets are under $500,000, you might file Form 990-EZ.
• If you're over those thresholds, you’ll be filing the full Form 990.
• If you're a private foundation, there's a specific version for you, Form 990-PF.

And yes, even if your nonprofit didn’t do much this year or is just getting started, you may still need to file something. Skipping it? That could lead to penalties, or worse, losing your tax-exempt status. It’s a big deal, but the good news is it’s totally doable once you know what to expect.

Different versions of the form explained

When people say “Form 990,” they’re usually talking about more than one form. The IRS has a few versions, and which one your nonprofit needs to file depends mostly on your size and type. Don’t worry, we’ll make it simple.

Form 990-N (e-Postcard)

This one’s for the smallest organizations. If your nonprofit made $50,000 or less in gross receipts for the year, you’ll probably file this. It’s short, free, and only available online. You just confirm your info, hit submit, and you’re done.

Form 990-EZ

Think of this as the “short version” of the full form. If your organization brings in less than $200,000 and has less than $500,000 in assets, you can file the EZ. It’s a bit more detailed than the postcard, but still manageable.

Full Form 990

This is the one most people think of when they hear “Form 990.” If your gross receipts are $200,000 or more, or your assets top $500,000, this is what you’ll need to file. It covers everything, your programs, finances, governance, and leadership.

Form 990-PF

This version is just for private foundations. It’s required no matter how much money the foundation brings in. It has special sections for investment income, grants, and payouts to meet the minimum distribution rules foundations must follow.

The bottom line? Filing the right version matters. It keeps you in good standing with the IRS and helps people understand the real impact of your work.

Key information included on IRS Form 990

Filing Form 990 isn’t just about staying legal, it’s a chance to show what your nonprofit is really doing behind the scenes. The form covers a lot of ground, and it’s public, which means anyone can look it up. Donors, funders, journalists, even volunteers. That’s why getting it right matters.

Here’s what the IRS, and the public, will see:

• What your mission is
  You’ll be asked to describe what your organization does and how it helps the community. This is your chance to tell your story clearly and concisely.
• Where your money comes from
  This includes donations, grants, event revenue, and other income. It helps the IRS (and the public) see how you’re funded.
• Where your money goes
  You’ll list expenses, things like staff salaries, program costs, fundraising expenses, and overhead. It shows how much is actually going to the mission.
• Who runs your nonprofit
  You’ll report names and compensation for board members, officers, and key staff. This adds transparency, especially for large organizations.
• Governance practices
  There are questions about board meetings, conflict-of-interest policies, and how decisions are made.
• Your tax-exempt status
  The form helps prove you’re operating within the rules that allow you to stay tax-exempt.

If you’re thinking, “That’s a lot,” you’re not wrong. But once you get the hang of it, the form actually becomes a great tool. It shows your professionalism, your impact, and your commitment to doing things the right way.

Visual content opportunity

Let’s be real, Form 990 can look intimidating at first glance. It's a lot of boxes, numbers, and IRS language. But with the right visuals, it becomes way easier to understand and navigate.

Here are some smart ways to make this process clearer for your team (and even your board):

• Screenshot of a filled-out Form 990
  A real-world example, blurred for privacy, can help you see how sections are supposed to look. Seeing it in action is often better than reading instructions.
• Annotated version of key sections
  Imagine a version of the form with simple notes in the margins: “Here’s where you write your mission,” or “This is where program revenue goes.” These kinds of annotations turn a technical form into something much more accessible.
• Highlight boxes or callouts
  Use color-coded highlights to show which parts are most important, which ones often get missed, and which require extra documentation.
• Comparison chart of 990 form types
  A quick-glance table showing the income thresholds, required details, and who files what can help you figure out the right path fast.

Visual aids don’t just help new team members, they’re great for seasoned staff too. Sometimes seeing it laid out makes all the difference.

Who must file and when is Form 990 due?

If your nonprofit is tax-exempt, chances are high that you need to file some version of Form 990 every year. It doesn’t matter if you had a quiet year or if you're run by just a handful of volunteers. The IRS still wants to see that form.

So, how do you know when it’s due? It all comes down to your fiscal year. Most nonprofits operate on a calendar year, meaning January through December. If that’s you, then your Form 990 is due on May 15. If you use a different tax year, just count five and a half months from the end of it.

Here’s a quick cheat sheet:

• Calendar year end (December 31)? File by May 15
• Tax year ends June 30? File by November 15
• Want more time? You can file Form 8868 for an automatic 6-month extension

The key is not to guess. Check your IRS determination letter or ask your accountant what your official year-end is. Missing your deadline, even by a few days, can trigger penalties, or worse, lead to losing your tax-exempt status if it happens repeatedly.

And here’s a pro tip: mark your calendar way before the actual due date. Give yourself at least a month of cushion to gather your info and review everything.

What happens if you file Form 990 late?

Filing Form 990 late might not seem like a big deal, but it definitely can be. The IRS takes nonprofit compliance seriously, and late filings come with real consequences.

Here’s what can happen:

• Penalties
  The IRS can charge up to $20 a day, and for larger organizations, it can go up to $110 a day, depending on your size. Those fees add up fast, especially if you’re months behind.
• Automatic revocation of tax-exempt status
  If you miss filing for three years in a row, the IRS will automatically revoke your tax-exempt status. That means your nonprofit could suddenly owe income tax, and donations to your org may no longer be tax-deductible.
• Reinstatement headaches
  Getting your status back isn’t impossible, but it’s time-consuming and expensive. You’ll need to reapply, pay fees, and wait for IRS approval. In the meantime, your donors and board might get nervous.

The good news? A single missed deadline won’t ruin everything, but it’s still something to avoid. Set up reminders, build a filing timeline, and double-check your due dates. If you're running behind, file Form 8868 to request an extension before the deadline hits.

Remember: staying in good standing with the IRS builds trust, not just with them, but with your donors, too.

Choosing how to file: paper vs e-filing

When it comes to filing Form 990, you’ve got two main options: paper or electronic. But in most cases, e-filing isn’t just easier, it’s required.

The IRS now mandates electronic filing for almost all organizations, including those using Form 990-N, 990-EZ, 990, and 990-PF. The only time you’d really file by paper is if you’ve received a special IRS exemption (which is rare).

So why go digital? Here’s what we’ve learned from experience:

• Fewer mistakes – Most e-filing systems catch errors before you submit, which saves you from corrections later.
• Faster confirmation – You’ll usually get an email saying your form was received (and accepted or rejected).
• Saves time – No printing, no mailing, no wondering if the IRS got it.

If you're using Form 990-N (the postcard), there's a free IRS site just for that. For longer forms, you’ll likely need to use approved third-party software or work with a filing service.

Even if you’re old-school and love hard copies, trust us, e-filing keeps things clean, fast, and easy. Less stress, more time to focus on your mission.

What you need before filing

Before you jump into filling out Form 990, it helps to gather everything upfront. It’ll save you from that frustrating back-and-forth of, “Wait, where’s that number?” or “Do we have last year’s file?”

Here’s a basic list we recommend having ready:

• Your EIN (Employer Identification Number)
  This is your nonprofit’s official ID with the IRS.
• The end date of your tax year
  This tells you what filing period your return will cover, and when it’s due.
• Financial records
  You’ll need details on all revenue and expenses, including donations, grants, salaries, and overhead. If you use accounting software, this is where it pays off.
• Mission statement and program descriptions
  The form asks what your nonprofit actually does. It’s not just numbers, they want your story too.
• Board and staff information
  You’ll list board members, officers, and certain staff, along with compensation if applicable.
• Past 990 filings (if available)
  These are helpful for consistency, especially if your org hasn’t changed much.

A lot of this info lives with your finance person or accountant. But if you’re a small team, you might be pulling this all together yourself. Either way, having a checklist helps you move faster and avoid delays. We’ve seen it make a big difference, especially when time’s tight.

Common mistakes to avoid when filing

Even seasoned nonprofits slip up on Form 990. The form can be long, and honestly, it's easy to miss a detail or two. But after helping a lot of organizations through this, we’ve seen the same mistakes pop up again and again. Here’s what to watch out for:

• Using the wrong form
  Choosing between 990-N, 990-EZ, or the full 990 isn’t just a preference, it depends on your revenue and assets. Filing the wrong one can lead to rejection or delays.
• Missing schedules or attachments
  Some parts of the form require extra sections, called schedules. If your org has certain activities (like fundraising events or grants to others), you must include them. Missing a required schedule is a big red flag.
• Inconsistent or outdated info
  Make sure your board list, mission statement, and financial data match your current operations. Using old or conflicting info can trigger follow-up questions from the IRS, or even donors.
• Forgetting to sign
  Yes, really. It sounds basic, but unsigned returns get rejected. If you’re e-filing, this means making sure your digital signature is complete and verified.
• Not reviewing before submitting
  This one’s huge. A second set of eyes, ideally someone who didn’t fill it out, can catch errors you’ve glossed over. We’ve seen organizations file with typos in their mission or incorrect totals simply because no one did a final review.

Form 990 isn’t something to rush. Take the time to double-check. It protects your reputation and makes sure you're showing your work in the best light.

Public access to your filed Form 990

Here’s something many folks don’t realize: once you file Form 990, it becomes public. Anyone can look it up, donors, journalists, watchdog groups, even other nonprofits. It’s all part of the deal that comes with being tax-exempt.

Your 990 shows up in places like:

• GuideStar (by Candid)
• The IRS website
• Charity Navigator
• State charity databases

And what they see matters. A clear, honest, well-prepared 990 can boost trust with potential funders. But if your form looks rushed, has gaps, or doesn’t tell your story well, it can raise red flags, even if your work is amazing.

So think of it as more than just a government form. It’s a snapshot of your organization’s credibility. Use it to your advantage.

Post-filing best practices

You’ve filed, great. But there are a few important things to do after you hit submit:

• Save a clean copy
  Keep a digital and printed version in your records. You’ll likely need it for grant applications or board meetings.
• Share it with your board
  Board members should know what was filed under their watch. It’s also a great way to keep them involved and accountable.
• Review for next year
  Make notes on what was tricky this time. That way, when next year rolls around, you’re not starting from scratch.
• Keep supporting documents organized
  If the IRS ever has questions, having your backup ready (budgets, receipts, meeting minutes) will save you big headaches.

After filing, you're not just done, you’re one step ahead for next year.

State-level considerations for Form 990 filers

Even though Form 990 is a federal form, your state might have something to say about it too. A lot of folks don’t realize that many states require nonprofits to register, report, or renew with a state agency, usually the Attorney General or Department of Charitable Organizations.

Here’s what we’ve learned to watch for:

• Charity registration requirements
  If you’re fundraising in a state (even online), you might need to register there, even if you’re based somewhere else. Many states ask for a copy of your Form 990 as part of that process.
• Annual renewal deadlines
  Some states want updated financials or proof of IRS filings every year. Missing these can cause your state registration to lapse, and that could mean fines or restrictions on fundraising.
• Additional state tax filings
  Just because you’re exempt at the federal level doesn’t always mean you’re exempt from state taxes. Some states have their own nonprofit tax forms, especially for things like sales or employment taxes.
• Disclosure statements on fundraising materials
  A handful of states (like New York and Florida) require you to include specific legal language on your donation pages, emails, and print materials.

Bottom line? Don’t assume that filing your 990 is the end of your reporting obligations. It’s worth checking your state’s rules, or any state where you raise funds, to make sure you’re in full compliance. It’s not glamorous work, but it protects your ability to keep doing the good stuff.

Tools and resources to simplify your Form 990 filings

We’ve seen firsthand how overwhelming Form 990 can feel, especially if you're a small team juggling everything else that comes with running a nonprofit. The good news? You don’t have to do it alone.

Here are some go-to tools and resources we recommend:

• IRS official tools
  The IRS website has detailed instructions, FAQs, and even an interactive course that walks you through the form. It’s a solid place to start if you’re looking for answers straight from the source.
• Nonprofit accounting software
  Programs like QuickBooks for Nonprofits or Aplos help you keep records clean all year long, which makes tax time way less stressful. If your numbers are organized, filling out the form becomes much faster.
• Third-party e-filing platforms
  Services like Tax990, File990, or TaxExempt World can guide you through the process step by step and help you submit everything online. These are especially helpful if you’re not working with a full-time accountant.
• State nonprofit portals
  Many states have their own websites where you can check registration rules, deadlines, and filing status. Bookmark yours, you’ll come back to it more often than you think.
• Downloadable Form 990 checklist
  A printable checklist can keep your whole team on the same page. From gathering board info to checking off each section, this simple tool goes a long way.

Having the right tools doesn’t just save time, it gives you peace of mind. When you know exactly what to do and when to do it, you can focus on what matters most: your mission.

Managing your mission with care

Filing Form 990 might not be the most exciting part of running a nonprofit, but it’s one of the most important. It’s your chance to show the IRS, your board, and your supporters that you’re managing your mission with care, transparency, and purpose.

Whether you’re filing the short e-Postcard or tackling the full version, getting it right builds trust and keeps your tax-exempt status safe. More importantly, it gives you the space to focus on what really matters, serving your community.

And remember, you don’t have to do it all on your own. Tools, support, and smart systems make the process smoother year after year.

Form 990 compliance doesn’t have to drain your time or energy. Partner with Harness to simplify reporting, streamline operations, and focus more on impact, not paperwork.