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Fill out Form 941 online, free

Enter your payroll totals for the quarter. The social security and Medicare tax, total taxes, and balance due or overpayment are worked out the way the form describes, on the official 2026 IRS PDF.

Form 941 for 2026
Math done in your browser
Both pages and the 941-V voucher

Employer

Employer identification number (EIN)

Name (not your trade name)

Trade name (if any)

Address (number, street, suite or room)

City

State

ZIP code

Report for this quarter of 2026

Part 1: This quarter

Dollars and cents. Lines 5a to 5e, 6, 10, 12 and 14 or 15a are worked out for you; check them in the preview.

1Employees paid for the pay period including Mar. 12, June 12, Sept. 12 or Dec. 12

2Wages, tips, and other compensation

3Federal income tax withheld

4No wages, tips or other compensation are subject to social security or Medicare tax

5aTaxable social security wages

× 0.124

5bTaxable social security tips

× 0.124

5cTaxable Medicare wages & tips

× 0.029

5dSubject to Additional Medicare Tax

× 0.009

13Total deposits for this quarter

Including overpayments applied from a prior quarter or from Form 941-X filed this quarter.

Part 2: Deposit schedule

16Which one applies?

Section 11 of Pub. 15 explains which depositor you are.

Part 5: Who signs

The signature and date are added by hand.

Name

Title

Best daytime phone

More boxes (adjustments, refund, closing, designee, paid preparer)

5fSection 3121(q) Notice and Demand: tax due on unreported tips

7Fractions of cents

Minus sign to reduce.

8Sick pay

9Tips and group-term life

11Qualified small business payroll tax credit for research (Form 8974)

15bIf there is an overpayment

17Your business has closed or you stopped paying wages18Seasonal employer that does not file a return for every quarter

Part 4: May the IRS speak with a third-party designee?

Paid preparer (if any)

Preparer’s name

PTIN

The preparer is self-employed

Firm’s name (or yours if self-employed)

Firm’s EIN

Address

City

State

ZIP code

Phone

The PDF is filled and the math is done in your browser. Nothing you type, including the EIN and bank details, is uploaded or stored.

Or download the blank 2026 Form 941 (PDF)

Live preview, pages 1 and 2

Form 941(Rev. March 2026)

Employer’s QUARTERLY Federal Tax Returnfor 2026

Report for this Quarter of 2026

EIN

Name (not your trade name)

Address

City

State

ZIP

Quarter

1: Jan, Feb, Mar2: Apr, May, Jun3: Jul, Aug, Sep4: Oct, Nov, Dec

Part 1Answer these questions for this quarter

1 Number of employees

2 Wages, tips, and other compensation

3 Federal income tax withheld

5a Column 1

× 0.124 = Column 2

5c Column 1

× 0.029 = Column 2

5e Total social security and Medicare taxes

6 Total taxes before adjustments

10 Total taxes after adjustments

12 Total taxes after adjustments and credits

13 Total deposits for this quarter

14 Balance due

15a Overpayment

Part 2Deposit schedule and tax liability

Less than $2,500Monthly depositorSemiweekly depositor

Total liability for quarter (must equal line 12)

Part 5Sign here

Print your name here

Print your title here

Best daytime phone

Sign your name here

Date

Preparing 941s for clients?

Every client’s Form 941 from one quarterly export

Payroll and bookkeeping firms already have each client’s quarter in a spreadsheet. Open the ready Form 941 template and upload that export, and MailMergic fills the header, the payroll lines, the 941-V voucher and your paid preparer section for every client, one PDF each, named after the client.

1Open the ready Form 941 template. Its boxes are already connected to columns like EIN, Quarter and Line 2 Wages, with the cents in a column of their own because the form has a box for them.
2Upload your client export, one row per client. MailMergic suggests which column goes in which box, and you confirm once.
3Generate one PDF per client, ready to review and sign. Every line comes from a column of your export, so check them like any return.

Fill 941s from a spreadsheet

Free to try with your own list, no credit card. Emailing from MailMergic needs a paid plan.

Client	EIN	Employees	Wages	Line 12	Deposits
Sierra Lodge Hospitality LLC	00-0004417	42	50,000.00	12,649.97	12,000.00
Truckee Coffee Co.	00-0006130	9	61,240.00	13,102.55	13,102.55
Kings Beach Marine Inc.	00-0002277	6	38,900.00	8,467.12	8,467.12
Tahoe Pediatrics PC	00-0008841	14	182,300.00	41,876.40	41,876.40
Alpine Glass LLC	00-0005093	4	22,750.00	4,903.63	4,500.00

Example client export, 5 of 38 rows

How to fill out Form 941, line by line

Header

Employer and quarter

EIN, legal name, trade name if any, address, and one box for the quarter of 2026 the return covers.

Lines 1 to 3

Employees, wages, income tax

Employees paid for the pay period including the 12th of the quarter’s last month, total wages, tips and other compensation, and federal income tax withheld.

Line 5

Social security and Medicare

Taxable wages and tips in column 1. Column 2 is column 1 times 0.124 (social security), 0.029 (Medicare) or 0.009 (Additional Medicare Tax); 5e adds column 2.

Lines 6 to 12

Total taxes

Line 6 adds lines 3, 5e and 5f. Lines 7 to 9 adjust for fractions of cents, sick pay, tips and group-term life insurance. Line 12 subtracts the research credit on line 11.

Lines 13 to 15

Deposits and balance

Your deposits for the quarter. If line 12 is more, the difference is the balance due on line 14; if less, it is the overpayment on line 15a, applied to the next return or refunded.

Part 2

Deposit schedule

Under $2,500 for the quarter, a monthly depositor with the liability for each month (the total must equal line 12), or a semiweekly depositor who attaches Schedule B.

Parts 3 and 4

Business and designee

Check line 17 if the business closed or stopped paying wages, line 18 for a seasonal employer. Part 4 lets a designee such as your bookkeeper talk to the IRS about this return.

Part 5

Sign

Complete both pages and sign. A paid preparer fills in the section below the signature.

The official instructions are at irs.gov/Form941.

Form 941 questions

When is Form 941 due?

By the last day of the month after the quarter: April 30, July 31, October 31 and January 31. If you deposited all taxes for the quarter on time and in full, you have 10 more days.

Is the math on this page right?

It follows the form: column 2 of line 5 is column 1 times 0.124, 0.029 or 0.009, rounded to the cent, and lines 5e, 6, 10, 12, 14, 15a and the Part 2 total are the sums and differences the form describes. The results come from what you type, so check them against your payroll records.

What do I put on line 7?

The small difference left by rounding when you work out the tax per paycheck instead of for the whole quarter. Use a minus sign for a reduction, for example -0.03.

Do I need the 941-V voucher?

Only if you pay a balance due with the return by check or money order. This page fills the voucher on page 3 with the line 14 amount, your EIN, name, address and quarter.

Can I file this PDF with the IRS?

Yes, print it, sign it and mail it to the address in the instructions for your state, or e-file through a provider instead. Both pages are required.

Is my data safe on this page?

The PDF is filled and the math is done inside your browser. Nothing you type, including your EIN and bank details for a refund, is sent to MailMergic or anyone else, and nothing is stored.

Do I need a MailMergic account?

No. Filling one Form 941 is free and needs no account. MailMergic is for firms that need many filled forms, such as a 941 for every payroll client each quarter.

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This page explains how to fill out the form and does the arithmetic the form describes. It is not tax advice. Check irs.gov/Form941 for the official instructions. Form 941 is an IRS form; MailMergic is not affiliated with the IRS. Facts last reviewed October 2026.