The IRS W-9 form serves as a request for taxpayer identification number and certification. Businesses and financial institutions use it to collect information from contractors, freelancers, and other payees to report income payments and real estate transactions to the IRS. This simple yet crucial document ensures that taxes on payments to non-employees are properly reported.
The IRS W-9 form, central to financial and employment arrangements in the U.S., serves as a linchpin for both individuals and entities to provide their taxpayer identification number (TIN) and certification to others with whom they conduct business. Employers, financial institutions, and other parties require this information to accurately report income paid to the IRS, making the W-9 a critical component of tax compliance. From freelancers to contractors, and even individuals receiving certain types of income such as dividends, interest, or real estate transactions, the form's implications are far-reaching. It not only aids in ensuring that the correct amount of taxes is reported and withheld but also helps in preventing tax evasion, thereby maintaining the integrity of the U.S. tax system. As innocent as it may appear, this one-page document carries significant responsibilities and consequences for accuracy, underscoring its importance in the myriad financial transactions and relationships in the American economic landscape.
Form W-9
Request for Taxpayer
Give Form to the
(Rev. October 2018)
Identification Number and Certification
requester. Do not
Department of the Treasury
▶ Go to www.irs.gov/FormW9 for instructions and the latest information.
send to the IRS.
Internal Revenue Service
1Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.
2Business name/disregarded entity name, if different from above
3.
3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the
4 Exemptions (codes apply only to
page
following seven boxes.
certain entities, not individuals; see
instructions on page 3):
on
Individual/sole proprietor or
C Corporation
S Corporation
Partnership
Trust/estate
Printor type. InstructionsSpecific
single-member LLC
Exempt payee code (if any)
5 Address (number, street, and apt. or suite no.) See instructions.
Requester’s name
and address (optional)
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ▶
Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check
Exemption from FATCA reporting
LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is
code (if any)
another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that
is disregarded from the owner should check the appropriate box for the tax classification of its owner.
Other (see instructions) ▶
(Applies to accounts maintained outside the U.S.)
See
6 City, state, and ZIP code
7List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.
Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.
Part II Certification
Social security number
–
or
Employer identification number
Under penalties of perjury, I certify that:
1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2.I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and
3.I am a U.S. citizen or other U.S. person (defined below); and
4.The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Signature of
Here
U.S. person ▶
Date ▶
General Instructions
• Form 1099-DIV (dividends, including those from stocks or mutual
Section references are to the Internal Revenue Code unless otherwise
funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross
noted.
proceeds)
Future developments. For the latest information about developments
• Form 1099-B (stock or mutual fund sales and certain other
related to Form W-9 and its instructions, such as legislation enacted
transactions by brokers)
after they were published, go to www.irs.gov/FormW9.
• Form 1099-S (proceeds from real estate transactions)
Purpose of Form
• Form 1099-K (merchant card and third party network transactions)
An individual or entity (Form W-9 requester) who is required to file an
• Form 1098 (home mortgage interest), 1098-E (student loan interest),
information return with the IRS must obtain your correct taxpayer
1098-T (tuition)
identification number (TIN) which may be your social security number
• Form 1099-C (canceled debt)
(SSN), individual taxpayer identification number (ITIN), adoption
• Form 1099-A (acquisition or abandonment of secured property)
taxpayer identification number (ATIN), or employer identification number
Use Form W-9 only if you are a U.S. person (including a resident
(EIN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
alien), to provide your correct TIN.
returns include, but are not limited to, the following.
If you do not return Form W-9 to the requester with a TIN, you might
• Form 1099-INT (interest earned or paid)
be subject to backup withholding. See What is backup withholding,
later.
Cat. No. 10231X
Form W-9 (Rev. 10-2018)
Page 2
By signing the filled-out form, you:
1.Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),
2.Certify that you are not subject to backup withholding, or
3.Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and
4.Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting, later, for further information.
Note: If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.
Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:
•An individual who is a U.S. citizen or U.S. resident alien;
•A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States;
•An estate (other than a foreign estate); or
•A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners’ share of effectively connected taxable income from such business. Further, in certain cases where a Form W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid section 1446 withholding on your share of partnership income.
In the cases below, the following person must give Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States.
•In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity;
•In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and
•In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and not the beneficiaries of the trust.
Foreign person. If you are a foreign person or the U.S. branch of a foreign bank that has elected to be treated as a U.S. person, do not use Form W-9. Instead, use the appropriate Form W-8 or Form 8233 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities).
Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items.
1.The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien.
2.The treaty article addressing the income.
3.The article number (or location) in the tax treaty that contains the saving clause and its exceptions.
4.The type and amount of income that qualifies for the exemption from tax.
5.Sufficient facts to justify the exemption from tax under the terms of the treaty article.
Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption.
If you are a nonresident alien or a foreign entity, give the requester the appropriate completed Form W-8 or Form 8233.
Backup Withholding
What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 24% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding include interest, tax-exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, payments made in settlement of payment card and third party network transactions, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding.
You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return.
Payments you receive will be subject to backup withholding if:
1.You do not furnish your TIN to the requester,
2.You do not certify your TIN when required (see the instructions for Part II for details),
3.The IRS tells the requester that you furnished an incorrect TIN,
4.The IRS tells you that you are subject to backup withholding
because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or
5.You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only).
Certain payees and payments are exempt from backup withholding. See Exempt payee code, later, and the separate Instructions for the Requester of Form W-9 for more information.
Also see Special rules for partnerships, earlier.
What is FATCA Reporting?
The Foreign Account Tax Compliance Act (FATCA) requires a participating foreign financial institution to report all United States account holders that are specified United States persons. Certain payees are exempt from FATCA reporting. See Exemption from FATCA reporting code, later, and the Instructions for the Requester of Form W-9 for more information.
Updating Your Information
You must provide updated information to any person to whom you claimed to be an exempt payee if you are no longer an exempt payee and anticipate receiving reportable payments in the future from this person. For example, you may need to provide updated information if you are a C corporation that elects to be an S corporation, or if you no longer are tax exempt. In addition, you must furnish a new Form W-9 if the name or TIN changes for the account; for example, if the grantor of a grantor trust dies.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect.
Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty.
Page 3
Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.
Specific Instructions
Line 1
You must enter one of the following on this line; do not leave this line blank. The name should match the name on your tax return.
If this Form W-9 is for a joint account (other than an account maintained by a foreign financial institution (FFI)), list first, and then circle, the name of the person or entity whose number you entered in Part I of Form W-9. If you are providing Form W-9 to an FFI to document a joint account, each holder of the account that is a U.S. person must provide a Form W-9.
a.Individual. Generally, enter the name shown on your tax return. If you have changed your last name without informing the Social Security Administration (SSA) of the name change, enter your first name, the last name as shown on your social security card, and your new last name.
Note: ITIN applicant: Enter your individual name as it was entered on your Form W-7 application, line 1a. This should also be the same as the name you entered on the Form 1040/1040A/1040EZ you filed with your application.
b.Sole proprietor or single-member LLC. Enter your individual name as shown on your 1040/1040A/1040EZ on line 1. You may enter your business, trade, or “doing business as” (DBA) name on line 2.
c.Partnership, LLC that is not a single-member LLC, C corporation, or S corporation. Enter the entity's name as shown on the entity's tax return on line 1 and any business, trade, or DBA name on line 2.
d.Other entities. Enter your name as shown on required U.S. federal tax documents on line 1. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on line 2.
e.Disregarded entity. For U.S. federal tax purposes, an entity that is disregarded as an entity separate from its owner is treated as a “disregarded entity.” See Regulations section 301.7701-2(c)(2)(iii). Enter the owner's name on line 1. The name of the entity entered on line 1 should never be a disregarded entity. The name on line 1 should be the name shown on the income tax return on which the income should be reported. For example, if a foreign LLC that is treated as a disregarded entity for U.S. federal tax purposes has a single owner that is a U.S. person, the U.S. owner's name is required to be provided on line 1. If the direct owner of the entity is also a disregarded entity, enter the first owner that is not disregarded for federal tax purposes. Enter the disregarded entity's name on line 2, “Business name/disregarded entity name.” If the owner of the disregarded entity is a foreign person, the owner must complete an appropriate Form W-8 instead of a Form W-9. This is the case even if the foreign person has a U.S. TIN.
Line 2
If you have a business name, trade name, DBA name, or disregarded entity name, you may enter it on line 2.
Line 3
Check the appropriate box on line 3 for the U.S. federal tax classification of the person whose name is entered on line 1. Check only one box on line 3.
IF the entity/person on line 1 is
THEN check the box for . . .
a(n) . . .
•
Corporation
Individual
Individual/sole proprietor or single-
Sole proprietorship, or
member LLC
Single-member limited liability
company (LLC) owned by an
individual and disregarded for U.S.
federal tax purposes.
LLC treated as a partnership for
Limited liability company and enter
U.S. federal tax purposes,
the appropriate tax classification.
LLC that has filed Form 8832 or
(P= Partnership; C= C corporation;
2553 to be taxed as a corporation,
or S= S corporation)
LLC that is disregarded as an
entity separate from its owner but
the owner is another LLC that is
not disregarded for U.S. federal tax
purposes.
Line 4, Exemptions
If you are exempt from backup withholding and/or FATCA reporting, enter in the appropriate space on line 4 any code(s) that may apply to you.
Exempt payee code.
•Generally, individuals (including sole proprietors) are not exempt from backup withholding.
•Except as provided below, corporations are exempt from backup withholding for certain payments, including interest and dividends.
•Corporations are not exempt from backup withholding for payments made in settlement of payment card or third party network transactions.
•Corporations are not exempt from backup withholding with respect to attorneys’ fees or gross proceeds paid to attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1099-MISC.
The following codes identify payees that are exempt from backup withholding. Enter the appropriate code in the space in line 4.
1—An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2)
2—The United States or any of its agencies or instrumentalities
3—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities
4—A foreign government or any of its political subdivisions, agencies, or instrumentalities
5—A corporation
6—A dealer in securities or commodities required to register in the United States, the District of Columbia, or a U.S. commonwealth or possession
7—A futures commission merchant registered with the Commodity Futures Trading Commission
8—A real estate investment trust
9—An entity registered at all times during the tax year under the Investment Company Act of 1940
10—A common trust fund operated by a bank under section 584(a) 11—A financial institution
12—A middleman known in the investment community as a nominee or custodian
13—A trust exempt from tax under section 664 or described in section 4947
Page 4
The following chart shows types of payments that may be exempt from backup withholding. The chart applies to the exempt payees listed above, 1 through 13.
IF the payment is for . . .
THEN the payment is exempt
for . . .
Interest and dividend payments
All exempt payees except
for 7
Broker transactions
Exempt payees 1 through 4 and 6
through 11 and all C corporations.
S corporations must not enter an
exempt payee code because they
are exempt only for sales of
noncovered securities acquired
prior to 2012.
Barter exchange transactions and
Exempt payees 1 through 4
patronage dividends
Payments over $600 required to be
Generally, exempt payees
reported and direct sales over
1 through 52
$5,0001
Payments made in settlement of
payment card or third party network
transactions
1See Form 1099-MISC, Miscellaneous Income, and its instructions.
2However, the following payments made to a corporation and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys’ fees, gross proceeds paid to an attorney reportable under section 6045(f), and payments for services paid by a federal executive agency.
Exemption from FATCA reporting code. The following codes identify payees that are exempt from reporting under FATCA. These codes apply to persons submitting this form for accounts maintained outside of the United States by certain foreign financial institutions. Therefore, if you are only submitting this form for an account you hold in the United States, you may leave this field blank. Consult with the person requesting this form if you are uncertain if the financial institution is subject to these requirements. A requester may indicate that a code is not required by providing you with a Form W-9 with “Not Applicable” (or any similar indication) written or printed on the line for a FATCA exemption code.
A—An organization exempt from tax under section 501(a) or any individual retirement plan as defined in section 7701(a)(37)
B—The United States or any of its agencies or instrumentalities
C—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities
D—A corporation the stock of which is regularly traded on one or more established securities markets, as described in Regulations section 1.1472-1(c)(1)(i)
E—A corporation that is a member of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(1)(i)
F—A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state
G—A real estate investment trust
H—A regulated investment company as defined in section 851 or an entity registered at all times during the tax year under the Investment Company Act of 1940
I—A common trust fund as defined in section 584(a) J—A bank as defined in section 581
K—A broker
L—A trust exempt from tax under section 664 or described in section 4947(a)(1)
M—A tax exempt trust under a section 403(b) plan or section 457(g) plan
Note: You may wish to consult with the financial institution requesting this form to determine whether the FATCA code and/or exempt payee code should be completed.
Line 5
Enter your address (number, street, and apartment or suite number). This is where the requester of this Form W-9 will mail your information returns. If this address differs from the one the requester already has on file, write NEW at the top. If a new address is provided, there is still a chance the old address will be used until the payor changes your address in their records.
Line 6
Enter your city, state, and ZIP code.
Part I. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (ITIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below.
If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN.
If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN.
Note: See What Name and Number To Give the Requester, later, for further clarification of name and TIN combinations.
How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local SSA office or get this form online at www.SSA.gov. You may also get this form by calling 1-800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/Businesses and clicking on Employer Identification Number (EIN) under Starting a Business. Go to www.irs.gov/Forms to view, download, or print Form W-7 and/or Form SS-4. Or, you can go to www.irs.gov/OrderForms to place an order and have Form W-7 and/or SS-4 mailed to you within 10 business days.
If you are asked to complete Form W-9 but do not have a TIN, apply for a TIN and write “Applied For” in the space for the TIN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments. You will be subject to backup withholding on all such payments until you provide your TIN to the requester.
Note: Entering “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon.
Caution: A disregarded U.S. entity that has a foreign owner must use the appropriate Form W-8.
Part II. Certification
To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W-9. You may be requested to sign by the withholding agent even if item 1, 4, or 5 below indicates otherwise.
For a joint account, only the person whose TIN is shown in Part I should sign (when required). In the case of a disregarded entity, the person identified on line 1 must sign. Exempt payees, see Exempt payee code, earlier.
Signature requirements. Complete the certification as indicated in items 1 through 5 below.
Page 5
1.Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification.
2.Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form.
3.Real estate transactions. You must sign the certification. You may cross out item 2 of the certification.
4.Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments made in settlement of payment card and third party network transactions, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations).
5.Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), ABLE accounts (under section 529A), IRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.
What Name and Number To Give the Requester
For this type of account:
Give name and SSN of:
1.
The individual
2.
Two or more individuals (joint
The actual owner of the account or, if
account) other than an account
combined funds, the first individual on
maintained by an FFI
the account1
Two or more U.S. persons
Each holder of the account
(joint account maintained by an FFI)
4.
Custodial account of a minor
The minor2
(Uniform Gift to Minors Act)
5. a. The usual revocable savings trust
The grantor-trustee1
(grantor is also trustee)
The actual owner1
b. So-called trust account that is not
a legal or valid trust under state law
6.
Sole proprietorship or disregarded
The owner3
entity owned by an individual
7.
Grantor trust filing under Optional
The grantor*
Form 1099 Filing Method 1 (see
Regulations section 1.671-4(b)(2)(i)
(A))
Give name and EIN of:
8.
Disregarded entity not owned by an
The owner
individual
9.
A valid trust, estate, or pension trust
Legal entity4
10.
Corporation or LLC electing
The corporation
corporate status on Form 8832 or
Form 2553
11.
Association, club, religious,
The organization
charitable, educational, or other tax-
exempt organization
12.
Partnership or multi-member LLC
The partnership
13.
A broker or registered nominee
The broker or nominee
14. Account with the Department of
The public entity
Agriculture in the name of a public
entity (such as a state or local
government, school district, or
prison) that receives agricultural
program payments
15. Grantor trust filing under the Form
The trust
1041 Filing Method or the Optional
Form 1099 Filing Method 2 (see
Regulations section 1.671-4(b)(2)(i)(B))
1List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished.
2Circle the minor’s name and furnish the minor’s SSN.
3You must show your individual name and you may also enter your business or DBA name on the “Business name/disregarded entity” name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN.
4List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules for partnerships, earlier.
*Note: The grantor also must provide a Form W-9 to trustee of trust.
Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed.
Secure Your Tax Records From Identity Theft
Identity theft occurs when someone uses your personal information such as your name, SSN, or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund.
To reduce your risk:
•Protect your SSN,
•Ensure your employer is protecting your SSN, and
•Be careful when choosing a tax preparer.
If your tax records are affected by identity theft and you receive a notice from the IRS, respond right away to the name and phone number printed on the IRS notice or letter.
If your tax records are not currently affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, questionable credit card activity or credit report, contact the IRS Identity Theft Hotline at 1-800-908-4490 or submit Form 14039.
For more information, see Pub. 5027, Identity Theft Information for Taxpayers.
Victims of identity theft who are experiencing economic harm or a systemic problem, or are seeking help in resolving tax problems that have not been resolved through normal channels, may be eligible for Taxpayer Advocate Service (TAS) assistance. You can reach TAS by calling the TAS toll-free case intake line at 1-877-777-4778 or TTY/TDD 1-800-829-4059.
Protect yourself from suspicious emails or phishing schemes. Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft.
Page 6
The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does not request personal detailed information through email or ask taxpayers for the PIN numbers, passwords, or similar secret access information for their credit card, bank, or other financial accounts.
If you receive an unsolicited email claiming to be from the IRS, forward this message to phishing@irs.gov. You may also report misuse of the IRS name, logo, or other IRS property to the Treasury Inspector General for Tax Administration (TIGTA) at 1-800-366-4484. You can forward suspicious emails to the Federal Trade Commission at spam@uce.gov or report them at www.ftc.gov/complaint. You can contact the FTC at www.ftc.gov/idtheft or 877-IDTHEFT (877-438-4338). If you have been the victim of identity theft, see www.IdentityTheft.gov and Pub. 5027.
Visit www.irs.gov/IdentityTheft to learn more about identity theft and how to reduce your risk.
Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation of debt; or contributions you made to an IRA, Archer MSA, or HSA. The person collecting this form uses the information on the form to file information returns with the IRS, reporting the above information. Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, states, the District of Columbia, and U.S. commonwealths and possessions for use in administering their laws. The information also may be disclosed to other countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Under section 3406, payers must generally withhold a percentage of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to the payer. Certain penalties may also apply for providing false or fraudulent information.
When you're asked to provide information via an IRS W-9 form, it's usually because someone needs your taxpayer identification number and other details to report payments made to you to the IRS. This could be for various reasons such as freelance work, renting properties, or other income-generating activities. It's crucial to fill out this form accurately to ensure that all information is reported correctly to avoid any potential issues with the IRS. Follow these steps to complete the form properly.
Once the form has been filled out, it should be sent to the requester, not the IRS. Keep a copy for your records in case of any disputes or discrepancies in the future. Completing the W-9 accurately is a straightforward but important task that ensures you are in compliance with IRS regulations.
What is a W-9 form and who needs to fill it out?
A W-9 form, officially titled "Request for Taxpayer Identification Number and Certification", is a document used in the United States. It's primarily used by individuals and entities to provide their taxpayer identification number (such as a Social Security number) to entities that will pay them income during the year. Freelancers, independent contractors, and consultants typically need to fill out this form when they begin working with a new organization. This ensures that the paying entity can accurately report the income paid to the IRS.
What information is required on a W-9 form?
The W-9 form requires you to provide specific pieces of information: your name as shown on your tax return, your business name if different, your business entity type (e.g., sole proprietorship, corporation), your address, and your taxpayer identification number (TIN) which could be your Social Security number (SSN) or employer identification number (EIN). A section is also dedicated to certification, where you sign to confirm that the information provided is accurate.
Is my personal information safe when I submit a W-9 form?
While no transmission of personal information is ever completely secure, entities requesting a W-9 form should have measures in place to protect your information. It's important to directly submit your W-9 form to the party requesting it, use secure methods if sending electronically, and inquire about the security measures they have for storing sensitive information. Being cautious about sharing your personal information can help minimize risks.
What happens if I do not submit a W-9 form?
If you do not submit a W-9 form when requested, the entity paying you might withhold income taxes at the highest rate of 24% as backup withholding. The IRS requires this as a way to ensure taxes are paid on all income. To avoid unnecessary withholding and ensure you're taxed correctly, it's vital to complete and submit your W-9 form promptly when requested.
Can I refuse to fill out a W-9 form?
While you can technically refuse to fill out a W-9, doing so may have consequences. The business or individual that requested the form may choose not to work with you, as they need to comply with IRS regulations, which include reporting certain payments. They may also apply backup withholding on your earnings and send the withheld amount to the IRS, which could affect your cash flow and necessitate a more complex tax return process.
How often do I need to fill out a W-9 form?
You should fill out a new W-9 form any time your personal or business information changes (such as your name, address, or taxpayer identification number). Additionally, a company may request a new W-9 form from you periodically to ensure their records are up to date. However, there's no annual requirement to submit a new W-9 form unless specifically requested or your information has changed.
Do I need to send a copy of my W-9 form to the IRS?
No, you do not send the W-9 form to the IRS. The form is provided directly to the person or business that requested it from you. This entity uses the information to prepare a 1099-NEC form if they pay you $600 or more during the year. The 1099-NEC form, which details the amount paid to you, is then sent by the business to both you and the IRS.
What should I do if I made a mistake on a W-9 form?
If you realize you've made a mistake on a W-9 form after submitting it, you should promptly fill out a new form with the correct information and send it to the requester. It's important to communicate openly and inform them of the error to ensure future payments and tax documents are accurate. Correcting errors quickly can help prevent issues with the IRS relating to your income and taxation.
Is the W-9 form different from a W-4 form?
Yes, the W-9 and W-4 forms serve different purposes. The W-4 form is used by employees to indicate their tax situation to their employers, helping employers withhold the correct federal income tax from their pay. In contrast, the W-9 form is used by freelancers, independent contractors, and vendors to provide tax identification information to those who pay them. Both are crucial for their respective roles in tax reporting and compliance.
When it comes to dealing with tax forms, the IRS W-9 form is a common yet sometimes tricky document that individuals and businesses need to fill out properly. This form is crucial for accurately reporting income, dividends, and other types of compensation to the IRS. However, several common mistakes can occur during the completion process. Identifying these errors can help ensure the information provided is accurate and compliant with IRS requirements.
Not using the correct form version: The IRS periodically updates its forms, including the W-9. Individuals sometimes mistakenly use an outdated version, which may lack current information or requirements, leading to inaccuracies or processing delays.
Providing an incorrect Taxpayer Identification Number (TIN): Whether it's a Social Security Number (SSN) for individuals or an Employer Identification Number (EIN) for businesses, inputting this number incorrectly is a common mistake. This error can lead to significant issues, such as mismatched tax records or even penalties.
Failing to sign the form: The W-9 requires a signature to validate the information provided. Skipping this step can render the form invalid, causing delays or issues with the requester of the form, who needs it for their tax records.
Forgetting to fill in all required fields: Some sections may seem non-applicable or unimportant, tempting individuals to leave them blank. However, every field in the W-9 has a purpose, and incomplete forms can be considered incorrect by the IRS or the requester.
Using incorrect name or business name: The name listed on the W-9 should match the name associated with the TIN provided. Using a nickname or a business trade name instead of the legal name can lead to mismatches in IRS records and potential processing issues.
In conclusion, while filling out a W-9 form might seem straightforward, attention to detail is crucial. By avoiding these common mistakes, individuals and businesses can help ensure their tax information is accurately reported, reducing the risk of complications or delays with the IRS.
When handling finances, particularly around employment or freelance work, the IRS W-9 form plays a crucial role in ensuring proper tax reporting and compliance. However, this form doesn't work in isolation. There are several other documents and forms that are frequently used alongside it to meet legal and operational needs fully. From contracts that outline the scope of work to forms that ensure tax compliance, understanding these documents can streamline financial processes and avoid potential issues down the line.
Together, these documents create a framework for financial and legal compliance, ensuring that both parties in a work agreement understand their obligations and rights. While the IRS W-9 form is a critical component of this system, it's just one part of a broader regulatory puzzle. Properly managing these forms can save time, prevent legal issues, and ensure a smoother operation for businesses, freelancers, and contractors alike.
The IRS W-9 form is closely related to the IRS Form W-4, which is used by employers to determine the correct amount of tax withholding for employees. The W-9, however, is used by freelancers or independent contractors to provide their taxpayer identification number (TIN) to the entities they work for, ensuring proper reporting of their income. The similarity lies in both forms being pivotal for tax reporting purposes, but they serve different types of workers.
Another document similar to the W-9 is the IRS Form 1099-MISC, which businesses use to report payments made to freelancers and independent contractors. The connection between the two forms is straightforward: the information provided on the W-9 enables the payer to accurately fill out the 1099-MISC, which details the amount of income paid to the contractor during the tax year. Essentially, the W-9 provides necessary payer information, which then gets reported on the 1099-MISC.
The IRS Form W-8BEN is an analogue to the W-9 but is used by foreign individuals to certify their non-U.S. status and claim any tax treaty benefits for income received from U.S. sources. While the W-9 is for U.S. persons (including resident aliens) to provide their taxpayer identification numbers, the W-8BEN serves a similar purpose for non-U.S. individuals, ensuring the correct tax treatment of their U.S. source income.
Comparable to the W-9, the IRS Form 1042-S is used to report income paid to foreign persons, including payments of interest, dividends, and rents. This form requires the payer to have the payee's foreign status documentation, which could be established via a W-8BEN. Although serving different roles, both forms are involved in the process of reporting and tax compliance for payments made across borders, with the W-9 focusing on U.S. persons and the 1042-S for foreign persons.
The IRS Form W-2 is akin to the W-9 in that it is used for reporting income. However, the W-2 is specifically for employees to report wages, tips, and other compensation from their employer. The contrast lies in the employment relationship and tax treatment: W-2 for employees whose employers withhold taxes, and W-9 for contractors and freelancers responsible for their own tax payments. Both forms are instrumental in tax documentation and reporting.
Similar in purpose to the W-9, the IRS Form 1099-NEC is used by businesses to report non-employee compensation. Previously, this type of income was reported on the Form 1099-MISC. The W-9 and the 1099-NEC are closely connected, as the information on the W-9 (like the taxpayer identification number) is essential for correctly completing the 1099-NEC. Both forms are integral to the tax reporting process for work that falls outside traditional employment.
Lastly, the IRS Form SS-4, used to apply for an Employer Identification Number (EIN), shares a connection with the W-9. Businesses often need an EIN for tax reporting purposes, similar to how freelancers and independent contractors use the W-9 to provide their TIN. The SS-4 is the first step in establishing a business's tax identity, while the W-9 is a common form used by individuals for tax identity verification in non-employee work relationships.
When you're asked to fill out the IRS W-9 form, whether as an individual, a freelancer, or as part of an organization, it serves as a crucial document for tax reporting purposes. It's important to complete it accurately to avoid any potential legal issues or financial penalties. Here are some dos and don'ts that can guide you through the process smoothly.
By following these guidelines, you can navigate the process of completing the IRS W-9 form confidently and accurately, ensuring you meet your tax obligations without any hassle.
The IRS W-9 form might seem straightforward, but there are a handful of misconceptions floating around that could trip you up. Understanding these can help you manage your tax information more efficiently and avoid unexpected hiccups.
Only employees need to fill it out. This is a common misunderstanding. In reality, the W-9 form is primarily used by freelancers, independent contractors, and other non-employees. Its purpose is to provide information to entities that pay them so that accurate records for tax reporting purposes can be kept.
Submitting a W-9 automatically means you owe taxes. Just submitting a W-9 doesn't mean you owe taxes at that moment. The form simply provides your taxpayer identification number (TIN) and certification to someone who is paying you. It's the payor's responsibility to report the payments made to you to the IRS, and then based on your overall income, deductions, and credits, you'll determine if you owe taxes when you file your return.
Your Social Security Number is the only number you can provide. While many individuals provide their Social Security Number (SSN) on the W-9, you can also use your Employer Identification Number (EIN) if you're operating as a business entity. This can provide an added layer of privacy and separation between personal and business finances.
W-9 forms are submitted to the IRS. A common mistake is thinking that W-9 forms need to be sent to the IRS. In fact, they do not go to the IRS but rather to the person or company that has requested the form from you. This entity needs your information to accurately report any payments they make to you to the IRS.
Information on the W-9 doesn't need to be updated. If your name, business name, address, or TIN changes, you must provide an updated W-9 to all payers who need to know your current information. Keeping your information up to date ensures that tax documents, like the 1099-MISC or 1099-NEC, are accurate and match your tax return.
There's no deadline for submitting a W-9. While it's true the IRS doesn't set a specific universal deadline for W-9 forms, the person or company requesting it from you may have a deadline. Delaying or not submitting a W-9 when requested can cause payment delays and may lead to tax reporting issues for both parties.
By clearing up these misconceptions, you’re on your way to handling the W-9 form—and your taxes—with greater confidence and accuracy.
The IRS Form W-9 is a crucial document used for accurately reporting income for taxation purposes. It is often requested by companies or individuals who pay you, ensuring they have the correct information to issue tax documents like the 1099-MISC. Here are five key takeaways regarding filling out and using the IRS W-9 form:
Online Wedding Certificate - An essential document for couples, marking their legal transition into a married partnership.
Car Insurance Templates Free Download - Ensures you are prepared with essential insurance information, particularly in the aftermath of a vehicular incident.
Contract for Lease - Clarifies the handling of insufficient funds and the associated charges to encourage responsible financial management by the tenant.