How to fill out a W-9 form correctly

A W-9 form may look straightforward, but completing it accurately is essential for both businesses and contractors. The IRS uses this form to collect taxpayer information, and even minor errors or missing information can cause payment delays and compliance issues. Learning how to complete it correctly helps both parties avoid complications and stay aligned with IRS regulations.

In this guide, learn how to fill out a W-9 and how it differs from other tax forms. 

What is a W-9 form?

A W-9 is an IRS form used to collect tax information, which allows businesses to accurately report non-employee income to the IRS. At the end of the tax year, companies must disclose payments over $600 made to independent workers, while financial institutions report interest or dividend earnings exceeding $10.

Who fills out form W-9?

Non-employees, such as independent contractors, freelancers, and vendors, who provide $600 or more in services to a business during a tax year must complete form W-9. The form is sent to the company’s HR or accounting department, not the IRS. Financial institutions may also request a W-9 from customers to report interest or dividend income.

By signing the form, the individual certifies that the information provided is accurate, which helps protect the hiring company or financial institution from submitting incorrect tax data. Contractors and freelancers should also understand that, by completing this form, they acknowledge responsibility for paying their own income and self-employment taxes, since no withholdings will be made on their behalf.

How to fill out form W-9

Completing a W-9 form correctly helps both businesses and individuals maintain accurate tax records and avoid delays. Follow these steps to fill out a W-9. 

1. Download the W-9 form

The W-9 form is freely available on the IRS website. Contractors, freelancers, and banking customers can download it just as easily as businesses and financial institutions. Always get the form directly from the IRS to avoid using outdated or incomplete versions.

2. Enter your legal and business name

Start by filling out your full legal or business name exactly as it appears on your other IRS documents. Individual contractors or freelancers should use their given name on line one, while single-member LLCs or sole proprietors write their personal name on line one and their business name on line two. For businesses filing under a business name (LLC or corporation), enter it on line one and leave line two blank.

3. Select your business structure

Line three asks for your tax classification. Options include:

• Individual/sole proprietorship 
• C corporation
• S corporation
• Partnership 
• Trust/estate
• LLC 

Sole proprietors operating an LLC may need to choose “individual/sole proprietor” if the LLC is a disregarded entity. This is a business that has a single owner and is not considered separate from its owner for federal tax purposes, meaning the owner reports business income and expenses on their personal tax return. If you select “LLC,” you’ll also need to indicate the correct federal tax classification. The IRS recognizes three possible classifications for LLCs: C Corporation, S Corporation, or Partnership.

4. Add exemptions if applicable

Most individuals can skip line four. Only businesses with an exempt payee code or a foreign account tax compliance act code need to complete this section.

5. Provide your mailing address

Enter your mailing address on lines five and six. This is where the IRS sends correspondence, and the address will appear on income reports, such as form 1099. Consistency with previously filed forms makes recordkeeping and tax filing easier. 

6. Add account numbers if requested

Some organizations may provide an account number to include on line seven. If they don’t provide a number, leave this section blank. 

7. Enter your taxpayer identification number

In Part 1, provide your taxpayer identification number (TIN), which is either your social security number (SSN) or your employer identification number (EIN). Individual filers and owners of single-member LLCs typically use their SSN. Sole proprietors may use an SSN or EIN, while corporations, including C and S types, must use their EIN.

8. Sign and date the form

Part 2 is the signature section. Not all W-9 forms require a signature—it’s typically necessary only in banking, real estate, and other transactions where the requesting entity specifically asks for it. Signing certifies that the information provided is accurate.

W-9 form vs. other tax forms: Key differences explained

It’s easy to confuse W-9 forms with other IRS documents. Here’s a breakdown of the differences between tax forms and their applications.

Form W-9 vs. Form 1099

A W-9 form is typically a precursor to a 1099. Contractor and banking customers provide their tax information on the W-9 so that a company or financial institution can generate an accurate 1099 form at the end of the tax year. The 1099 reports earnings to both the IRS and the individual. These are the two main types:

• 1099-NEC reports taxable income for services performed.
• 1099-MISC reports miscellaneous earnings not covered elsewhere, such as prizes or awards.

Form W-9 vs. Form W-4

While both W-4s and W-9s collect tax information, they serve different purposes. Employees, not contractors, complete a W-4, which provides employers with the information needed to calculate proper tax withholdings. A W-9, by contrast, is used by non-employees to report taxpayer information.

Form W-9 vs. Form W-2

A W-9 form shares very little in common with a W-2. Employers issue W-2s annually to employees, detailing total earnings including bonuses, fringe benefits, and withheld taxes. W-2s help employees file their personal tax returns, whereas a W-9 provides tax information so the payer can report income accurately at year-end.

Form W-9 vs. Form W-8

Both W-9s and W-8s are for independent contractors, freelancers, and vendors, but they differ based on residency. W-9s are for U.S. citizens and residents, while W-8s are for non-U.S. citizens and non-residents providing services or earning income from U.S. sources. 

Simplify compliance with Oyster

For employers, mastering tax rules on top of other HR responsibilities can feel like an impossible task. When managing contractors across multiple countries, each with its own unique tax structures and labor regulations, the challenge increases. 

Oyster’s global employment platform removes this headache, handling compliance in over 180 countries. From onboarding and payroll to tax withholding and benefits management, Oyster takes care of the admin so your team can focus on growing the business. 

Explore Oyster today and learn how your company can streamline its global hiring compliance.

FAQ

Where can I get a W-9 form?

The most reliable source for a W-9 form is the IRS website. That said, companies and financial institutions often provide the most recent version directly, saving you the step of downloading it yourself.

What is the deadline for the W-9 tax form?

There isn’t a federal deadline for submitting a W-9. If a company or client requests it, they may set an internal deadline for their records. You don’t send the form to the IRS—it simply provides the requester with the information they need to report income accurately.