Fill Out Form W-9 Online (Free, With E-Signature)
Form W-9 is the IRS form a US person or business uses to give their correct taxpayer identification number (TIN) to a company that will pay them. You can fill out a W-9 online, sign it electronically and send it back in minutes. Businesses collect W-9s from contractors and vendors so they can file information returns, such as Form 1099-NEC.
This guide explains who needs a W-9, how to fill out each line, the rules for electronic signatures and how businesses can collect W-9s automatically during vendor onboarding.
What is Form W-9?
Form W-9, “Request for Taxpayer Identification Number and Certification,” is used by US persons, including individuals, sole proprietors, LLCs, partnerships, corporations and trusts, to:
- Provide their name and TIN (Social Security number or EIN).
- Certify that the TIN is correct.
- Certify whether they are subject to backup withholding.
- Certify US person status.
- Provide exemption codes, if they apply.
The W-9 is not sent to the IRS. The requester keeps it on file. Always use the current version from irs.gov/w9.
Who needs to fill out a W-9?
You typically fill out a W-9 when:
- A business hires you as an independent contractor or freelancer.
- You are a vendor supplying goods or services to a business.
- A bank or broker opens an account and needs your TIN.
- You receive certain other payments that must be reported to the IRS.
Non-US persons generally do not use Form W-9. They usually provide a Form W-8, such as W-8BEN or W-8BEN-E.
How to fill out Form W-9, line by line
| Line | What to enter | Tips |
|---|---|---|
| Line 1 | Name as shown on your income tax return | Individuals and sole proprietors use their personal name |
| Line 2 | Business name or disregarded entity name, if different | Use for DBAs or single-member LLCs |
| Line 3a | Federal tax classification | Individual/sole proprietor, C corp, S corp, partnership, trust/estate or LLC with its tax classification |
| Line 3b | Foreign partners, owners or beneficiaries | Check only if it applies to a partnership, trust or estate |
| Line 4 | Exemption codes | Most individuals leave this blank |
| Lines 5 and 6 | Address, city, state and ZIP | Where the requester should mail information returns |
| Line 7 | Account numbers (optional) | Requester’s reference numbers |
| Part I | Taxpayer identification number | SSN for individuals; EIN for most entities |
| Part II | Certification and signature | Sign and date |
Single-member LLCs: If the LLC is disregarded for tax purposes, enter the owner’s name on line 1 and the LLC name on line 2, and use the owner’s SSN or EIN as instructed in the IRS instructions.
Can you sign a W-9 electronically?
Yes. The IRS permits electronic submission of Form W-9 when the requester’s system meets certain requirements. In general, the electronic system must:
- Ensure the information received is what the person sent.
- Document every access that results in a submission.
- Make it reasonably certain the person signing is the person identified on the form.
- Provide the same information as the paper form.
- Include an electronic signature by the person whose name is on the form, with the jurat (perjury statement) included.
Requesters should review the IRS requirements for electronic submissions before switching to a digital W-9 process.
Security tips for sending a W-9
A W-9 contains your SSN or EIN, so protect it:
- Do not send W-9s as plain email attachments when a secure upload or portal is available.
- Verify the requester before sending, especially if the request is unexpected. W-9 phishing scams exist.
- Use secure forms with encryption.
- Only send it to companies that will actually pay you.
How businesses collect W-9s automatically
For accounts payable and procurement teams, chasing W-9s is a common bottleneck before the first payment. An automated process:
- Vendor receives an onboarding link with a secure online form.
- Vendor completes W-9 information in a guided form, including tax classification and TIN.
- Vendor signs electronically.
- A W-9 PDF is generated for your records.
- TIN matching can be run through the IRS TIN Matching program where eligible.
- The vendor is created in your ERP or accounting system with tax details.
- Missing W-9 reminders go out automatically.
Collecting W-9 data before the first payment avoids year-end scrambles when 1099s are due.
How Noca helps
Noca lets you build a secure vendor onboarding form that collects W-9 information, captures an e-signature, generates the completed form PDF and creates the vendor in NetSuite, SAP, Priority or QuickBooks. Use the Noca vendor onboarding form template.
This article is for general information and is not tax or legal advice.
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Frequently Asked Questions
Can I fill out a W-9 form online?
Yes. You can fill out a W-9 online using the fillable PDF on irs.gov or a secure online form provided by the requester. If the requester’s system meets IRS requirements for electronic submission, you can also sign the W-9 electronically and submit it without printing.
Who needs to fill out a W-9?
US persons, including individuals, sole proprietors, LLCs, partnerships and corporations, fill out a W-9 when a business or financial institution needs their taxpayer identification number to report payments to the IRS. Independent contractors and vendors are commonly asked for a W-9 before their first payment.
Do I need to send my W-9 to the IRS?
No. You give the completed W-9 to the person or business that requested it, and they keep it on file. The requester uses the information to prepare information returns, such as Form 1099-NEC, which are filed with the IRS.
How does an LLC fill out a W-9?
It depends on how the LLC is taxed. A single-member LLC that is disregarded generally enters the owner’s name on line 1 and the LLC name on line 2. Multi-member LLCs and LLCs taxed as corporations select the LLC box with the appropriate tax classification. Follow the current IRS instructions.
Is it safe to email a W-9?
Emailing a W-9 as an unencrypted attachment exposes your SSN or EIN. It is safer to use a secure portal, encrypted email or a secure online form. Always verify that the request is legitimate, because W-9 phishing scams target contractors and small businesses.
What is the difference between a W-9 and a W-4?
A W-9 is used by independent contractors, vendors and other US persons to provide their taxpayer identification number to a payer. A W-4 is completed by employees so their employer can withhold the correct federal income tax from their paychecks.
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