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Fill in a Valid IRS W-9 Template

The IRS W-9 form, officially titled "Request for Taxpayer Identification Number and Certification," serves a crucial function in the United States tax system. It's used by individuals and entities to provide their correct taxpayer identification number to entities that are required to file information returns with the IRS on their behalf. For those navigating through their tax responsibilities or managing the intricacies of income reporting, understanding and correctly filling out this form is essential. Click the button below to learn more about filling out the W-9 form accurately.

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Article Guide

When engaging in financial activities that involve earning income beyond traditional employment, individuals and entities often encounter the requirement to complete an IRS W-9 form. This crucial document serves as a request for taxpayer identification number and certification, playing a pivotal role in ensuring the accuracy of information reported to the Internal Revenue Service. Whether for independent contractors, freelancers, or entities receiving certain types of payments, the W-9 form is essential for correctly managing tax obligations. It helps payers to accurately report taxable amounts paid to the IRS, thereby preventing potential issues related to underreporting or incorrect tax withholding. Beyond its role in tax reporting, the form also has implications for individuals subject to backup withholding, a process where the payer must withhold taxes from payments due to discrepancies in the payee's tax status. Understanding the key aspects of the IRS W-9 form is critical not only for compliance with tax regulations but also for ensuring that individuals and businesses alike can navigate their financial responsibilities with confidence.

Sample - IRS W-9 Form

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)

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.

Form W-9 (Rev. 10-2018)

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

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)

or

 

 

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.

 

 

 

 

Partnership

Partnership

 

 

 

Trust/estate

Trust/estate

 

 

 

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

Form W-9 (Rev. 10-2018)

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

Exempt payees 1 through 4

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.

Form W-9 (Rev. 10-2018)

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.

Individual

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

3.

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))

 

 

 

 

 

For this type of account:

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

 

 

 

For this type of account:

Give name and EIN of:

 

 

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.

Form W-9 (Rev. 10-2018)

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.

File Characteristics

Fact Number Fact Detail
1 The IRS W-9 form is officially titled "Request for Taxpayer Identification Number and Certification".
2 This form is used by individuals and entities to provide their taxpayer identification number (TIN) to entities that will pay them income during the tax year.
3 The W-9 form is critical for businesses to issue accurate 1099 forms, which report the income paid to non-employees.
4 Failing to provide a W-9 when requested can result in backup withholding, where the payer must withhold income tax from payments at a rate set by the IRS.
5 There are no state-specific versions of the W-9 form, as it is a federal IRS document. However, some states may have similar forms for state tax purposes.
6 The filled-out W-9 form is not submitted to the IRS by the individual or entity; instead, it is given to the person or business that requested it, who retains it for their records and for reporting purposes.
7 The form includes sections for the name and business name of the individual or entity, their TIN (which can be a Social Security Number or Employer Identification Number), and their certification that the information is accurate.

Detailed Instructions for Filling Out IRS W-9

When individuals or entities engage in various financial transactions, a common requisite is the completion of the IRS W-9 Form. This form is crucial for reporting income, mortgage interest, acquisition or abandonment of secured property, cancellation of debt, contributions made to an individual retirement arrangement (IRA), and payments other than interest and dividends. The information provided through this form allows the requester to correctly report the financial activities of the filer to the Internal Revenue Service (IRS). Getting it right is essential to ensure accurate tax reporting and compliance. The steps below will guide through the process of filling out the form correctly.

  1. Provide your name as shown on your tax return. It's important to use the name that is associated with your Social Security Number (SSN) or your IRS individual taxpayer identification number.
  2. List your business name/disregarded entity name, if different from above. This applies if the filer is doing business under another name or if there is a disregarded entity involved.
  3. Check the appropriate box for federal tax classification. Options include individual/sole proprietor or single-member LLC, C Corporation, S Corporation, Partnership, Trust/Estate, etc. Select the box that applies to the legal structure of your entity.
  4. List exemptions and codes, if applicable. Certain entities are exempt from backup withholding and/or FATCA reporting. If this applies, the filer should indicate the exemption by its code.
  5. Provide your address, city, state, and ZIP code. This should be the address where you can receive mail, as it may be used for official communications regarding tax matters.
  6. List your account number(s), if requested by the requester. This is not always required but can be if specified by the person or entity requesting the W-9 information.
  7. Provide your Taxpayer Identification Number (TIN). For most individuals, this will be your social security number (SSN). If you're filling this out for an entity, you may need to use the employer identification number (EIN) instead.
  8. Sign and date the form. The filer must certify the information provided by signing and dating the form. This declaration confirms that the information is accurate and that you are aware that you can be subject to penalties for perjury if any information is false.

Completing the IRS W-9 Form can seem straightforward, but its accuracy is paramount to ensuring proper tax reporting. Misreporting or failure to accurately provide requested information can result in penalties. Once the form is completed, it does not get sent to the IRS by the filer, but rather to the person or entity that requested it. They then use the information to prepare and send various tax documents like the 1099 forms for income paid to you during the fiscal year. It's a simple document, but a critical part of tax compliance for individuals and businesses alike.

Get Clarifications on IRS W-9

What is a W-9 Form?

The W-9 Form, officially titled "Request for Taxpayer Identification Number and Certification," is a document issued by the Internal Revenue Service (IRS). It is primarily used by individuals and entities to provide their taxpayer identification number to entities that will pay them income during the tax year. This form is also used to certify that the information provided is accurate and to avoid backup withholding.

Who needs to fill out a W-9 Form?

Individuals or entities who are to receive income, including freelancers, independent contractors, and vendors, are typically required to complete a W-9 Form. This form is requested by businesses or individuals that will pay them as part of their tax documentation responsibilities.

What information is required on a W-9?

The form requires your full name as shown on your tax returns, your business name if different, your business entity type (e.g., sole proprietorship, partnership, corporation), your taxpayer identification number (TIN), which could be a Social Security Number (SSN) or Employer Identification Number (EIN), and your address. You must also sign the form, certifying that the information is correct.

How do I submit a W-9 Form?

The W-9 is not submitted to the IRS. Instead, it is provided directly to the person or entity that requested it from you. This could be done through mail, email, or a secure online process, depending on the requester's preference.

Is there a deadline for submitting a W-9 Form?

There is no official IRS deadline for submitting a W-9 Form. Ideally, you should complete and submit the W-9 before or soon after you begin working with a new business or client to ensure they have the correct information for reporting purposes.

What happens if I don't fill out a W-9?

If you do not complete a W-9 when requested, the entity that pays you may have to withhold income tax from your payments at the backup withholding rate. Additionally, failure to provide accurate information may result in penalties.

Can I refuse to sign a W-9 Form?

Refusing to sign a W-9 Form may lead to withholding taxes from your income at the current backup withholding rate and may limit your working relationship with the entity requesting it, as they are obligated to collect this information for IRS reporting requirements.

Is my information safe on a W-9 Form?

While the business or individual requesting your W-9 is responsible for keeping your information secure, it's important to deliver the form safely to protect your personal information. Consider using encrypted email, secure portals, or mail services to provide your form to the requester.

Do I need to update my W-9 Form if my information changes?

Yes, it's important to submit a new W-9 Form to all entities that currently hold one for you if your address, business name, entity type, or taxpayer identification number changes. This ensures they have the most up-to-date information for IRS reporting purposes.

Where can I find a blank W-9 Form?

Blank W-9 Forms are available for download from the IRS website. Alternatively, the entity requesting the form from you may also provide you with a copy.

Common mistakes

One common mistake individuals make when filling out the IRS W-9 form is providing incorrect Taxpayer Identification Numbers (TINs). This critical piece of information must match what the IRS has on file. Whether it's a Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN), entering this information inaccurately can lead to withheld payments and tax reporting issues.

Another area often mishandled is the name mismatch. The name entered on the W-9 must align exactly with the name associated with the TIN provided. Discrepancies between these can trigger IRS notices and require corrective action, causing unnecessary delays. For individuals, this means your full legal name; for businesses, it's the name under which the business is legally registered.

Many individuals overlook the importance of checking the appropriate tax classification box. This selection informs the requester of the form about the tax status of the payee, which affects how transactions are reported to the IRS. Options include individual/sole proprietor, C Corporation, S Corporation, Partnership, Trust/Estate, and others. Selecting the wrong classification can lead to incorrect tax withholdings or filings.

Failure to sign and date the form is a surprisingly frequent oversight. The IRS requires a signature on the W-9 to validate the information provided. An unsigned form may be considered invalid, leading to processing delays. It is a simple step, but its absence can create significant complications in tax documentation and payments.

A lack of awareness around updating the form can also pose problems. Whenever there are significant life or business changes such as a name change, change in tax classification, or a new TIN, the W-9 needs updating. People often forget to submit a new form to all relevant parties, which can result in incorrect tax information reporting.

Lastly, there is a trend of not securely transmitting the completed form. Considering the sensitive information contained on the W-9, it should be sent through secure channels. Emailing an unencrypted form, for instance, exposes individuals to identity theft and fraud risks. Always use secure methods recommended by the requester or trusted encryption services when sending the form electronically.

Documents used along the form

When handling tax matters in the United States, the IRS W-9 form plays a pivotal role. This form is critical for freelancers, independent contractors, and certain other payees as it helps businesses obtain accurate taxpayer identification numbers (TINs) and certification information to prepare information returns for the IRS. However, the W-9 form is rarely a standalone document. There are several other forms and documents that are frequently used alongside it which ensure compliance with tax laws and streamline financial transactions. These include:

  • IRS Form 1099-MISC: Employers use this form to report payments made to contractors or freelancers who earn $600 or more within a tax year. It covers various types of income, from rents and royalties to non-employee compensation. Form 1099-MISC is closely related to the W-9 because the information provided on a W-9, like the taxpayer's identification number, is used to fill out the 1099-MISC.
  • IRS Form 1099-NEC: This form specifically reports non-employee compensation, a category previously covered by Form 1099-MISC. Introduced in tax year 2020, Form 1099-NEC is now the primary document for reporting payments made to independent contractors and freelancers.
  • IRS Form W-4: Although not directly related to non-employees, Form W-4 is used by employees to indicate their tax withholding preferences. Unlike the W-9, which is for those typically not subject to withholding, the W-4 plays a significant role for employed individuals. This distinction highlights the diverse methods of managing tax obligations between employees and independent contractors.
  • IRS Form W-8BEN: For individuals who are not U.S. citizens or resident aliens, Form W-8BEN is used instead of the W-9 to certify their foreign status and claim exemption from certain withholding taxes. It's an essential document for international transactions involving individuals or entities outside the United States.

In summary, while the IRS W-9 form is a critical document for verifying taxpayer identification for U.S. persons, it often operates within a larger ecosystem of tax-related documents. Each of these forms serves a distinct purpose, whether it's reporting various types of income, specifying tax withholding preferences, or clarifying the tax status of international contractors. Understanding the connection and differences between these documents not only aids in proper tax reporting but also ensures compliance with the ever-evolving landscape of tax laws and regulations.

Similar forms

  • IRS Form W-4: Like the W-9, the W-4 is used for tax purposes, specifically for determining the amount of federal income tax to withhold from an employee's paycheck. Both forms collect taxpayer identification information, although the W-4 focuses on employment while the W-9 is often used by freelancers and contractors.

  • IRS Form 1099-MISC: The 1099-MISC is used to report payments made to freelancers and independent contractors. It is similar to the W-9 because the information provided on a W-9 is used by the payer to fill out and file the 1099-MISC. Essentially, the W-9 helps gather the data needed for the 1099-MISC.

  • IRS Form W-8BEN: This form is completed by non-U.S. persons to certify their foreign status and claim any applicable treaty benefits for tax withholding. Like the W-9, the W-8BEN is used to determine the correct tax reporting and withholding obligations, but for non-U.S. individuals or entities.

  • IRS Form 1040: The standard IRS form for individual income tax returns in the U.S. While it serves a different primary purpose from the W-9 (annual tax reporting vs. taxpayer identification), both forms are integral to the process of tax compliance and are used to report income to the IRS.

  • IRS Form SS-4: The SS-4 is the application used to obtain an Employer Identification Number (EIN). Businesses provide their EIN on Form W-9 when working as contractors. Thus, the SS-4 is a preliminary step for businesses that will later use the W-9 to provide their taxpayer identification to their clients.

  • IRS Form W-2: The W-2 form is used by employers to report wages paid to employees and taxes withheld from them. Similar to the W-9, the W-2 ensures accurate tax reporting and withholding. However, the W-2 is for employees, whereas the W-9 is for contractors and freelancers.

  • IRS Form 8300: This form is used to report cash payments over $10,000 received in a trade or business. While serving a different primary function from the W-9, both forms are part of the broader framework of financial transparency and tax compliance established by the IRS.

  • Bank Account Opening Forms: When opening a new bank account or updating account information, financial institutions often require a similar level of identification verification as the IRS W-9 form. Customers must provide their name, address, and taxpayer identification number—similar to the information collected on the W-9—to comply with federal regulations.

Dos and Don'ts

When approached about completing the IRS W-9 form, individuals and entities are advised to proceed with caution and understanding. This document, crucial for accurate tax reporting, requires detailed attention to ensure correctness and compliance with IRS guidelines. Listed below are several dos and don'ts that should be kept in mind while filling out this form.

Things You Should Do

  1. Verify your information: Double-check your Social Security Number (SSN) or Employer Identification Number (EIN) to ensure accuracy. These numbers are critical for tax identification purposes.
  2. Update personal details: Make sure your name and address are current. Any discrepancies between this form and IRS records can lead to unnecessary delays or complications.
  3. Understand the form's purpose for your situation: Knowing whether you're completing this form as an individual, a corporation, or another entity is vital, as it affects how you should be taxed.
  4. Review before submission: Taking a moment to review the form can prevent common errors, such as forgetting to sign the form, which could invalidate it.
  5. Keep personal copies: After submitting your W-9 to the requesting party, retain a copy for your records to maintain a personal audit trail.
  6. Submit the form securely: Since the form contains sensitive information, ensure it is sent through secure means, whether electronically or via mail.
  7. Consult with a tax professional: If unclear about how to complete the form or if you have specific questions related to your tax situation, seeking advice from a tax professional is advised.

Things You Shouldn't Do

  • Do not ignore requests from legitimate parties: If a party legitimately requires your W-9 for tax purposes, delaying or ignoring the request can lead to penalties or difficulties in your professional relationship.
  • Do not provide false information: It is crucial to be truthful on all parts of the form; providing false information can lead to legal consequences.
  • Do not forget to update your form: If your information changes, such as your address or tax identification number, you must complete a new W-9 with the updated information.
  • Do not send your form to the IRS: The W-9 is provided to the person or entity that requested it, not to the IRS directly, unless specifically instructed.
  • Do not neglect your privacy: Be cautious about who you provide your W-9 to, ensuring they have a legitimate reason for requesting it, to avoid potential misuse of your information.
  • Do not leave sections blank: Ensure all relevant sections are filled out to avoid the form being returned or the process being delayed.
  • Do not use outdated forms: The IRS periodically updates its forms. Using the most current version ensures compliance and avoids processing delays.

Misconceptions

Understanding the IRS W-9 form is crucial for taxpayers and businesses alike. Misinterpretations can lead to noncompliance issues, penalties, and confusion. Here, we clarify common misconceptions to ensure you navigate your tax obligations confidently.

  • Only Employees Need to Fill Out a W-9: This is incorrect. The W-9 form is primarily used for freelancers, independent contractors, and other non-employees to provide their taxpayer identification number (TIN) to the entity from which they receive payments. Companies use this form to report payments to the IRS accurately.

  • Filling Out a W-9 Forms Means Taxes are Withheld from Payments: Actually, the W-9 form does not initiate withholding. It's used to collect correct taxpayer information. Unlike the W-4 form used by employees, where withholding is indicated, independent contractors are responsible for paying their own taxes directly to the IRS.

  • The W-9 is Filed with the IRS: This common misconception could not be farther from the truth. The form is not sent to the IRS; instead, it's kept by the person or company that requested it. They use the information to prepare 1099-MISC forms or other tax documents, which are then sent to the IRS.

  • Only Businesses Need to Request a W-9: While it's true that businesses commonly request the W-9 form from their contractors, it's also required in various other contexts. For example, financial institutions may ask for a W-9 to report certain types of income like interest or dividends to the IRS.

  • A W-9 is Required for All Transactions: Not every transaction or payment requires a W-9. This form is specifically for situations where the income is reportable to the IRS. Small personal transactions, for instance, generally do not necessitate a W-9 form.

  • Updating a W-9 is Rarely Necessary: This is a dangerous misconception. It's important to update your W-9 anytime your personal or business information changes, such as your name, address, or tax ID number. Making sure your information is current helps avoid IRS mismatches or withholding issues.

Key takeaways

Understanding and correctly filling out the IRS W-9 form is critical for individuals and businesses engaged in various financial transactions in the United States. This document facilitates accurate tax reporting by requesting the crucial details needed for income tracking and tax compliance. Here are seven key takeaways regarding the W-9 form:

  • Purpose: The IRS W-9 form is primarily used to gather information from individuals or entities that provide services or goods. This information is crucial for businesses that need to report income paid to contractors, freelancers, and vendors to the IRS.
  • Responsibility: It's the responsibility of the payer or business entity to request and keep the W-9 form for their records. However, it's the individual or entity providing the services or goods who must complete the form accurately and provide it to the requester.
  • Information Required: Key information requested on the W-9 includes the name, business name (if applicable), tax classification, address, and Taxpayer Identification Number (TIN), which can be a Social Security Number (SSN) or Employer Identification Number (EIN).
  • Tax Reporting: Without a completed W-9 form, businesses may be required to withhold a portion of the payment (generally 24%) to the payee for federal tax purposes. This process is referred to as backup withholding.
  • Privacy Considerations: Given the sensitive nature of the information on the W-9 (e.g., SSN or EIN), it's vital to ensure the form's confidentiality and only share it with trusted entities that require it for legitimate tax reporting purposes.
  • Updates and Re-submission: If personal or business information changes (for example, a changed business structure or a new TIN), individuals and entities must complete a new W-9 form to reflect these changes and provide it to all payers.
  • No Direct Submission to the IRS: Unlike many tax forms, the completed W-9 does not need to be submitted directly to the IRS. Instead, it's given to the person or business that requested it, who may use the information for reporting purposes on forms such as the 1099-MISC for independent contractors.

Correctly understanding and completing the W-9 form can prevent tax reporting errors and avoid potential penalties. By ensuring the integrity and confidentiality of the information provided, both payers and payees contribute to a smoother tax compliance process.

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