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What Is a W-9 Tax Form?

A W-9 form is an official IRS document used to collect a taxpayer’s identification number and other basic information. It’s often called a “Request for Taxpayer Identification Number and Certification”. People fill it out when they need to give their Taxpayer Identification Number (TIN) to a person or business that will report payments to the IRS.

The form itself does not go to the IRS. You give it to the person or company that asked for it, and they keep it for their records.

Who Uses a W-9 Form

Form W-9 is most common in situations where someone is paid but not treated as an employee. Examples include:

  • Independent contractors and freelancers working for a business or individual
  • People earning interest, dividends, or other investment income
  • Vendors providing services to a company
  • People involved in certain real estate transactions or debt cancellations

Employers don’t use a W-9 for regular employees; they use a W-4 instead.

Why You Might Be Asked for a W-9

You may be asked for a W-9 so the person or company paying you can prepare information returns like a Form 1099. The 1099 reports how much they paid you during the year. The IRS uses the 1099 to make sure you report that income on your taxes.

If you don’t provide a correct TIN when asked, the payer may have to withhold part of your payment and send it to the IRS. This is called backup withholding.

Backup Withholding Explained

Backup withholding is when a business or other payer is required by law to take a percentage of your payment and send it to the IRS.


This can happen if:

  • You don’t provide a TIN
  • You gave the wrong TIN
  • The IRS notifies the payer that you are subject to backup withholding

The current backup withholding rate is listed on the IRS website. Most people can avoid it by giving the correct information on their W-9.

W-9 vs 1099

The W-9 is the form you fill out to give your taxpayer information. The 1099 is the form you receive after the year ends, showing how much you were paid.  Think of the W-9 as the “setup” form and the 1099 as the “year-end report.”

How to Complete Form W-9

Filling out a W-9 is straightforward, but you should always use the official IRS form. You can download it here.

You’ll need to provide:

  1. Name – your legal name as shown on your tax return
  2. Business name – if different from your personal name
  3. Federal tax classification – such as individual, corporation, or partnership
  4. Address – where you want tax forms sent
  5. Taxpayer Identification Number (TIN) – usually your Social Security Number (SSN) if you’re an individual, or Employer Identification Number (EIN) if you have one for your business
  6. Certification – your signature and date, confirming the information is correct

Where to Get Form W-9

You can get the W-9 form for free from:

Avoid using unofficial sources that might change the form or charge you.

Tips for Handling a W-9

  • Only give a W-9 to someone you trust who needs it for legal tax reporting
  • Keep a copy for your records
  • Update it if your name, address, or TIN changes
  • If you’re not sure why someone is asking for it, ask them how they will use it

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Summary

A W-9 form gives your taxpayer ID and other basic information to someone who needs it for IRS reporting. It’s common for contractors, freelancers, and certain investment income situations. It helps the payer prepare your 1099 form. If you don’t provide correct information, you could be subject to backup withholding. Always use the official IRS form and keep your details up to date.