What is Form 16: Issuance Date, Steps to Download & File ITR

Are you ready to complete your tax returns this year? For salaried employees, downloading Form 16 is commonly used for a seamless ITR filing process. But if you are new to this, you may want clear insights into the process of downloading the Form 16, or you may want to get the latest update regarding the issuance date. So, stay hooked to this blog where we will break down what Form 16 is, the crucial sections, eligibility criteria, the steps to download it & filing the Income Tax Return, along with other questions you might have regarding this.  

What is Form 16 & How It Works?

It is an official Tax Deducted at Source (TDS) certificate that details the salary paid to you during the financial year and the exact amount of income tax deducted from it that was deposited with the government.

Form 16 is one of the primary document for a salaried individual for ITR filing because it acts as proof of income. Some embassies and visa authorities may request Form 16 as one of several supporting financial documents, depending on their documentation requirements.

But How Does Form 16 Work?

Operating under Section 203 of the Income Tax Act, 1961, Form 16 functions as a mandatory TDS certificate that your employer issues. Under this Act, if your monthly salary meets or exceeds the taxable threshold, your employer deducts a portion of your earnings as Tax Deducted at Source. After the deduction of tax under Section 192, the employer deposits the TDS with the Central Government within the prescribed time and issues Form 16 in accordance with Section 203 of the Income-tax Act and Rule 31 of the Income-tax Rules.

Recently, there have been some structural revisions performed by the Income Tax Act. Under the proposed restructuring under the Income-tax Rules, 2026, Form 16 is intended to be replaced by Form 130. However, taxpayers should refer to the forms applicable for the relevant financial year as notified by the Government. In the Financial Year 2026-2027, all employers (also the former employer, even if you resign from the previous job role) must provide you with the Form 16 on or before June 15, 2027.  

2 Distinct Sections in Form 16: Important Details Available

Form 16 has two distinct sections: Part A and Part B.

So, let’s discuss them.

1. Part - A

Part - A of Form 16 validates that your employer has officially deducted the right amount of TDS from your salary and has successfully paid it to the government. Part A of Form 16 contains 4 types of data that include:

• Your & your employer details (Name, addresses, PAN, the employer’s TAN)
• Employment duration during the FY
• TDS summary (quarter-wise breakdown of the TDS deducted against your salary and the date of the deposit)
• Certificate details (unique TDS certificate number for seamless tracking during e-filing)

2. Part - B

Part B is an employer-generated document that provides a comprehensive breakdown of your gross salary, allowable exemptions, net taxable income, and final tax liability. This distinct section also contains 4 types of details that we have mentioned right below. 

• Your gross salary including allowances, perks, and incentives
• Deductable allowances, such as HRA under Section 10(13A)/LTA under Section 10(5)
• Any sort of tax-saving investments/expenses declared by you under Chapter VI-A, Sections 80C, 80D, 80G and Section 16 
• Income other than salary declared for TDS deduction purposes
• Total taxable income offered for TDS deduction
• Your net taxable amount along with the final tax calculated and details of due refunds/tax payable
• Relief under section 89

Why Do You Need Form 16?

In India, Form 16 is commonly used for all salaried employees to accurately file their Income Tax Return (ITR). Also, it serves as official documentation to verify your net earnings, confirm the taxes remitted to the government, and act as reliable income proof for loan and visa approvals. Though Form 16 is not mandatory for validating or filing your ITR, it is considered one of the most convenient and standard documents for validating your income. 

Standard Form 16 Password Formats

Form 16 contains sensitive financial data, e.g.,  your PAN, address, and salary breakup, and to ensure comprehensive protection from unauthorised access, your employer usually password-protects it. 

Below we have mentioned some of the common password formats used by several employers, though your specific password may vary depending on your organisation. 

1. PAN + Date of Birth

This is the most common password format that consists of the first 5 letters of your PAN number (uppercase/lowercase) and your date of birth in DDMMYYYY format.

For example, if your PAN number is BDKPT7867G and your date of birth is 23rd June 1994, then your Form 16 password will be BDKPT23061994 or bdkpt23061994.

2. Full PAN

Some employers set your complete PAN number as your Form 16 password.

3. Date of Birth

Some organisations set your date of birth in DDMMYYYY or DD/MM/YYYY format as your Form 16 password to keep things easier and simpler.

4. Employee ID

Your employer may use your unique employee ID as your Form 16 password, though it rarely happens. However, sometimes, your employer may set your employee ID combined with your date of birth as your Form 16 password. 

5. TAN-Based 

TAN-based passwords are often used for organisational purposes and are not meant for opening your individual Form 16 PDF.

Below are the two scenarios when TAN-based passwords are used:

1. When employers download the official PDF/text zip files from TRACES for Part A of Form 16, they need to extract them using their TAN in uppercase letters (e.g., KOLK67457B) because the PDFs/zip files remain encrypted by the Income Tax Department. 
2. If you receive certificates for non-salary income, you need to use your employer’s TAN to open the .zip file downloaded from TRACES. 

Who Receives Form 16?

Now, if you are still in doubt regarding who receives the Form 16 and who doesn’t, check out this section where we have clarified these aspects.

To be specific, any salaried individual is entitled to receive Form 16 whose employer has deducted the applicable TDS from their payroll. Form 16 is issued to employees whose income is treated as salary and from whose salary tax has been deducted under Section 192. Individuals who are engaged as independent consultants or contractors generally receive Form 16A if tax is deducted under other TDS provisions. 

What are The Eligibility Criteria?

Employers are required to issue Form 16 where tax has been deducted under Section 192. Some employers may also issue salary certificates even where no tax is deductible.

When Form 16 is Not Required?

You don’t strictly need a Form 16 if your net taxable income is below the minimum taxable slab and your employer did not deduct any TDS. Kindly note that Form 16 is not mandatory to file your ITR. Though Form 16 is generally recommended for this purpose; however, if  Form 16 is unavailable, taxpayers may use salary slips, Form 26AS, Annual Information Statement (AIS), Taxpayer Information Summary (TIS), bank statements, and other relevant records while preparing their return accordingly. 

What If You Do Not Get Form 16?

If your employer fails to issue Form 16, you may do the following things:

1. Reach out to your employer’s HR/payroll department and request the certificate
2. Calculate manually using your monthly salary slips, bank account statement, and investment proofs
3. Use your Annual Information Statement (AIS) and Form 26AS to keep track of your taxable income, deductions, & verify that your employer has deposited your TDS

The Step-by-Step Guide to Download Form 16?

Now that you know whether you are eligible for Form 16 or not, let’s get into the details of how to download Form 16.

Form 16 is generally issued by your employer through the organisation's payroll system or HR portal. Employees may verify the TDS reflected in Form 26AS or AIS through the Income Tax e-Filing Portal, but Form 16 itself is typically provided by the employer. 

You can further, do this in 3 simple steps, and we have mentioned all of them right below.

1. Directly from Your Employer

This is the easiest and most common method to download Form 16. You can either find it by logging into your company’s employee portal or request it via email. Your employer’s HR or the Finance Department is obligated to issue your Form 16, and generally, most organisations provide you with direct access to tax documents through their internal portals.

Here is how to do it:

• Log in to your company’s payroll or employee portal
• Navigate to the Tax, Payroll, or Salary section
• Locate the Form 16 document for the relevant FY 
• Save the PDF

2. Visit The Government’s Official Portal

• Simply visit the TRACES portal
• Log in using your credentials (PAN/User ID, password, TAN, verification code)
• Navigate to the section “Download” 
• Click on “Requested Downloads”
• Select the relevant FY
• Enter your PAN details to request Form 16
• Fill in the required TDS details (total tax deducted or date of deposit)
• Click “Submit”
• Once the request is processed, click on “Download”

Once the zipped file gets downloaded, you can use the official PDF converter tool provided by the Income Tax Department of India, TRACES PDF Generation Utility, to convert the zipped file into a PDF.

3. Visit The Income Tax E-Filing Portal

If you are already a registered taxpayer, you may view and download your tax documents directly from the official Income Tax E-Filing Portal. 

All you need to do is:

• Log in to the official Income Tax E-Filing Portal 
• Click on ????
• Type “View Form 26AS”/ “Annual Information Statement” in the search bar
• Scroll down to the bottom 
• Continue clicking on the right arrow button until you find it

This way, you may view and download the Form 16 through the E-Filing dashboard portal. 

Form 16, Form 16A & Form 16B: A Comparison

While tax reporting may seem complex at first, taking it one step at a time actually makes concepts like Form 16A and Form 16B much easier to understand. 

• You will receive Form 16A from banks, tenants, and clients for non-salary income such as FD interests, rental income, or other professional fees. 
• Your property buyer will issue you a Form 16B, which serves as official proof that the applicable 1% TDS was deducted and deposited with the government during the sale of your immovable property using Form 26QB.

To make things less complicated for you, we have attached a comparison chart between Form 16, 16A, and 16B below.

Steps to File Income Tax Return (ITR) Using Form 16

Now we will discuss how you can file your ITR using your Form 16. Form 16 is one of the most widely used supporting documents by most of the salaried employees for ITR filing. The process is simple if you follow the right steps, and we have mentioned them right below.

• Step 1: Collect your documents, e.g., Form 16 Part A & Part B, Form 26AS, and AIS 
• Step 2: Log in to the official Income Tax E-Filing Portal using your credentials (PAN/Aadhaar/password)
• Step 3: Navigate to the dashboard, then, select e-File, then, click on Income Tax Returns, then next, click on File Income Tax Return
• Step 4: Choose the relevant Assessment Year and select “Online” as your filing mode
• Step 5: Select the applicable ITR form (will discuss it later)
• Step 6: Fill in your salary breakup, allowances, and deductions under Section 10, 80C, 80D, and your employer’s PAN and TAN
• Step 7: Ensure that your Form 16 matches your Form 26AS to prevent any mismatch in your claimed TDS
• Step 8: Preview your return, look for errors, and re-validate the information
• Step 9: Complete your ITR filing by verifying your return using an Aadhaar OTP or net banking

About Your Applicable ITR Form

Your applicable Income Tax Return (ITR) form depends on your taxpayer category and your specific income sources. Various entities, including individuals, HUFs, LLPs, companies, and trusts, must choose the specific ITR form that applies to their unique financial profile.

Below is A Table of The Common ITR Forms for Individuals & HUFs

Things to Consider While Filing ITR

For a seamless filing of ITR using Form 16, you need to consider a few things. Below are the key considerations to keep in mind for an error-free ITR filing process.

• Select the correct ITR form to avoid a ‘defective’ return, delays, and penalties
• Evaluate both the Old (higher tax burden in many cases and allowing exemptions) and New Tax Regimes (concessional slab rates, fewer deductions) to see which results in a lower tax liability.
• Make sure you download and review your IAS and Form 26AS from the official Income Tax E-Filing Portal and cross-check your details (salary, interest income, TDS, etc.)
• Make sure you declare all your income sources (e.g., bank interest/Dividends, rental income, capital gains from mutual funds, shares, or property assets, foreign income/assets if you are a resident)
• Take the deadlines seriously
• Make sure you e-verify your ITR within the 30-day window after submission

Income Tax Update for FY 2026-2027

For FY 2026-2027, the income tax slabs and rates remain unchanged from FY 2025-2026. 

Below is A Table Showcasing The New Tax Regime slabs & Rates

The New Tax Regime basically makes up to Rs 12 Lakhs of net taxable income completely tax-free because salaried taxpayers automatically get a standard deduction of Rs 75,000. So, even if you earn a gross salary of up to Rs 12.75 Lakh, there are certain specific assumptions where you owe zero tax, which include-

• Resident individual
• Only salary income
• Standard deduction available
• Rebate conditions satisfied
• No excluded income

Also, if your final income goes up to Rs 12 Lakh, you have to pay Rs 60,000 in tax. However, the Government provides salaried employees with a special discount of up to ?60,000 as per the Section 87A Rebate and the applicable tax regime; your actual tax amount basically comes down to exactly zero.

Check out the table below to get a better insight into how a salaried individual in India can earn a Cost to Company (CTC) of up to Rs 12.75 Lakh without paying any personal income tax under the New Tax Regime.

Other Key Provisions & Features to Consider

• If your taxable income slightly exceeds Rs 12 Lakh under the New Tax Regime, you are eligible for marginal tax relief. 
• Employer NPS contributions are deductible up to 14% of the employee’s basic salary under Section 80CCD(2)
• The New Tax Regime restricts common deductions such as 80C, HRA, and LTA
• Surcharge capping is strictly limited to 25% across high-income brackets under the New Tax Regime

So, if you are a taxpayer with significant investments, you can compare and opt for the Old Tax Regime to maintain a basic exemption of Rs 2.5 Lakh as it allows traditional deductions. 

Crucial Deadlines: Revisions & Updated Return Filing

IT returns concerning the Assessment Year (AY) 2026-2027 for income earned in FY 2025-2026 still maintain the old compliance rules with the standard filing deadline of July 31st, 2026. Though an updated Income Tax Act is actively used for real-time compliance, individuals and HUFs must file their ITR on or before July 31, 2026 (whose accounts don’t require auditing).

However, for businesses and accounts that require an audit, the standard filing deadlines are as follows:
 

What If You Miss The Primary Deadline?

You can still file your ITR even if you miss your primary deadline; however, it may attract late fees or interest. 

• You can file your revised or late returns for FY 2025-2026, corresponding to AY 2026-2027, up to March 31, 2027
• An updated return (using Form ITR-U under Section 139(8A)) allows you to file your ITR up to 4 years from the end of the relevant AY with additional tax outgo

So, you must complete and file your tax audit report exactly one month before the statutory ITR filing deadline under Section 44AB of the Income Tax Act. 

Key Factors Related to The Tax Audit Process

•  If your business Turnover exceeds Rs 1 Crore or Rs 2 to Rs 10 Crores in specific cases, a tax audit is mandatory under Section 44AB
• The same rule applies to you if your professional receipts exceed Rs 50 Lakhs
• If you fail to submit the tax audit report on time, you are entitled to pay a late fee, as the Union Budget has shifted the percentage-based penalty to a mandatory and strict fee structure.

Below is The Breakdown of The Late Fee Structure

If you fail to get your accounts audited or submit a tax audit report, you will be liable to pay a penalty under Section 271B of the Income-tax Act, 1961. The Assessing Officer may ask you to pay a penalty of  0.5% of turnover/gross receipts or Rs. 1,50,000, whichever is lower.

However, you might be subject to the Statutory Relief under Section 273B, which means, if you can prove there was a “reasonable cause” behind your failure to get your accounts audited or submit a tax audit report, in that case, paying the penalty is not mandatory. However, for that, you must establish enough grounds that justify the delay or non-compliance. 

Also, do not forget to track the official notifications on the Income Tax Department Portal to keep up with the last-minute updates. 

Get End-to-End Income Tax Filing Support Services from Us

Starting a new job and filing your ITR for the first time is a wonderful new learning experience that empowers you to manage your taxes confidently. However, teaming up with Online Legal India and getting expert assistance in sorting and cross-checking your Form 16 details against your Form 26AS, ITR filing, and end-to-end compliance support will make things a lot easier for you.

Frequently Asked Questions

Q1. When will I get Form 16 for FY 2026-2027?

Ans: Your employer is obligated, where applicable under the Income-tax Act and TDS provisions, to issue your Form 16 by June 15th of the FY following the year in which your salary was paid, and tax was deducted. For example, you should get your Form 16 for the FY 2026-2027 by 15th June, 2027. Many organisations also release the Form 16 in mid-May or early June right after finishing their annual TDS returns.  

Q2. Will I get Form 16 if I am a self-employed individual?

Ans: Form 16 is a specialised Tax Deducted at Source (TDS) certificate issued exclusively by employers to salaried professionals. As a self-employed individual, you independently manage your finances and are not issued this specific salaried document under Section 203 of the Income-tax Act, 1961.

Q3. How can I best ensure whether my employer has already deducted the applicable TDS from my salary in case I haven’t got my Form 16? 

Ans: You can verify whether your employer has deducted and deposited TDS by checking your Form 26AS or Annual Information Statement (AIS) on the Income Tax e-Filing portal. These records display the TDS reported against your PAN. Under Section 203 of the Income-tax Act, 1961, an employer who has deducted TDS under Section 192 is required to issue Form 16 within the prescribed time. If you have not received it, you should contact your employer to confirm its status or resolve any discrepancy.

Q4. Am I entitled to file ITR if no Form 16 has been issued to me by the employer?

Ans: Yes. You can file your ITR even if you have not received Form 16. Form 16 is a TDS certificate issued by your employer, but it is not a mandatory document for filing your return. You can use your salary slips, Form 26AS, Annual Information Statement (AIS), Taxpayer Information Summary (TIS), and other relevant financial records to accurately report your income and taxes. If you are required to file an ITR under the provisions of the Income-tax Act, 1961, or wish to claim a tax refund, you should file your return within the prescribed due date. 

Q5. What should I do if there is an error in my Form 16?

Ans: If you find an error in your Form 16, contact your employer’s HR/payroll department immediately and request a revised one. Also, you can file your ITR using the accurate details and supporting documents. 

Q6. How to verify the authenticity of my Form 16?

Ans: Start by cross-checking the TDS figures against your Form 26AS and validate the digital signature. Also, download it from the Income Tax Department’s TRACES portal and make sure the Form 16 displays a 7-character alphanumeric unique certificate number in Part A