A notice is easier to handle when you turn it into a specific work plan. Download the full document, identify what the department is asking and assign a person to track the reply. The aim is to explain the relevant facts accurately, with evidence that another person can follow.
Authenticate the communication
The Income Tax Department provides a pre-login “Authenticate Notice / Order issued by ITD” service. Its manual describes verification using either the document identification number and mobile number, or the requested taxpayer and document details. Open the official portal independently and use the available authentication workflow; do not rely only on the appearance of an email.
If the details do not match, recheck what you entered and seek clarification through official channels. Keep a copy of the communication while investigating it.
Official reference: Income Tax Department: authenticate a notice or order
Make a one-page notice summary
Record the notice reference, date of issue, relevant year, provision cited, issuing authority, response deadline and every attachment requested. Distinguish a request for information from an intimation, demand or order. The title alone may not explain everything: read the operative paragraphs and any annexure before deciding what work is required.
For a business, give one person responsibility for collecting records and another for checking the final submission. Mark missing information explicitly rather than leaving unexplained blanks.
Build an evidence index
Organise records around the questions in the notice. Depending on the issue, the file might include the filed return, computation, tax certificates, bank extracts, relevant ledger accounts, contracts or transaction confirmations. Avoid sending an entire year of unrelated material when a clearly identified extract answers the question.
- Number attachments consistently: A1, A2 and A3, for example.
- Label each attachment with the relevant year and issue.
- Explain how totals in an attachment connect to the reply.
- Retain full originals even if the submission uses extracts.
Write the reply point by point
A useful drafting structure is: question raised, factual explanation, reconciliation, evidence reference and requested action. If the question concerns a numerical difference, show the starting figure, each reconciling item and the resulting figure. Avoid an unsupported statement that the difference is “only a mismatch.”
For example, a hypothetical duplicate bank entry should be explained by identifying both reported entries and the underlying transaction. The explanation needs records establishing duplication; the label by itself proves nothing. If part of the difference remains unresolved, say what is outstanding and what is being checked.
Review the submission and follow up
Check that the response answers every question, attachments open correctly and figures agree across the documents. Use the response channel specified for the proceeding. Preserve the final reply, attachments and acknowledgement, then record the next follow-up date.
If records are unavailable or the deadline is close, seek advice on the available procedural options promptly. Do not assume a request for extra time has been granted. A well-organised file supports a clearer response, but it cannot guarantee closure or eliminate a liability established on the facts.
Common questions
Can one template answer every notice?
No. The questions, period, legal provision and available evidence determine the reply. A template is only a starting structure.
Should I keep proof after submitting?
Yes. Keep the exact submission and acknowledgement together so that later correspondence can be checked against them.
Official sources & review note
References checked 26 September 2026. This article is general information, not case-specific tax or legal advice. Confirm subsequent notifications and the facts of your matter before acting.
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