Engaging a Tax Advocate: What to Expect and How the Process Works

This is the second post in our tax advocacy series. In the first article Tax Advocacy: What It Is, When You Need It, and Your Rights as a Taxpayer we explained what tax advocacy is and when it may be needed. Here, we focus on what taxpayers should expect once they engage an advocate and how the process is typically structured.

Once a tax issue moves beyond routine compliance, uncertainty tends to increase quickly. Notices may be unclear, deadlines may feel urgent, and it is often difficult to tell whether the issue is minor or something that could escalate.  Understanding how tax advocacy works helps restore clarity and control.

Step One: Engagement and Authorization

The advocacy process begins with formal engagement and authorization. This allows a professional to communicate directly with the IRS or state taxing authority on the taxpayer’s behalf.

For many taxpayers, this step alone reduces stress. It ensures notices are handled consistently and that communication flows through someone familiar with the system, timelines, and procedural rules.  Engaging an advocate at this stage does not mean committing to full representation through resolution. It simply allows the advocate to gather information and assess the situation properly.

Phase One: Information Gathering and Compliance Review

The first substantive phase focuses on understanding the issue.

This typically includes a detailed review of:

• IRS or state notices and correspondence

• Prior tax filings and reported positions

• Supporting documentation

• Filing status and compliance gaps, such as unfiled returns

• Procedural posture, deadlines, and enforcement risk

At this stage, the advocate determines:

• What the taxing authority is asserting

• Whether the issue is procedural, factual, or interpretive

• Whether enforcement actions are pending or likely

• What constraints or limitations may apply

Because this work is front-loaded and time-intensive, it is commonly handled through an upfront retainer.  In many cases, issues are resolved or significantly narrowed once facts are organized, compliance gaps are addressed, and the matter is properly framed.

Phase Two: Analysis and Strategy Development

Once the facts are clear, the advocate moves into analysis and strategy. This phase is about evaluation, not execution.

During this phase, the advocate:

• Identifies realistic paths forward

• Explains the strengths and weaknesses of each option

• Outlines likely timelines and outcomes

• Clarifies which steps the taxpayer could reasonably handle on their own

• Explains the procedural and practical risks of self-representation

Importantly, no negotiations or commitments are made on the taxpayer’s behalf during this phase. The purpose is to ensure the taxpayer fully understands the situation and their choices before deciding how to proceed.  This phase often provides significant value even if the taxpayer chooses not to move forward with full representation.

Client Decision Point

After investigation and strategy development are complete, the taxpayer decides how to proceed.  Options may include:

• Continuing with professional representation through resolution

• Handling certain steps independently with guidance

• Taking no further action if the issue has already been resolved or clarified

A responsible advocate supports this decision-making process rather than automatically steering clients toward additional paid services.

Phase Three: Communication and Resolution

If the taxpayer chooses to proceed, the final phase involves resolution and representation.  This may include responding to audits, submitting documentation, requesting penalty relief, negotiating payment arrangements, or pursuing appeals. Resolution work is typically billed separately from the investigation and strategy phases, based on scope and complexity.

Most tax matters are resolved through structured communication rather than confrontation. Resolution often takes time, sometimes weeks or months, depending on the nature of the issue and agency response times.  Throughout this phase, the advocate keeps the matter moving forward and keeps the taxpayer informed.

Looking Ahead

Engaging a tax advocate should not feel like handing over control. When done responsibly, it provides structure, clarity, and informed choice. Take a look at our next blog which provides practical tips on how to get the most out of your relationship with your Tax Advocate.