Glossary

A plain-language glossary of TaxNotice.ai terms — Case, Notice, Client, evidence checklist, response package, Partner Review, delivery proof, and follow-up.

Last updated 2026-06-21

This glossary defines the terms TaxNotice.ai uses across the app and these docs, in plain language. The words match what you see on screen, so you can move between a guide and a live case without translating.

Core records

Notice — the IRS document your firm needs to act on. It carries the notice code, tax year or period, amounts, dates, and the response deadline.

Case — the working record that turns one reviewed notice into controlled work. It links the notice to the client, the owner, and the deadline, and is where evidence, drafts, delivery, follow-up, and history live. See cases, notices & clients.

Client — the reusable taxpayer record your firm keeps over time: identity, contacts, partner ownership, and POA status. A client can have many cases.

Intake — the first step, where a forwarded notice is read, its facts are checked and corrected, and it is classified for urgency before it becomes a case. See intake & triage.

Evidence & authorization

Evidence checklist — the case's list of required documents: what's on file, what the client still owes, and any blocker that keeps drafting locked. See the evidence checklist.

Document request — a tracked request for missing evidence from the client. TaxNotice.ai records the request and where the document lives; client files generally stay in your existing system.

Power of Attorney (Form 2848) — the IRS authorization that lets your firm act for the taxpayer. When required, it's a visible gate: drafting stays locked until a signed Form 2848 is recorded for the case. See power of attorney.

Response & review

Response package — the bundle your firm prepares before answering the IRS: the draft letter, any IRS forms, the case facts they depend on, and the version handed to the partner. It can be a Template Letter, a PDF Form, or both. See response packages.

Template letter — an approved letter template your firm selects and edits, with verified case facts merged in.

PDF form — a supported IRS form attached to the package, prefilled from case data where supported.

Partner Review — the control point where a partner reviews the exact submitted version of a package, then approves it or requests changes. See partner review.

Revision — a partner's request for changes, with a reason. It returns the case to drafting for rework and resubmission.

Approval & signature — a partner's approval and typed signature on the package. Only partners can approve and sign, and approval produces the final approved package.

Delivery & follow-up

Delivery proof — the method-specific record that a response was sent: Certified Mail (sent date and tracking number), Fax (sent date and confirmation), or Phone Call (date, outcome, notes). A case is only sent once proof is recorded. See delivery proof and follow-up.

Monitoring — the post-send watch on the expected IRS reply window. The case waits, escalates if the IRS goes silent past the window, or pauses when it's waiting on taxpayer action.

IRS response — what the IRS sends back. Your team logs it and routes the next step: close, reset monitoring, request more information, or start another submission.

Closeout — closing the case with an outcome, final notes, and a client summary (or withdrawing it with a reason). A closed case is read-only until a formal reopen. See follow-up & closeout.

Across the app

Case status — the single status a case shows as it moves through the lifecycle, such as Drafting, Partner Review, or Awaiting IRS Response. See case states & status flow.

Notice Register — the firm-wide view of case-linked notices with their deadlines, owners, risk signals, and follow-up state in one scan.

Notice taxonomy — your firm's configuration of supported notice types and the deadline, priority, and response rules attached to each. See notice taxonomy & templates.

Audit trail — the history attached to each case: what came in, who took ownership, what was approved, when it was sent, and what happened next. The case Activity Log is the workspace view for that history, and Partners or Case Administrators can export it as a case-scoped CSV.

Roles — Case Preparer, Case Administrator, Partner, and Superadmin / Firm Owner. Each person holds one role at a time. See roles at a glance.

See these terms in a live workspace

TaxNotice.ai is opening to a small group of founding firms before launch. Request founding firm access to see how the pieces fit together on real notice work.