The 10 most used PDF forms in 2025: IRS forms usage report for the U.S.

• Taxes rule the charts. The IRS handled 266.6M federal returns/forms in FY2024; 161M+ were individual 1040s. Information returns hit 4.57B, and 93.9% came in electronically—evidence that online forms and digital forms in digital format have overtaken paper forms for form submission.
• Passports are still booming. FY2024 set another record with 24.52M passports issued—translation: tons of DS-11/DS-82 activity as people fill and file travel documents from mobile devices before visiting acceptance facilities.
• Small filers, big change. If you file 10+ information returns in aggregate, you must e-file. The free IRS IRIS portal makes 1099s painless and reduces manual data entry and manual effort while improving data accuracy and record keeping.
• Business forms are steady workhorses. FY2024 counts: 1120-S (6.08M), 1065 (5.10M), 1120 (2.25M)—core forms that many business users still prepare from templates and then integrate with payroll, sales, and data processing systems.
• Whether you need a request form to collect information from customers or you’re managing tax information and onboarding new hires, an end-to-end platform like pdfFiller helps you create forms, add signatures, attach images, and submit specific IRS forms (form W-2, 1099-MISC, 1099-NEC, form 941)—with seamless integration into everyday tools and services.

If you’re a U.S. taxpayer—solo filer, finance lead, or small business owner—this is your quick tour of the most popular PDF forms you’ll actually touch in 2025. We pulled the freshest agency numbers (IRS Data Book 2024, State Department stats, and 2024–2025 IRS guidance) and translated them into practical takeaways for your workflows. You’ll see where digital forms beat paper forms, how to collect the required information with less manual effort, and which features (like conditional logic, drag and drop builders, and automated follow ups) reduce error-prone steps for your IT department and frontline teams.

The top 10 most used PDF forms (USA, 2025)

1) Form W-2 — Wage and Tax Statement

The W-2 form is everywhere—covering nearly every employee—and it’s tucked inside that 4.57B pile of information returns the IRS received in FY2024; 93.9% arrived electronically. With the 10-return e-file rule now in force, even small employers are digital by default via SSA’s EFW2 specs. Many employers now start with simple online forms to collect information (legal name, SSN, contact and address details) and use a workflow that exports to EFW2 for the official form submission—cutting manual data entry and improving data accuracy.

Who files / who receives: Employers file with the Social Security Administration (SSA) and furnish copies to employees. 
Key deadline: Jan 31 to SSA and to employees (next business day if weekend/holiday). (Social Security)
How to e-file: Via SSA Business Services Online (BSO). Files must follow SSA’s EFW2 format (W-2) or EFW2C (W-2c). Login is available through Login.gov or ID.me. 
Common mistakes to avoid: Name/SSN mismatches (use SSNVS before filing); incorrect wages/taxes requiring a W-2c correction. (Social Security)
Recordkeeping: Keep employment-tax records at least 4 years after the tax becomes due or is paid. (IRS)

2) Form 1040 (U.S. Individual Income Tax Return)

The staple of personal tax season. The IRS processed 161M+ individual returns in FY2024, with 93.3% e-filed. Many filers still prepare a review copy in Adobe Acrobat Reader or a tax software preview first, then e-file through a provider. If you create forms to gather dependent info from clients (for preparers) or customers (for VITA), conditional logic in intake web forms helps surface only the required information, reducing errors when you finalize the document.

Who files: Most U.S. individuals (including many sole proprietors via Schedule C).
Key deadline: Tax Day is April 15, 2025 (70th anniversary of the date). You can request an extension to Oct 15 with Form 4868, but any tax due remains payable by Apr 15. (IRS)
How to file: E-file through an IRS-authorized provider; extensions via Form 4868 (by the original due date). (IRS)
Common mistakes to avoid: Assuming an extension also extends time to pay (it does not). (IRS)
Recordkeeping: Keep individual tax records generally 3 years; longer in special cases (e.g., unreported income).  

3) Form 1099-NEC (Nonemployee Compensation)

Contractors, creators, and gig platforms keep this near the top. It’s a big contributor to the 4.57B information returns. The 10-return aggregate threshold and the no-cost IRIS portal mean more filers, more e-filing, fewer headaches—and fewer spreadsheets. Teams often run a simple payee request form to collect W-9 details (TIN, address), then merge into 1099-NEC PDFs for recipients. This process reduces corrections and speeds form submission at scale, especially when combined with automated follow ups.

Who files / threshold: Payers report $600+ in nonemployee compensation (e.g., freelancers). (IRS)
Key deadline: Jan 31 to recipients and to the IRS (paper or e-file).
How to e-file: Use the IRS IRIS Information Returns Intake System (new 1099 e-file option). The general e-file threshold across information returns is 10 or more combined returns. (IRS)
State coordination: Some states receive 1099 data through the IRS Combined Federal/State Filing (CF/SF) program—verify your state’s rules. (IRS)
Penalties: Failures to file/furnish trigger penalties under IRC §§6721/6722 (amounts vary by lateness and volume). (IRS)

4) Form 1099-INT (Interest Income)

Banks and brokers issue these at scale—think tens of millions of account holders. Same e-file rules, same IRIS runway. Where institutions still rely on paper forms for opt-ins, moving to digital format cuts postage and preserves data accuracy. For record keeping, many firms expose a secure page where users can access and re-download the pdf.

Who files / threshold: Report $10+ in interest (or $600+ in trade/business interest of certain types), or any amount if federal tax was withheld. (IRS)
Key deadlines: Furnish to recipients by Jan 31; file with IRS by Mar 31 (e-file) for the prior year (or next business day when applicable).  
How to e-file: IRIS or FIRE (per IRS specifications); IRIS supports the 1099 series. (IRS)
Notes & pitfalls: Don’t mix OID with interest—use 1099-OID where applicable. Backup withholding requires reporting even under $10.  

5) Form 1099-DIV (Dividends and Distributions)

Brokerage accounts plus taxable dividends keep 1099-DIV volumes high. Again, it sits under those combined information return totals and e-file requirements. Firms typically use standardized templates and bulk data processing to generate recipient copies—often with a branded link in an email follow up so clients can access their statement securely.

Who files / threshold: File for each person paid $10+ in dividends or certain distributions, or $600+ as part of a liquidation; also when foreign/backup tax is withheld. (IRS)
Key deadlines: Furnish to recipients by Jan 31; IRS filing generally Mar 31 if e-filing (see IRS guide for any exceptions). 
How to e-file: IRIS/FIRE; e-file requirement applies at 10+ aggregated information returns.  
Notes & pitfalls: Substitute payments in lieu of dividends are handled under 1099-MISC box 8 guidance, not as regular dividends. 

6) Forms DS-11 / DS-82 (U.S. passports: new vs. renewal)

Travel demand hasn’t cooled. FY2024 passports issued: 24,515,786 (books + cards). Applicants often start in an online form filler, then print the final pdf (single-sided) for in-person or mail workflows. For families, a short intake request form (names, DOB, contact details, proof attachments/images) keeps record keeping tidy across multiple applications.

Who uses: First-time applicants, children under 16, applicants who don’t qualify for mail-in renewal, or those replacing a lost/stolen/damaged passport. Must apply in person with supporting ID/citizenship evidence. (Travel.gov)
Submission tips: Complete the form online and print single-sided; do not sign until instructed by an acceptance agent. (Travel.gov)
Where to start: State Department Form Filler/Form Finder provides the latest DS-11 PDF and guidance. (eForms)

7) Form 1120-S (S-corp return)

SMB favorite. 6,080,370 returns in FY2024 make this one of the most commonly prepared business PDFs. Many accounting teams rely on a “prep packet” built as digital forms to collect K-1 owner details, officer signatures, and book-tax adjustments. A well-designed workflow ensures fewer late-night chases and faster CPA review—especially when the system can automate follow ups and integrate with GL software.

Who uses: Adult renewals by mail if you can submit your most recent passport, it was issued when you were age 16+, issued within the last 15 years, undamaged, and in your current name (or with legal name-change proof). (Travel.gov)
Good to know: You can renew a second passport book using DS-82 if you submit the book with your application; always print forms single-sided. (Travel.gov)
Where to start: Use the State Department’s online Form Filler for the latest DS-82. (eForms)

8) Form 1065 (Partnership return)

Partnerships—operating companies and funds—keep this busy: 5,100,408 returns in FY2024. Many partnerships start with a partner data collection form (TINs, capital accounts, transactions), then generate K-1 PDFs. If you handle real estate forms (leases, purchase addenda) as attachments, storing everything in one platform simplifies audits and investor reporting.

Who files: Corporations with a valid S election (Form 2553 accepted).
Key deadline: 15th day of the 3rd month after the tax year ends (calendar-year 2024 returns due Mar 17, 2025). (IRS) 
E-file rule of thumb: If an S-corp files 10+ returns of any type during the calendar year, it must e-file Form 1120-S (waivers/exemptions available).  
Extension: File Form 7004 by the original due date to extend the return.  

9) Form 1120 (C-corp return)

Classic corporate return at 2,252,027 filings in FY2024. Controllers often prefer a structured intake built with drag and drop components (trial balance upload, apportionment input, officer signatures) and export to tax prep software. For the IT department, centralized access controls and SSO reduce risk; for finance, reusable templates and checklists cut manual effort.

Who files: Partnerships (including many multi-member LLCs).
Key deadline: 15th day of the 3rd month after the partnership’s tax year ends (calendar-year 2024 returns due Mar 17, 2025). (IRS)
E-file rule of thumb: Partnerships generally must e-file if they file 10+ returns of any type in the calendar year (see instructions for details/exceptions).  
Extension: Form 7004 by the original due date.  

10) Form 1099-MISC (Miscellaneous Information)

Still the catch-all for things like rents and royalties. It benefits (and is compelled by) the same 10-return e-file rule and IRIS pipeline as its 1099 siblings. Landlords commonly pair a tenant request form (banking, EIN/SSN) with real estate forms like W-9s, leases, and addenda—then output recipient PDFs plus an e-file ready file. This reduces back-and-forth and keeps record keeping centralized.

Who files: C corporations (and certain entities required to file a pro forma 1120 with Form 5472).  
Key deadline: Generally 15th day of the 4th month after the end of the tax year (calendar-year due Apr 15); special rule for June 30 fiscal-year filers (due 15th day of the 3rd month).  
How to e-file / extend: Corporations can e-file Form 1120 and use Form 7004 for an extension (file by the regular due date).  

What’s changing right now

E-file isn’t the future—it’s the default

The IRS processed 266.6M returns and forms in FY2024. 82.5% were e-filed across all return types; 93.3% for individual returns. For information returns, paper is basically extinct: 4.57B total; 4.29B electronic; just 2.61M on paper. Meanwhile, the 10-return e-file rule and the free IRIS portal make “digital-first” unavoidable—and easier. If you’re comparing toolchains, many pair microsoft forms for quick intake with a PDF workflow, but consolidating into one powerful tool can be a great tool for compliance—especially if you need seamless integration with storage, SSO, and e-sign services.

Information returns by filing channel during 2019-2024

Passports: another record, still climbing

FY2024 issuance reached 24.52M, up from 24.02M in FY2023 and 21.99M in FY2022. Bottom line: DS-11/DS-82 remain some of the most completed federal forms in real life. Planning tip: Keep a shared page or folder with parent/guardian IDs, photos (images), and proof docs—your future self will thank you.

A number of U.S. passports issued during 2019-2024

Numbers that shape your filing season

• 1040s: 161M+ processed in FY2024; paid preparers e-filed ~85.4M; Free File/Direct File combined for ~3.2M. Intake online forms help preparers collect organizer details and reduce re-keying.
• Business returns: 1120-S (6.08M), 1065 (5.10M), 1120 (2.25M)—a snapshot of how pass-throughs dominate the small-business landscape, where templates, standardized components, and checklist tools keep teams aligned.
• Information returns: 4.57B total; 93.9% e-filed; paper ≈ 0.06% of the total. That shift away from paper forms to digital format shrinks cycle time and error rates.

High-volume business income returns, 2024

Who wins (and what to do next)

• Individuals (W-2/1040 crowd): E-file means faster refunds and fewer errors; the IRS issued 120.1M refunds totaling $552.7B in FY2024. Use a short intake request form to collect contact details, dependents, and deductions in one pass; add conditional logic so people see only relevant questions.
• SMBs & enterprises: The 10-return rule forces even tiny employers to digitize W-2/1099 flows. IRIS reduces vendor lock-in for 1099s. A single platform with seamless integration (storage, SSO, e-sign) cuts manual effortand compliance risk for your company.
• Banks, brokers, fintechs: Automation around 1099-INT/DIV/B and corrections is table stakes—PDF-first pipelines aligned to IRS schemas keep costs and errors in check, with better reporting to investors and regulators.

Near-term outlook (6–24 months)

• E-file share ticks higher. With Direct File pilots expanding and the 10-return threshold locked in, expect >94% e-file across major return types and an even smaller paper footprint. (Projection based on current shares + policy.)
• 1099 universe expands. The 2025 General Instructions added Form 1099-DA (digital assets). Compliance teams will standardize on PDF+schema workflows to keep up—another reason to centralize data collection, record keeping, and reporting in one place.
• Passports stay hot. With 169.9M valid passports in circulation by FY2024, DS-11/DS-82 demand should remain elevated—so keep a tidy checklist of required information and photo images.

Quick cross-form compliance reminders

• Information returns e-file threshold: If you file 10 or more information returns (aggregated across types), you generally must e-file. Plan for bulk data processing and deduping to keep data accuracy high.
• Combined Federal/State Filing (1099s): The IRS may forward certain 1099 data to participating states via CF/SF; confirm your state’s participation and any direct-file obligations. This reduces manual effort across jurisdictions.
• Penalties & corrections: For 1099-series forms, see the General Instructions for Certain Information Returns for due dates, extensions (Form 8809), correction rules, and penalties under §§6721/6722.  

Workflow tip 

With pdfFiller, you can create forms from a wide selection of templates, invite users, add signatures, and route for approvals—then export a compliant pdf or e-file-ready format. With pdfFiller, you can fill out and prepare your tax forms for submission to the IRS and actually submit specific IRS forms—form W-2, 1099-MISC, 1099-NEC, form 941. The platform supports seamless integration with cloud storage and CRMs, so you can automate tasks, reduce manual effort, and keep record keeping clean. Many teams start a free pdfFiller trial to test features, then scale to teams once they need more access, API components, or advanced tools. If you’ve been juggling Microsoft forms for intake and a separate editor for the final pdf, consolidating lowers friction for customers and internal clients alike—almost everything in one place.

Sources

• IRS Data Book 2024 (May 2025). Returns processed; e-file shares; information-return totals; business-return counts.
• IRS Tax Tip 2025-05 (Jan. 14, 2025). IRIS portal enables free e-filing of 1099 series.
• IRS Topic No. 801 (updated Oct 2025). 10-return aggregate e-file requirement.
• U.S. State Department, Reports & Statistics (accessed Oct 2025). Passports issued by year; valid passports; applications.
• IRS Instructions/Guidance (2024–2025). 1099-MISC/NEC instructions; General Instructions noting new 1099-DA.