Form W-9: Request for Taxpayer Identification Number and Certification (2024)

What Form W-9 Is For

Form W-9 is one of the most commonly requested tax documents in the United States, yet it's often misunderstood. Think of it as your official way of saying "here's my tax ID number" to businesses, banks, and other organizations that need to report payments to the IRS.

When someone pays you money—whether it's interest from your bank, freelance income from a client, or rent from a tenant—they're usually required to report that payment to the Internal Revenue Service. To do that correctly, they need your Taxpayer Identification Number (TIN), which is typically your Social Security Number (SSN) if you're an individual, or your Employer Identification Number (EIN) if you're a business.

Form W-9 serves several critical purposes: it provides your correct legal name and TIN to the payer; it certifies under penalty of perjury that your information is accurate; it confirms you're a U.S. person (not a foreign individual or entity); and it establishes whether you're exempt from backup withholding—a 24% automatic tax deduction the IRS requires when proper documentation is missing.

It's important to understand that you never file Form W-9 with the IRS. Instead, you give the completed form directly to the requester (your client, bank, or whoever is paying you), and they keep it in their records. The requester then uses your information to file information returns like Forms 1099-NEC, 1099-MISC, or 1099-INT with the IRS. IRS.gov

When You’d Use Form W-9 (Including Late or Corrected Submissions)

You'll encounter Form W-9 in numerous everyday financial situations. Most commonly, you'll need to complete one when:

• Starting freelance or contract work: Before a client pays you for services
• Opening bank or investment accounts: Financial institutions need it to report interest, dividends, or other earnings
• Receiving rental income: Landlords provide it to management companies or payment processors
• Working with payment platforms: Third-party payment networks require it for reporting
• Attorney services: Law firms need W-9s even from corporations for reporting fees and settlements
• Real estate transactions: Both buyers and sellers may need to provide tax information
• Mortgage interest paid: For reporting acquisition or abandonment of secured property
• IRA contributions: When contributions are made to individual retirement arrangements
• Cancellation of debt: When debt is forgiven or cancelled

Late or corrected submissions become necessary in several scenarios. If you initially forgot to submit a W-9 or submitted it with missing information, you should provide a complete form as soon as possible—even if it's after the payment has been made. This stops backup withholding (the automatic 24% tax deduction) from starting or continuing.

You must submit a corrected W-9 whenever your information changes: after a legal name change (marriage, divorce, or other reasons), when your business changes its tax classification (for example, an LLC electing S-corporation status), if you receive a new TIN, or if your address changes and you need to ensure tax documents reach you. If you initially wrote "Applied For" in the TIN box because you were waiting for your number, you must provide an updated W-9 with your actual TIN within 60 days to avoid backup withholding. IRS.gov

Key Rules or Details for 2024

New for 2024

Partnerships, trusts, and estates must now check a new box (Line 3b) if they have any foreign partners, owners, or beneficiaries when providing the form to a flow-through entity. This change helps with international tax reporting requirements under the Foreign Account Tax Compliance Act (FATCA).

Critical Rules That Remain in Effect

• U.S. persons only: Form W-9 is exclusively for U.S. citizens, resident aliens, and entities organized under U.S. law. Foreign persons must use Form W-8 series or Form 8233 instead.
• Backup withholding rate: Remains at 24% for 2024. This automatic withholding applies to reportable payments when you don't provide a TIN, provide an incorrect TIN, or fail to certify you're not subject to backup withholding.
• Signature requirements: You must sign the certification section under penalties of perjury, confirming that your TIN is correct, you're not subject to backup withholding, and you're a U.S. person. There are limited exceptions for certain interest and dividend accounts.
• Name-TIN matching: The name on Line 1 must exactly match the name on your tax returns and IRS records. Mismatches trigger IRS notices to payers and can result in backup withholding.
• Disregarded entities: Single-member LLCs and other disregarded entities must enter the owner's name on Line 1 and may enter the business name on Line 2. The TIN should be the owner's SSN or the LLC's EIN if it has one.
• Penalties for false information: Providing false information can result in a $500 civil penalty or criminal prosecution including fines and/or imprisonment. Failure to provide a correct TIN subjects you to a $50 penalty for each failure unless due to reasonable cause.
• Four-year retention: Requesters must keep Form W-9 in their files for at least four years. IRS.gov

Step-by-Step (High Level)

How to Complete Form W-9

Line 1 – Name

Enter your name exactly as it appears on your tax return. For individuals and sole proprietors, use your legal name. For single-member LLCs that are disregarded entities, enter the owner's name here, not the business name.

Line 2 – Business name (if different)

This is optional for most people. Use it only if you operate under a different business name (DBA) or if you're a disregarded entity entering your business name after putting the owner's name on Line 1.

Line 3a – Federal tax classification

Check only ONE box that matches how you file your federal taxes: Individual/sole proprietor (most common for freelancers), C Corporation, S Corporation, Partnership, Trust/estate, or Limited Liability Company (then specify how the LLC is taxed).

Line 3b – Foreign partners/owners/beneficiaries (NEW for 2024)

If you're a partnership, trust, or estate with any foreign partners, owners, or beneficiaries, check this box.

Line 4 – Exemptions

Most individuals leave this blank. Only certain entities (like corporations, tax-exempt organizations, and government agencies) can claim exemption from backup withholding or FATCA reporting. The form provides specific codes for exempt payees and FATCA exemptions.

Lines 5–6 – Address

Enter your current mailing address where you want to receive tax documents. If this is a new address, circle "NEW" on the form.

Line 7 – Account numbers

Leave blank unless the requester has asked you to include specific account numbers.

Part I – Taxpayer Identification Number

Enter your SSN (for individuals) or EIN (for businesses) in the appropriate box. If you've applied for a number but haven't received it yet, write "Applied For" in the space, but remember you must provide the actual number within 60 days.

Part II – Certification

Read the four certification statements carefully. If you've been notified by the IRS that you're currently subject to backup withholding for underreporting interest or dividends, you must cross out item 2 before signing. Sign and date the form to complete it.

Submit to the requester

Give or send the completed form to whoever requested it—never mail it to the IRS. IRS.gov

Common Mistakes and How to Avoid Them

Mistake #1: Name-TIN mismatch

This is the most common error. If you recently married and changed your name but haven't updated it with the Social Security Administration, your old name is still in IRS records. Solution: Update your name with the SSA first using Form SS-5, then wait for the update to process before submitting Form W-9 with your new name.

Mistake #2: Wrong tax classification

Single-member LLC owners often check "Limited Liability Company" without indicating how the LLC is taxed. Solution: If you're a single-member LLC that hasn't elected corporate taxation, check "Individual/sole proprietor" OR check "Limited Liability Company" and write the appropriate tax classification code in the box.

Mistake #3: Entering business name instead of owner name

For disregarded entities like single-member LLCs, the owner's legal name must be on Line 1. Solution: Put your personal legal name on Line 1, and you may add your business name on Line 2.

Mistake #4: Not signing the form

An unsigned W-9 is invalid and triggers backup withholding. Solution: Always sign and date Part II unless you fall into the rare exception for certain interest and dividend accounts where no signature is required.

Mistake #5: Leaving Line 1 blank

An entry is required on Line 1; you cannot leave this line blank. Solution: Always enter the name that matches your tax return on this line.

Mistake #6: Checking more than one box on Line 3a

You must check only one box for federal tax classification. Solution: Carefully determine your correct tax classification and check only that box.

Mistake #7: Failing to update after changes

If you get married, form a corporation, or receive an EIN after initially using your SSN, you must submit a new W-9. Solution: Proactively send updated forms to all your clients and financial institutions whenever your tax information changes.

Mistake #8: Using incorrect TIN type

For resident aliens without an SSN, your TIN is your Individual Taxpayer Identification Number (ITIN), which should be entered in the Social Security Number box. Solution: Make sure you're using the correct type of TIN for your situation. IRS.gov

What Happens After You File

Once you hand over your completed Form W-9, here's the behind-the-scenes process:

The requester keeps your form on file—typically for at least four years. They don't send it to the IRS; they use it as their source document for preparing information returns. Throughout the year, the requester tracks payments made to you. When tax time arrives (typically by January 31 of the following year), they prepare and file information returns with the IRS, such as Form 1099-NEC for nonemployee compensation, Form 1099-MISC for miscellaneous income, Form 1099-INT for interest payments, or other applicable forms.

You'll receive a copy of these information returns, showing what was reported to the IRS under your TIN. This is why accuracy on Form W-9 matters so much—the information flows directly to your permanent IRS records.

If everything matches, you won't be subject to backup withholding, and your relationship with the payer continues smoothly. You'll report the income on your tax return using the information returns you receive.

If there's a problem, several things might happen: The IRS may send the requester a notice (called a "B notice") indicating that the name-TIN combination doesn't match their records. The requester must then ask you for a corrected W-9. If you don't respond or provide correct information, the payer must begin backup withholding at 24% from your future payments until the issue is resolved.

If you provided "Applied For" but don't furnish your actual TIN within 60 days, backup withholding will start. The backup withholding continues until you provide a correct TIN. If the IRS has notified the payer that you've underreported interest or dividends, backup withholding continues until the IRS notifies the payer that backup withholding should stop.

Your information may be shared beyond the immediate payer and IRS. The Privacy Act Notice on Form W-9 explains that your TIN may be disclosed to the Department of Justice for civil and criminal litigation, to state and local governments for tax administration, to other countries under tax treaties, to federal and state agencies to enforce civil and criminal laws, and to federal law enforcement and intelligence agencies to combat terrorism. This is standard for tax compliance purposes and required under section 3406 of the Internal Revenue Code. IRS.gov

FAQs

Q1: Do I need to fill out a new W-9 every year?

No. Once you've provided a valid W-9 to a requester, it remains valid until your information changes. However, you must provide a new form immediately if your name, TIN, tax classification, or other relevant information changes.

Q2: Can I refuse to provide a W-9?

Technically yes, but there are consequences. If you don't provide a W-9 when required, the payer is required to withhold 24% of your payments as backup withholding and send that money to the IRS. Additionally, under section 3406, payors must generally withhold on taxable interest, dividends, and certain other payments when a payee fails to provide a TIN.

Q3: Is Form W-9 safe to give out? What about identity theft?

Form W-9 contains sensitive information (your SSN or EIN), so you should only provide it to legitimate requesters who need it for valid tax reporting purposes. Ask why they need it and how they'll protect your information. If you're concerned about providing your SSN, you can apply for an EIN (free from the IRS) and use that instead, even as a sole proprietor.

Q4: What's the difference between W-9 and W-8 forms?

Form W-9 is for U.S. persons (citizens, resident aliens, and U.S. entities). Form W-8 (which has several variants) is for foreign persons and foreign entities. Using the wrong form can result in incorrect withholding—either 24% backup withholding or withholding under chapter 3 or chapter 4 of the Internal Revenue Code. Make sure you use the form that matches your tax status.

Q5: I'm a sole proprietor with an EIN. Should I use my SSN or EIN on Form W-9?

According to IRS instructions, if you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, you should be consistent with which number you use. Most sole proprietors use their SSN unless they have employees or specific privacy concerns.

Q6: What if I realize I made a mistake after submitting the form?

Submit a corrected Form W-9 to the requester immediately. Provide the accurate information including the correct name, TIN, and tax classification. The sooner you correct it, the less likely you'll face backup withholding or IRS matching notices. The requester can use the corrected information for future payments and reporting.

Q7: Can I submit Form W-9 electronically or does it need to be on paper?

Electronic submission is acceptable. The IRS allows electronic Form W-9 submissions as long as the system meets certain requirements regarding signatures, storage, and the ability to reproduce the form. Many requesters use secure online portals for W-9 collection. Faxed copies are also acceptable. What matters is that the form is complete, properly signed, and stored securely by the requester. IRS.gov

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