Q2 TDS returns for CA firms: what to collect from clients before 31 Oct 2026
Short answer: before Q2 TDS filing (commonly cited deadline around 31 Oct for the Jul–Sep quarter for many deductors — always re-check income-tax / TRACES / CBDT notices), collect deductee PANs, challan details, salary vs non-salary split, and confirmation of Form 16A / salary Form 16 readiness. Keep one shared sheet so no one double-pings the same client.
Confirm the due date first
- Q2 (Jul–Sep): many firms plan against a filing date around 31 October, but that is not a substitute for the portal. Open the income-tax e-filing site and TRACES, and note any CBDT extension or return-specific rule before you message clients.
- Return type matters: salary (often Form 24Q) vs non-salary (often Form 26Q / 27Q) packs need different extracts. Do not send one generic “send TDS data” note to every client.
- If an official notice changes the date, rewrite the due line on your sheet and tell clients once, naming the notice or portal screen you checked.
What to ask clients for (checklist)
| Item | Why you need it | Ask in one line |
|---|---|---|
| TAN (and GSTIN if you also file GST for them) | Match challans and statements to the right deductor | "Confirm TAN on letterhead / TRACES profile screenshot." |
| Deductee list with PANs | PAN–name mismatches block or delay processing | "Send Jul–Sep deductee list with PAN, name, section, and amount." |
| Challan details (BSR, challan serial, date, amount) | Map payments to the quarter before return prep | "Export challan dump for Jul–Sep (or bank payment advice)." |
| Books / payroll extracts | Salary vs non-salary split and section coding | "Send payroll + ledger extract for TDS sections you deduct under." |
| Lower / nil deduction certificates (if any) | Avoid over-/under-deduction disputes vs books | "Attach any live lower-deduction / nil certificates for this period." |
| Form 16 / Form 16A readiness | Clients expect certificates after filing; flag gaps early | "Confirm who still needs Form 16 (salary) or Form 16A (non-salary)." |
- Client name, TAN, return type(s) for Q2
- Last contact date and channel (email / WhatsApp / call)
- Documents received (Y/N) and "OK to file" (Y/N/date)
- Portal due date you are working to (and extension note if any)
- Owner on your team for that client
Day-by-day chase (last ~10 days before 31 Oct)
Treat the last ten calendar days before your working due date as a fixed collect week. Adjust the calendar dates if the portal or a CBDT notice says otherwise.
| When | Who | What to ask for | Tone tip |
|---|---|---|---|
| Day −10 (e.g. 21 Oct) | All Q2 clients still missing packs | One line: "Please send Jul–Sep deductee list + challans by Day −7." | Batch send; no "urgent" yet |
| Day −8 | Clients with PAN / name issues last quarter | Confirm corrected PANs or send TRACES mismatch note | Name the specific issue |
| Day −7 | Still-silent clients | Same ask as Day −10, deadline Day −5 noon | One follow-up only if you already wrote on Day −10 |
| Day −5 | Partial packs | List only missing fields (challans, certificates, salary split) | Bullet list beats a long paragraph |
| Day −3 | Clients with books but no "OK to file" | Yes/no on draft numbers you hold | Short message; log the reply |
| Day −1 | Anyone not confirmed | "May we file Q2 TDS with the numbers we hold?" | Do not invent consent |
| Due day (~31 Oct) | Internal only | File confirmed returns; park unconfirmed with a written reason | Re-check portal that morning |
Message templates that stay polite
Day −10: "Hello — Q2 (Jul–Sep) TDS filing is on our calendar for [date]. Please send the deductee list with PANs and challan details by [Day −7]. Reply to this thread if anything is delayed."
Day −1: "Quick confirm: may we file the Q2 TDS statement with the figures we already have? Reply YES or send the correction today."
Do not quote late-fee amounts unless you have calculated them for that client from current rules.
If you want branded quarterly packs
The White-Label Client Compliance Calendar for CA Firms (₹999/year) sends four quarterly packs with your firm name on the DOCX, PDF and WhatsApp image, plus national .ics/.xlsx and extension notes. Files are made after checkout (not instant). 14-day refund from when you receive the first pack. Disclosure: that is an Unadhi product. You can use this collect checklist without buying anything.
This guide is general information for CA firm operations staff, not tax advice and not an official government publication. Due dates move — always re-check the income-tax e-filing portal, TRACES, and CBDT notices before you file or message clients. Your firm stays responsible for advice to your clients.
Sources to re-check
- Income-tax e-filing portal and TRACES — live due dates, challan and deductee utilities, any CBDT notices
- Related guides: GSTR-3B chase list before the 20th · Oct 2026 client documents checklist · what belongs on a white-label calendar
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