W-9 Form
W-9 Form: What It Is, Who Needs It & How to Fill It Out
What Is Form W-9?
Form W-9, officially titled “Request for Taxpayer Identification Number and Certification,” is an IRS document used to collect key taxpayer information, such as your name, address, and Taxpayer Identification Number (TIN). This form is commonly required when a business or client must report payments made to you to the IRS — especially if you’re an independent contractor, freelancer, or vendor.
The information provided in a W-9 is used to issue Form 1099 for tax purposes.
Key Takeaways
W-9 is used by individuals and entities to provide their TIN to a business or financial institution.
The form is used to report non-employee income, such as for freelancers or independent contractors.
Submitting inaccurate or incomplete W-9 information may lead to backup withholding at a flat 24% rate.
Unlike W-4, which is for employees, W-9 is for non-employees.
Completing and signing a W-9 is required under IRS compliance rules.
Understanding the Purpose of Form W-9
The W-9 form is a request—not a submission to the IRS. When a company or client asks for your W-9, they’re preparing to report payments made to you. This could include:
Freelance/contract work
Real estate payments
Interest or dividend income
Legal settlements
Prize winnings
Royalties
The requesting company will use your W-9 details to create Form 1099, which reports the income you earned.
How to Fill Out Form W-9
Filling out a W-9 is straightforward. Here’s a step-by-step guide:
Step 1: Enter Your Full Name
Exactly as it appears on your tax return.
Step 2: Business Name (if different)
If you use a DBA or your business name differs from your legal name, list it here.
Step 3: Federal Tax Classification
Check the appropriate box (e.g., Individual/Sole Proprietor, LLC, Corporation, etc.).
Step 4: Exemptions
Leave this blank unless you are exempt from backup withholding or FATCA reporting.
Step 5 & 6: Address
Include the mailing address that will appear on your tax return.
Step 7: Requester Info (optional)
Fill in the name of the person or business requesting the form (optional).
Part I: Enter Your SSN or EIN
If you’re a sole proprietor, use your SSN. Businesses typically use their EIN.
Part II: Sign & Date
This certifies that the information is accurate under penalty of perjury.
Who Needs to Complete a W-9?
You need to complete a W-9 if:
You’re a freelancer, consultant, or contractor
You’re receiving income from investments, real estate, or other taxable sources
You’re providing services but not classified as an employee
You’re part of a business-to-business transaction
You’re winning a contest or receiving prize income
🔒 Note: You should only provide a W-9 to a verified requestor you trust. The form includes sensitive information that should be protected.
What Happens If You Don’t Provide a W-9?
If you fail to provide a W-9 or give incorrect information, the IRS requires the payer to withhold 24% of any future payments. This is known as backup withholding.
You may also face:
A $50 penalty for each incorrect or missing form
Higher tax liability
Potential issues during tax filing season
Special Considerations
TIN Requirements: You must use a valid SSN or EIN. If you don’t have one, write “Applied For” and request one from the IRS.
Backup Withholding: If the IRS has notified you that you’re subject to backup withholding, indicate that on the form.
FATCA Codes: Usually not applicable for U.S. citizens.
How to Submit Your W-9 Securely
W-9 forms contain sensitive info. Protect yourself by:
Avoiding unsecured email
Using encrypted file sharing or upload tools
Confirming the identity of the requester
On FormEase, you can fill out, e-sign, and securely send your W-9 directly to your client or download it for print — no software needed.
W-9 FAQs
Q: Is Form W-9 filed with the IRS?
No. It’s provided to the business that requested it, not the IRS.
Q: Can I use my EIN instead of SSN?
Yes, if you’re operating as a business. Sole proprietors often use SSNs.
Q: What if I make a mistake?
Submit a corrected form as soon as possible. Errors can result in penalties or incorrect 1099 forms.
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