In India, TDS (Tax Deducted at Source) plays an important role in ensuring a timely tax collection process and reducing tax evasion. When a deductor (such as an employer, bank, or company) deducts tax from your income, they are required to issue a TDS certificate as proof of the tax deduction. This certificate is essential for taxpayers to claim the deducted amount while filing an Income Tax Return (ITR).
The most common TDS certificate is Form 16, issued to salaried employees, and Form 16A, applicable for non-salary payments such as interest, commission, rent, etc. This blog will guide you through the various steps involved in downloading TDS certificates online in a simple and clear manner.
Types of TDS Certificates
Before going into the download process, it’s important to understand the types of TDS certificates:
- Form 16: It is issued annually to salaried individuals by their employer. It contains details of salary paid and tax deducted.
- Form 16A: Issued quarterly for TDS on non-salary payments like interest, rent, consultancy fees, etc.
- Form 16B: Issued by the buyer to the seller in case of sale of property under Section 194IA.
- Form 16C: Issued for TDS on rent paid by individuals/HUFs under Section 194IB.
- Form 27D: Certificate for TCS (Tax Collected at Source) instead of TDS.
Each of these certificates is available on the TRACES (TDS Reconciliation Analysis and Correction Enabling System) portal.
Who Can Download TDS Certificates Online?
- Employers (for Form 16)
- Deductors (banks, companies, tenants, etc.)
- Deductees (individuals receiving the payment)
- Property buyers (for Form 16B)
- Tenants paying rent (for Form 16C)
The TRACES portal is the official platform to download the TDS certificates…!
How to Register on the TRACES Portal (If Not Already Registered)
To download TDS certificates, deductors must register on the TRACES portal.
Steps to Register (for Deductors):
- Visit https://www.tdscpc.gov.in
- Click on “Register as New User”.
- Select “Deductor” and proceed.
- Enter TAN details and verification information.
- Set your user ID and password.
- Submit the form.
Once registration is complete, you can log in and download certificates…!
Steps to Download TDS Certificates from TRACES
For Employers/Deductors (Form 16/16A/16B/16C)
Step 1: Log in to TRACES
- Go to https://www.tdscpc.gov.in
- Use your TAN, User ID, and password to log in
Step 2: Navigate to Download Section
- Click on the “Downloads” tab on the top menu
Step 3: Select the Appropriate Form
- Choose “Form 16” (for salaried employees)
- Choose “Form 16A” (for non-salary)
- Choose “Form 16B” (for property buyer)
- Choose “Form 16C” (for rent payments)
Step 4: Enter Details
- For Form 16: Select Financial Year, PAN, and employee details
- For Form 16A: Select financial year, PAN of deductee, and quarter
- For Form 16B: Enter details like acknowledgment number, PAN of buyer/seller, etc.
- For Form 16C: Provide details of the landlord, rent amount, etc.
Step 5: Submit the Request
- TRACES generates the certificate in a few hours or up to 24 hours
- You can check the status under the “Requested Downloads” section
Step 6: Download the Certificate
- Once the status is “Available,” click on “Download”
- Enter the zip file password (usually TAN in capital letters)
- Extract the PDF TDS certificate
Steps for Salaried Individuals to Obtain Form 16
Form 16 is issued by the employer, not directly available to employees on TRACES. If you are a salaried employee:
- Contact your employer’s HR or Accounts department
- Request Form 16 for the relevant financial year
- Employers download it from TRACES and provide it to employees, usually by June of each year.
How to Download Form 26AS (TDS Summary for Individuals)
Though Form 16 is issued by the employer, individuals can check the summary of their TDS in the details of Form 26AS, which is available on the Income Tax e-filing portal.
Steps to Download Form 26AS:
- Visit https://www.incometax.gov.in
- Log in using PAN, password, and captcha
- Go to “e-file” > “Income Tax Returns” > “View Form 26AS”
- Click on “Confirm” to redirect to TRACES
- Select the assessment year and format (PDF or text)
- Download and open the file using your date of birth in DDMMYYYY format as password
This form is useful to cross-check TDS deducted and helps in filing ITR.
Common Issues and Solutions
Issue 1: Certificate Not Available
- TRACES may take some time to generate certificates
- Check after a few hours or the next day
Issue 2: Password Not Working for ZIP File
- The correct password is your TAN in capital letters for deductors
- For Form 26AS, the password is the date of birth in DDMMYYYY format
Issue 3: Mismatch in PAN or Details
- Ensure that the correct PAN and other details are entered
- Raise a correction request if needed
Benefits of Downloading TDS Certificates Online
- Instant Access – No need to visit any office physically
- Official and Verified – Downloaded directly from TRACES, ensuring authenticity.
- Useful for Filing ITR – Required to claim TDS refund.
- Ease Documentation – Useful for applying for loans, visas, and income verification.
Conclusion
TDS certificates are important proof that tax has been deducted and paid to the government on your behalf. Whether you are an employer issuing TDS certificates or an individual checking your TDS deductions, the online method via the TRACES portal is simple, fast, and reliable.
For salaried individuals, always collect Form 16 from your employer. For all the other purposes, especially if you’re a deductor or have sold a property, learning how to download the correct TDS form from TRACES is essential.
Understanding these processes empowers taxpayers to stay compliant, claim rightful deductions, and avoid unnecessary hassles during the income tax filing season. Always ensure that you download the TDS certificate well before the ITR deadline so you can reconcile your tax credit smoothly.
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FAQs
1. Can I download Form 16 directly from the TRACES portal as an employee?
No, only employers or deductors can download Form 16 from the TRACES portal. As an employee, you must collect Form 16 directly from your employer after the end of the financial year, usually by June.
2. What is the password to open the downloaded TDS certificate ZIP file?
The password to open the ZIP file is usually the TAN of the deductor in capital letters (for Form 16/16A/16B/16C). For Form 26AS, the password will be the taxpayer’s date of birth (DOB) in DDMMYYYY format.
3. What should I do if the TDS certificate is not yet available on TRACES?
If the certificate status shows a status like “Submitted” or “Processing,” wait for 24 to 48 hours. Once the status changes to “Available,” you can download it. If it remains unavailable for longer, contact the TRACES helpdesk or verify that the return was filed correctly by the deductor.
