W-9 Form—Fill Out the IRS W-9 Form Online for 2023 | Smallpdf (2024)

Breaking Down the W-9 Form

Unlike many other tax forms, the W-9 is relatively easy to fill out. As an independent contractor, you may not be used to the process or the lingo, though. We’ll go into each section of the IRS form in further detail below to help you get this paperwork out of the way as fast and easily as possible.

1: Name

If your business is a sole proprietorship or a single-member LLC, and is taxed as a sole proprietor or single-member LLC, your full legal name will go on this line. This name should match the one that appears on your tax return. On the other hand, if the LLC is a partnership, an S corporation, or another type of LLC, then insert your business’s name on this line.

2: Business Name/Disregarded Entity Name

You only need to fill out this section if you’re filling out the W-9 as a single-member limited liability company or a sole proprietor. So, if in line 1 you entered your legal name, the name of your business will go on this second section. If there is a DBA (Doing Business As), you can also put it here. Conversely, if the first section contains your business’s name or you work under your name, then you should leave this section blank.

3: Federal Tax Classification

This section of the W-9 refers to your tax status. Again, tick “Individual/sole proprietor or single-member LLC” if your business is a sole proprietorship of your company. The same goes for if your LLC is a C Corporation or an S Corporation. On the other hand, if another LLC owns the LLC, tick the “Limited Liability Company” box, and designate whether the parent company is a C corporation, an S corporation, or a Partnership by putting in C, S, or P, respectively.

4: Exemptions

This segment is for small businesses that are exempt from backup withholding or FATCA reporting. Write down the exempt payee code or exemption from FATCA reporting code here. Most will leave this section blank. However, if you are unsure, please check with a certified public accountant (CPA) or an advisor from a financial institution if you need assistance on this topic.

5 + 6: Address, City, State, ZIP Code

These two sections simply contain your address. If your home address is different from your business address, use the address that would be in your tax return.

Part I: Taxpayer Identification Number (TIN)

Here, put your Employer Identification Number (EIN), if you have it. In case you are the sole proprietor of your business, you would put your Social Security Number instead. Remember that you only need one of the two.

Part II: Certification

In Part II, you’ll find some information stating that by signing the W-9, you certify that the tax identification number provided is accurate, you are not subjected to backup withholding, you are a US citizen or other US person, and that the FATCA code, if any, is correct.

Once you’ve completed filling out the W-9 form, you just need to sign the document and insert the date where it is needed.

Filling Out the W-9 Form with Smallpdf

With our online PDF Editor, we have made sure you’ll find the latest version of the W-9 form from the IRS website (for the 2023 tax year) for you to work on. Right after accessing the web tool, you can start to fill out the blank W-9 by clicking on each box and entering your personal information. For the signature section, click “eSign” in the Mark up section to create and insert an electronic signature. Additionally, you add a textbox to enter additional data onto the document. Of course, the document you create by entering your data is only accessible by you. We only offer the template you work from—no personal data you enter will be visible to anyone else accessing the W-9 form on our site.

If you’d like to print the form out to fill it out with pen and paper instead—click the file menu located on the right-hand side of the Smallpdf logo at the top left corner. From there, you’ll be able to print the blank and fillable W-9 form to complete manually. You may also download the blank template to save on your computer and fill out later.

W-9 Form—Fill Out the IRS W-9 Form Online for 2023 | Smallpdf (2024)

FAQs

Can I fill out a W9 online? ›

The W-9 form is available as a downloadable and fillable PDF form from the official website of the Internal Revenue Service (IRS). PandaDoc software can help you to fill out a W9 online quickly and with ease.

What is a W9 Form 2023 PDF? ›

Use Form W-9 to provide your correct Taxpayer Identification Number (TIN) to the person who is required to file an information return with the IRS to report, for example: Income paid to you. Real estate transactions. Mortgage interest you paid.

Can you print out a W9 form? ›

The IRS website (irs.gov) has a downloadable, fillable, and printable blank W-9 form PDF you can use for free to submit your W9 to a requester.

What is the latest version of W9? ›

In March 2024, the IRS issued a final revised edition of Form W-9, Request for Taxpayer Identification Number and Certification. The 2024 version replaces the version that was previously published by the IRS in 2018.

Is a signature required on a W9? ›

Form W-9 if the Internal Revenue Service requests it. electronic signature by the payee whose name is on Form W-9 that authenticates and verifies the submission. The electronic signature must be under penalties of perjury and the perjury statement must contain the language of the paper Form W-9.

Is there a fillable W9 form? ›

Connect this fillable W-9 form template to your favorite tools to fill it with contractor data. The best part? No manual data entry is required! Easily get contractors set up with the right W-9 form so you can collect important tax information and meet all requirements.

How to fill out federal tax withholding form 2023? ›

How to fill out W-4s: Step-by-step
  1. Step 1: Enter your personal information. ...
  2. Step 2: Account for all jobs you and your spouse have. ...
  3. Step 3: Claim your children and other dependents. ...
  4. Step 4: Make other adjustments. ...
  5. Step 5: Sign and date your form.

Do I need to submit a W9 every year? ›

Does a W-9 need to be updated annually? Generally, a W-9 should only be updated if there are changes to an employee's personal or business information. This includes changes federal tax classification, address, and tax identification number (TIN).

Do I legally have to fill out a W9? ›

You will need to fill out a W-9 form if you: Classify yourself as an independent contractor or “freelancer.” Are not a full-time employee of the business. Will be paid more than $600 for work provided to the business.

Does a W9 require a physical address? ›

First, the primary address should be what is on the W-9 as that is what the IRS has. Second, the primary should always be a physical address and PO Boxes are remit-to addresses.

Do W9 forms expire in the IRS? ›

Forms W-9 previously provided or collected do not expire nor need to be refreshed due to the publication of the new revision. Prospectively, however, persons who provide or collect a Form W-9 should begin using the revised version of Form W-9.

Can I fill out a W9 online for free? ›

The process to fill out the W-9 is relatively simple and involves five simple steps. Smallpdf hosts the W-9 2022 form through our PDF Editor, so you can fill this form out online using our free service. Afterward, you can print or save the completed form on your computer or mobile to send to your client.

Can I send a W9 electronically? ›

The IRS allows payers to send W-9 and W-9S forms electronically as long as: The electronic system ensures that the information received by the payer is the same information input by the form filler. The information submitted is exactly the information that would be included in the paper form.

Can you download a W9? ›

The W-9 can be downloaded from the IRS website, and the business must then provide a completed W-9 to every employer it works for to verify its EIN for reporting purposes.

Can W9 be signed electronically? ›

For this purpose, the terms "authenticate" and "verify" have the same meanings as they do when applied to a written signature on a paper Form W-9 or W-9S. An electronic signature can be in any form that satisfies the foregoing requirements. The electronic signature must be the final entry in the submission.

What if a contractor refuses to provide a W9? ›

If they are now refusing to provide a W-9 you should stop paying them immediately and document your requests to obtain the W-9 in writing. Failing to report contractor payments could cost you $1,060 in penalties – per contractor.

What is a W9 for a 1099 employee? ›

A W-9 is sent by a client to a contractor to collect their contact information and tax number. Then, the client uses that info to fill out a Form 1099. It's the client's duty, as someone who is contracting work, to send the contractor Form W-9 before the end of the financial year.

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