Accounting & tax

IRS Form W-9: Request for Taxpayer Identification Number (2026)

Form W-9 is how a business collects your correct Taxpayer Identification Number (TIN) so it can report the payments it makes to you to the IRS — most often when you're an independent contractor, freelancer, or vendor.

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Jason Smith
Jason Smith, Account Executive at ClientCollect
August 11, 2026
Updated August 2026

Who needs to complete a W-9

A business asks you for a W-9 when it needs to report money it pays you to the IRS. You'll typically be asked if you're an independent contractor, freelancer, consultant, or a vendor a company pays $600 or more in a year — the amount that triggers a Form 1099. Landlords, banks, and brokerages also request W-9s to report rent, interest, and dividends.

You do not send the W-9 to the IRS. You return it to the business that requested it, and they keep it on file.

How to fill it out

  1. Name — your legal name as it appears on your tax return. Add a business name or DBA on the second line if you have one.
  2. Federal tax classification — check the box that matches how you file: individual/sole proprietor, single-member LLC, partnership, or C/S corporation.
  3. Address — where the payer should mail your 1099.
  4. Taxpayer Identification Number — your SSN if you're an individual or sole proprietor, or your EIN if you operate through a business entity.
  5. Sign and date to certify the information is correct.

Common mistakes to avoid

  • Using the wrong TIN. A name/number mismatch triggers IRS "B-notices" and can lead to backup withholding of 24% on your payments.
  • Choosing the wrong tax classification for an LLC — a single-member LLC is usually taxed as a sole proprietor unless it elected corporate status.
  • Emailing an unencrypted W-9. It contains your SSN — share it through a secure channel.

What happens next

The business uses your W-9 to prepare a Form 1099-NEC (or 1099-MISC) after year-end, reporting what they paid you. Keep your own copy so the totals match what you report on your return.

Frequently asked questions

Who has to fill out a W-9?

Independent contractors, freelancers, and vendors a business pays $600 or more in a year typically complete a W-9 so the payer can issue a 1099.

Should I put my SSN or EIN on the W-9?

Individuals and sole proprietors usually use their SSN. If you operate through an LLC or corporation with its own EIN, use the EIN.

Is it safe to send my W-9 online?

Yes — your answers are transmitted over an encrypted connection and only shared with the firm that requested the form.

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