The Benefits of Using Our Form W-9 Generator
Filling out tax forms manually is time-consuming and frustrating. Our Form W-9 generator dramatically reduces the effort it takes to get the job done—freeing up valuable hours for work that actually matters.
And if you ever need help, our support team is always available.
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What Is Form W-9 and When Do You Need It?
If you hire a contractor or freelancer and pay them $600 or more during the year, you must request a completed Form W-9. The contractor only needs to provide a few key details, including their legal name, address, and tax identification number.
Once completed, the W-9 allows you to accurately prepare Form 1099-NEC, which reports contractor payments to the IRS. While Form W-9 and Form 1099-NEC are separate documents, they work together to ensure correct tax reporting and compliance.
Form W-9 vs. Form W-4: What’s the Difference?
Understanding the difference between these two forms is critical.
- Form W-9
- Used by independent contractors and freelancers
- Reports non-employee compensation
- Information flows into Form 1099-NEC
- Form W-4
- Used by employees
- Determines how much federal tax is withheld from paychecks
If you’re not an employee of the company paying you, Form W-9—not W-4—is required.
Who Is Responsible for Requesting Form W-9?
The responsibility falls entirely on the business or individual making the payment. Contractors and freelancers are not required to request the form—it’s your obligation as the payer to collect it.
When Should You Request Form W-9?
The best time to request Form W-9 is before any work begins. Waiting too long can create compliance issues and may require you to perform backup withholding if the contractor fails to provide their tax information.
Collecting a W-9 upfront keeps your records clean and your business protected.
How to Fill Out Form W-9 Correctly
Form W-9 is short and straightforward. Although the document includes multiple pages, most are instructions. Here’s exactly what needs to be completed:
Line 1 – Name:
Enter your full legal name.
Line 2 – Business Name:
Leave blank if you don’t have one. Enter your trade or business name if applicable.
Line 3 – Federal Tax Classification:
Select the box that reflects your tax classification.
Line 4 – Exemptions:
Only applies to specific entities. Individuals typically leave this blank.
Lines 5 & 6 – Address:
Enter your full mailing address so information returns can be sent correctly.
Line 7 – Account Numbers:
Complete only if requested; otherwise, leave blank.
Part I – Taxpayer Identification Number (TIN):
- Individuals or single-member LLCs: Social Security Number
- Partnerships, corporations, or multi-member LLCs: EIN
- Sole proprietors may use either
Part II – Certification:
Sign and date the form to certify the accuracy of the information provided.
Because Form W-9 is a legal document, accuracy is critical. Any mistakes can lead to delays, penalties, or incorrect tax filings.
