W9 Form

What is a W9 form?

An Internal Revenue Service (IRS) Request for Taxpayer Identification Number and Certification—commonly called Form W-9—serves two principal purposes. First, it collects the payee’s taxpayer identification number (TIN) (either Social Security number or employer identification number). Second, by signing the form, the payee certifies that the payer need not withhold taxes on payments made, affirming that the worker will satisfy all income tax obligations for the applicable tax year.

A typical Form W-9 comprises:

• Part I: Identification details (legal name, business name, address, TIN, and any exemption codes).
• Part II: Payee’s certification and signature, confirming the truthfulness of the information provided.

All data on Form W-9 is protected by privacy regulations and used exclusively for tax-reporting purposes. For digital workflows, the payee may employ an electronic signature, optimizing turnaround time and recordkeeping.

When to use a W9 form?

You should collect a completed Form W-9 from any non employee payee to accurately file an information return—most often Form 1099-MISC—reflecting amounts paid during a tax year. Typically, a payer must obtain a W-9 when:

1. The recipient is not classified as an employee.
2. Total payments meet or exceed $600 in the calendar year.
3. The transaction involves services rendered or other reportable income.

Beyond contractor payments, Form W-9 information may support reporting for:

• Mortgage or bank interest.
• Real estate transaction proceeds.
• Debt cancellation.
• Student loan interest.
• IRA contributions and partnership transfers.

Non receipt of a properly completed W-9 authorizes the payer to withhold taxes at a higher rate on all subsequent payments. (For non-U.S. persons, see Form W-8 instead.)

How to fill out a W9 form?

Before you submit or accept Form W-9, verify every field is accurately completed:

1. Line 1: Enter your full legal name as shown on your federal tax return.
2. Line 2: If you use a trade name, “doing business as” (DBA), or other disregard entity name, record it here.
3. Line 3: Check the box denoting your federal tax classification (e.g., individual/sole proprietor, C corporation, S corporation, partnership, trust/estate, LLC).
4. Line 4: If you qualify for an exemption from backup withholding or FATCA reporting, enter the appropriate code.
5. Lines 5–6: Provide your complete mailing address (street address, city, state, ZIP).
6. Part I: Supply your TIN—your Social Security number (SSN) for individuals or your employer identification number (EIN) for entities.
7. Part II: Sign and date the form (handwritten or electronic signature) to certify accuracy.

What is the Information Required on a W9 Form

Form W-9 gathers eight critical data points across three sections:

• Line 1: Name (individual or entity) exactly as on your federal return.
• Line 2: Business name or DBA, if different from Line 1.
• Line 3: Federal tax classification—select precisely one.
• Line 4: Exemptions code, when applicable.
• Line 5 & 6: Mailing address including city, state, and ZIP code.
• Line 7: Account numbers (optional client or internal reference).
• Part I: Taxpayer Identification Number (TIN)—SSN or EIN.
• Part II: Certification signature attesting to the form’s correctness.

Accurate completion of these items ensures the payer can issue a proper Form 1099-MISC and remain compliant with IRS regulations on amounts paid during the tax year.

Who Must Complete a W-9 Form?

Any individual or entity to whom you will make reportable payments must furnish a Form W-9. Common scenarios include:

• Independent contractors, freelancers, or gig workers supplying services.
• Financial institutions requesting taxpayer data for interest or dividend reporting.
• Contest winners receiving prizes subject to IRS reporting.
• Parties to real estate transactions, debt cancellations, or loan interest distributions.

In each case, the payer uses the TIN and payee details to file an information return—often Form 1099-MISC or Form 1099-INT—to the Internal Revenue Service.

What are Special Considerations?

• Backup Withholding: If the IRS has notified you of underreported interest or dividends, cross out Line 2 and complete the rest.
• Real Estate Transactions: When completing a W-9 for a property sale, you may likewise omit Line 2 if instructed.
• Signature Requirement: Although the fine print suggests signing is only mandated after an IRS notice, most payers will treat any unsigned W-9 as incomple.

What is the difference between Form W-9 vs. Form W-4

Adhering to these nuances prevents payment delays and potential withholding at the IRS’s statutory rate.

Collect W-9 Forms with RSign

Need a faster, more secure way to collect W-9s? RSign makes it easy. Send W-9 requests in bulk, track responses in real time, and receive legally binding electronic signatures—on any device.

With RSign, there’s no printing, scanning, or chasing paperwork. Every signed form is encrypted, audit-trailed, and stored securely in the cloud—helping you stay compliant with IRS and financial institution requirements.

Whether you’re onboarding one freelancer or hundreds of contractors, RSign simplifies the process—saving you time, ensuring compliance, and protecting sensitive taxpayer information.