How to Fill Out a W-9 Tax Form (Step by Step)
Form W-9 is a one-page request for your Taxpayer Identification Number. Freelancers and contractors fill it out for clients who pay them $600+ per year — it takes 10 minutes if you know your entity type and TIN.
The Steps
Follow these in order
Each card shows the phase, expected time, and any cost. Data checked against official US sources(2025-Latest).
0 of 7 steps
- Before You Go 5 min
Confirm the requester is legitimate
A W-9 goes to clients, banks, and payment platforms (PayPal, Stripe, Venmo for business) that pay you — never to the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗. Beware of phishing emails asking for a W-9 "to process your refund": the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗ never requests W-9s. When in doubt, call the requester at a number you look up independently.
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- Before You Go 5 min
Decide which TIN to use
Sole proprietors and single-member LLCs use their SSNSocial Security Number — A 9-digit number issued by the Social Security Administration. It is the main US identity number for work, taxes, and credit.Click for official info ↗ (the LLCLimited Liability Company — A business structure that protects your personal assets from business debts and lawsuits.Click for official info ↗ is "disregarded" for tax). Multi-member LLCs, partnerships, and corporations use their EINEmployer Identification Number — A federal tax ID number for a business, like an SSN for the company. Issued free by the IRS.Click for official info ↗. If you have both, the general rule: give the SSNSocial Security Number — A 9-digit number issued by the Social Security Administration. It is the main US identity number for work, taxes, and credit.Click for official info ↗ for the individual owner, the EINEmployer Identification Number — A federal tax ID number for a business, like an SSN for the company. Issued free by the IRS.Click for official info ↗ for the entity.
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- Fill / Prepare 5 min
Lines 1–5: name, business, entity, address
Line 1 is your legal name (matches your 1040US Individual Income Tax Return — The standard federal income tax form. Variants like 1040-SR (seniors) and schedules attach to it.Click for official info ↗). Line 2 is your business/"doing business as" name if you have one. Line 3: check your federal tax classification — most freelancers check "Individual/sole proprietor or single-member LLCLimited Liability Company — A business structure that protects your personal assets from business debts and lawsuits.Click for official info ↗." Lines 4–5: your address.
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- Fill / Prepare 1 min
Line 3a: exempt payee (usually leave blank)
Most people skip this. Check it only if you are exempt from backup withholding (corporations, IRAs, tax-exempt orgs). Individuals and sole proprietors are never exempt.
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- Fill / Prepare 2 min
Part I: enter your TIN
Write your SSNSocial Security Number — A 9-digit number issued by the Social Security Administration. It is the main US identity number for work, taxes, and credit.Click for official info ↗ or EINEmployer Identification Number — A federal tax ID number for a business, like an SSN for the company. Issued free by the IRS.Click for official info ↗ carefully — a mismatched TIN is the #1 W-9 error and triggers backup withholding (24% of your payments sent to the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗). If you are a non-resident awaiting an ITINIndividual Taxpayer Identification Number — A tax processing number for people who are not eligible for a Social Security number but must file US taxes.Click for official info ↗, write "Applied For" — you have 60 days before backup withholding starts.
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- Submit & Pay 2 min
Sign, date, and send securely
Sign and date Part II. Send it by encrypted email, a client portal, or hand delivery — a W-9 in a plain email exposes your SSNSocial Security Number — A 9-digit number issued by the Social Security Administration. It is the main US identity number for work, taxes, and credit.Click for official info ↗. Never fax it to a number you have not verified.
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- Follow Up —
Expect a 1099-NEC in January
If a client paid you $600+ during the year, they use your W-9 to issue a 1099Information Return series — Forms reporting income that is not wages — freelance pay (1099-NEC), interest (1099-INT), dividends (1099-DIV).Click for official info ↗-NEC by January 31. Check that the name and TIN on it match your return — the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗ gets a copy and matches them automatically.
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FAQ
Frequently Asked Questions
Is filling out a W-9 safe?
Yes, when the requester genuinely pays you. The form exists so they can report your income to the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗. The risk is fake requesters — verify who is asking before sending, and use a secure channel, not plain email.
What is backup withholding on a W-9?
If you refuse to give a TIN, give a wrong one, or owe the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗ back taxes, the payer must withhold 24% of your payments and send it to the IRSInternal Revenue Service — The US federal tax agency. It collects federal income taxes, issues refunds, and administers ITINs.Click for official info ↗. It is not a penalty — it counts as tax already paid when you file.
I am not a US citizen. Do I fill out a W-9?
No. Non-resident aliens use Form W-8BEN instead — the W-9 is only for US persons (citizens, residents, and US entities). Filling out the wrong form can cause serious tax problems later.
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