IRS W-9 Form
IRS W-9 Form
Get

IRS W-9 Form 2018-2019

Get Form

About Form W-9

The W-9 Tax Form is one of the easiest reports to fill out. You've probably already heard about it, but let's delve into it in a little more detail and analyze all the essential information.

This form is meant to be prepared by freelance workers and other taxpaying residents of the U.S. in order to provide taxpayer ID and the corresponding certification.

According to the IRS, you are considered a resident for federal tax purposes if you can relate to the following:

  1. Individual citizen or foreigner who permanently resides in the country.
  2. A legal entity such as a company, partnership or corporation established or started up in the U.S. or under its laws.
  3. An inheritance fund (except foreign).
  4. National trust fund.

The W-9 Form is a basic doc for ICs or freelancers, including business-consultants, trade workers and those who hire them. The business asks the contractors to fill out the W-9 if their profit income exceeds $600. The data is meant to be used on a 1099 Information Return. Additionally, it helps financial institutions request a specific customer’s information. Those who are self-employed use it to avoid backup withholding.

Keep in mind not to submit the W-9 to the IRS. Submit it only to the requester.

Did you know?

The Form W-9 can't be signed by a power of attorney unless it specifically states that the agent/lawyer has the right to certify tax documents or forms (with or without copies thereof), or if a form 2848 IRS is provided. If you sign this template on behalf of a legal entity, you must confirm that you are authorized to sign.

What are the Components of a W-9 Form?

You can get the necessary blank template from your employers or download it for free. But in order to prepare the document correctly and without errors, we recommend using an online sample.

There should be no corrections. If you make a mistake when filling out the sample manually, you will need to start all over again, including print process. However, this is a waste of time and paper. Electronic filing is more convenient. The W-9 sheet components contain fillable fields for your answers. You can easily replace incorrect information in an editable document online at any time. Moreover, you can complete this web-based sample from any device and e-sign it in seconds.

Our step-by-step free instructions will help you to fill out the blank W-9 Form faster than ever before.

BOX 1

Enter your full name the same as it's presented on your personal income tax return or the corporate name.

Keep in mind, if you change your name you must inform the SSA. If you don’t report it, you must first enter the name as it appears on your social insurance and then type in the new one. This field must be filled in and not left blank.

w-9 form box 1

BOX 2

If you have specified the name of the legal entity in the first line, you do not need to repeat it again. Fill it in only if your business and legal name are different. You can also leave this field empty if you are working on your own behalf as a sole contractor but not on behalf of the company or partnership.

w9 form box 2

BOX 3

Only one variant should be chosen in this column. If you act and work as a private person, tick the checkmark next to the individual/sole proprietor. If not, choose another appropriate federal tax category. If your company is an LLC, mark the box and indicate the letter C, S or P in the appropriate field. In case you have the other type, see the instructions.

w-9 tax form box 3

BOX 4

Provide the exempted beneficiary code and the FATCA exemption code in the appropriate fields. This box is not the obligatory one, but fill out if applicable. Usually, private contractors have no exemptions of additional retention. However, corporations could be exempt. If you have any questions, seek independent tax advice.

w9 tax form box 4

BOX 5

Start to enter your address. For example, 1255 Princeton Ave, apt 93.

If your legal address does not match your place of residence, use the one you put on your tax return.

irs w-9 form box 5

BOX 6

Continue the address with the city, state and ZIP code as in the example: New York, NY 11256.

irs w9 form box 6

BOX 7

It is not an obligatory field. Remember that the IRS Form W-9 will only apply to the mentioned account, and you will need to provide another record for your other accounts.

PART I (TIN)

The fillable W-9 is for people who must file an information declaration to obtain the TIN of the recipient of payments (or another person). A Social Security Number (SSN) acts as a TIN for sole individuals.

For foreign residents, if you do not have an SSN or are not entitled to one, you must enter an ITIN (Individual Taxpayer Identification Number) or an Employer Identification Number in this field — for legal entities, this is the Employer Identification Number (EIN).

Note: A valid U.S. Taxpayer Identification Number (TIN) always will consist of nine digits.

A TIN should not be used as a taxpayer identification number if it:

  1. Contains anything other than numbers.
  2. Contains more or less than 9 digits.
  3. Comprises 9 identical digits.
  4. Consists of 9 consecutive numerals (in ascending or descending order).

If you do not have a TIN and you intend to apply for one or have already applied for one, please enter “Applied for” in the field. You will have 60 days to provide your TIN numbers to the Bank.

form w-9 part 1

PART II

The purpose of the last fillable box is for the certification of the document.

Please sign these papers and enter the date. If you sign the W-9 tax form on behalf of a legal entity, you must confirm that you are authorized to set the signature.

You can sign electronically. The online PDF editor allows you to create your customized legally binding eSignature.

Pay attention to the certification instructions on the page.

form w9 part 2

Conclusion

The W-9 tax forms were created by the federal government and are used by company entities you work with to receive information about your tax status. Once completed, the form will be sent directly to the company you cooperate with, not to the IRS.

Businesses need this information to know which tax to deduct from your payments (if necessary) and to submit the appropriate tax forms to the tax authorities on your behalf.

In compliance with the definition of Revenue Service, an independent contractor is a person, corporation or business to present the work when only the result is under control, not all the actions and the process.

For your convenience, you can use the free online sample. An advanced PDFfiller editor offers a set of powerful tools to quickly complete the fillable W-9 form from any device. Moreover, this electronic sample is more secure than filling out a paper one. So your confidential information is protected and stays safe. The preparing and signing process takes minutes and afterward you can email, print or download the file to use in the future.

A payer who cooperates with freelancers will have to submit a 1099 tax return at year-end and the W-9 will provide the name, address, and TIN of the contractor. Many recipients send this form to payers each year to give them current evidence about the individuals and businesses they deal with.

FAQ

Where do I get a W-9 Form?
Most often, the requesting party provides the form to the applicant. You can receive it by e-mail and download the printable PDF template to your computer. Since freelancers mostly work remotely from another city or even a country, you can prepare a report electronically for your convenience. You can find a fillable sample on the web, complete and sign it online and send it to the recipient right away. This saves you time and effort. But remember, you need to choose a reliable PDF editor that will protect your personal info. Your Social Security Number is very important and may be stolen. Proven and reliable online platforms use high-level data protection technology. Choose the right one!
What is the deadline for filing a Form W-9?
There is usually no time limit for completing the form W-9. However, companies are required to withhold 24% of any payment and transfer it to the IRS if you don’t provide them with the completed document. Therefore, most companies will withhold the payment until they receive the concluded template to avoid withholding. In some cases, they wait until the year ends to ask for a Taxpayer Identification Number to give you your tax documents (for example 1099). The client company needs to obtain your taxpayer data to submit a 1099-MISC information return and inform your identity to the tax service. The IRS has created the W-9 to obtain TIN numbers from those to whom they make payments.
What is the difference between a W-2 and a W-9?
W-2 is used for employment. Your employer is responsible for withholding taxes. The form contains the exact amount of money paid to the employee and the amount of taxes paid on his or her earnings during the year. The blank is to be distributed to other people in order to inform them about income taxes and retention. W-9 is for contract work purposes and provides data on taxpayer identification. There is no withholding of taxes. You are considered to be self-employed. You can benefit from the online filing of the document. The instructions are the same as when you complete the paper form W-9. Please contact your local accountant or tax consultant if you have any questions about your TIN or status of registration.
When do I need to submit a W-9 as a freelancer?
Freelancers can work with companies directly or through special online platforms for customers and performers. In any case, if you are a U.S. citizen or resident and receive income from your work, you will need to fill out a W-9 tax form. Freelancers are increasingly switching to online market orders. It's very easy and doesn’t take much time. The most important thing is that you create your account correctly and are able to work effectively. But you should remember, if your account's revenue reaches a minimum level of payment (usually from $10), you will not receive payment from the online job marketplace until you have completed and submitted a W-9 for your account. Usually, you can email the form, fax it or send it by USPS. You can do all of this without having to leave your web browser. When you change your name, convert your personal account into a company account or vice versa, you will need to send an updated template to both the market place and your customer.
What form should I use? The W-9 or the W-8BEN?
All freelancers who are U.S. employees must file the IRS form W-9. All other independent contractors must file Form W-8BEN. This means that you have to choose the second template if you are not an American citizen or resident, but work for a U.S. company. If the W-8BEN suits you, then you will be asked to complete several fillable fields. The non-resident performer can fill in the minimum — boxes 1-3 and add a signature. You can send the form electronically directly from your browser. Remember that according to the Internal Revenue Service definition, the W-8 is valid for 3 calendar years. If your last declaration was accepted more than 3 years ago, you must file a new one even if your personal information remains the same. This should be done before you process your next income payment. If you don’t update your template by the next payment cycle, you probably won’t be paid. You can sign the form electronically and email it to the recipient.
Get Form