The January 31 statement with the elements the manual requires: contact name, address and phone, the aggregate reportable cash for the year, and that it was reported to the IRS. One statement per customer. Read it below, copy the text, print it, or download the .docx for your letterhead.
Template from tincompliance.com. IRC 6050I(e) requires a business that filed Form 8300 to give each person named on it (Part I and Part II) a written statement by January 31 of the following year. The IRS Form 8300 manual says the statement must show the name, address and telephone number of the business's contact, the aggregate amount of reportable cash received from that person during the year, and that the information was reported to the IRS (IRM 4.26.10.3(4), 4.26.10.7.2(1), July 13, 2012). No form or format is prescribed, and it is considered furnished when mailed to the person's last known address (IRM 4.26.10.7.2(3)-(4)). Two things do not count: "The practice of providing a copy of the Form 8300 to the payer at the time of sale or sending multiple copies at year's end does not meet the Form 8300 notice requirements" (IRM 4.26.10.7.2(6)). Send ONE aggregated statement per customer for the year. A copy of the filed form works only if there was a single Form 8300 for that customer, it is given after year-end, and "the filer should redact his/her TIN from the copy" (IRM 4.26.10.7.2(5)). Never send a statement for a form filed voluntarily as suspicious: "The customer is not to be notified when a Form 8300 is voluntarily filed" (IRM 4.26.10.7.1(6), 4.26.10.7.2(2)). The penalty for a statement not furnished is IRC 6722, and the manual says there is no statute of limitations on it (IRM 4.26.10.11.1, Mar. 23, 2020). Delete the bracketed guidance and these notes before sending.
[Company legal name]
[Street address]
[City, State ZIP]
[Date: on or before January 31, [year + 1]]
[Customer name as shown on Form 8300 Part I, or the person on whose behalf the transaction was conducted, Part II]
[Last known address]
Annual statement of cash payments reported to the Internal Revenue Service on Form 8300, calendar year [year]
Dear [Customer name]:
This statement is furnished as required by section 6050I(e) of the Internal Revenue Code. During calendar year [year], [Company legal name] received cash payments from you [or: on your behalf] in an aggregate amount of $[total reportable cash for the year] in connection with [brief description: e.g., the purchase of a [year make model]; legal services on matter [number]; rent on [property]]. Because the amount received in a single transaction or in related transactions exceeded $10,000, [Company legal name] reported this information to the Internal Revenue Service on Form 8300, Report of Cash Payments Over $10,000 Received in a Trade or Business.
Item | Entry |
Aggregate reportable cash received from you in [year] | $[total] |
Number of Forms 8300 filed reporting these payments | [number] |
Reported to | Internal Revenue Service |
Business contact | [Name and title] |
Business address | [Street address, City, State ZIP] |
Business telephone | [Telephone number] |
The three required elements are the contact's name, address and telephone number; the aggregate amount for the year; and the statement that it was reported to the IRS (IRM 4.26.10.7.2(1)). The transaction description and count are optional context. If the customer had several transactions, list the total, not each form; the manual requires one aggregated statement.
No action on your part is required. This statement is provided for your records. Questions about it may be directed to the contact named above.
The reporting of these payments is required by federal law of every trade or business that receives more than $10,000 in cash. It is not an indication of any wrongdoing and does not by itself affect your tax liability.
Sincerely,
[Name]
[Title]
[Company legal name]
[Telephone]
Mailing and records. Mail first class to the last known address on or before January 31; the manual treats mailing to the last known address as furnishing (IRM 4.26.10.7.2(4)). Keep a copy with the year's Forms 8300 and record the mailing date on your solicitation log or cash-receipts file: in a Title 26 examination the examiner checks the customer statements, that check "will extend into" the following January, and the examiner may contact customers to verify they were sent (IRM 4.26.11.8.3.2(11), 4.26.11.13.3(1), Aug. 4, 2021). Do not put the business's EIN on the statement; the only reason the manual gives for redacting a form copy is the filer's TIN, and a letter does not need it.
☐ List every Form 8300 filed for calendar year [year] and group them by customer (Part I) and by any person on whose behalf a transaction was conducted (Part II); each gets a statement.
☐ Remove any form filed voluntarily as suspicious (Box 1b); that customer is not notified (IRM 4.26.10.7.1(6)).
☐ For each customer, total the reportable cash across all forms for the year; one statement per customer, not one per form (IRM 4.26.10.7.2(6)).
☐ Confirm the contact name, address and telephone number on the statement are current and answered.
☐ If using a copy of the form instead of a letter (single form for the year only), give it after December 31 and redact the business's TIN (IRM 4.26.10.7.2(5)).
☐ Mail on or before January 31, [year + 1], to the last known address; log the mailing date for each customer.
☐ If a customer refused a TIN on a December transaction, the one annual TIN solicitation is also due by January 31; it may be sent in the same envelope but must carry the IRC 6723 $50 warning (IRM 4.26.10.10.3.1(5), (9)).
☐ File the copies with the Forms 8300 for the five-year retention period (IRM 4.26.10.7.1(7)).
A general-purpose starting point, not legal advice. Your facts, and your counsel, control what you send.