Download W 9 Form: What You Need to Know
If you are a freelancer, contractor, or self-employed person who receives income from a client, vendor, or other entity, you may need to download a W 9 form and provide it to them. A W 9 form is a request for your taxpayer identification number (TIN) and certification that you are not subject to backup withholding. In this article, we will explain what a W 9 form is, why you need it, how to download it from the IRS website, how to fill it out correctly, and how to avoid common mistakes and problems with W 9 forms.
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What is a W 9 form and why do you need it?
A W 9 form is a request for your taxpayer identification number (TIN) and certification
A W 9 form is an official document issued by the Internal Revenue Service (IRS) that asks you to provide your name, address, tax classification, exemption codes, and TIN. Your TIN can be your social security number (SSN), employer identification number (EIN), or individual taxpayer identification number (ITIN). You also need to certify that you are not subject to backup withholding, which is a process where the IRS collects taxes from your payments at a flat rate of 24% if you fail to report your income or pay your taxes.
You need to provide a W 9 form to the person or entity that pays you income or reports certain transactions to the IRS
You may need to provide a W 9 form to anyone who pays you income that is not subject to withholding, such as interest, dividends, rents, royalties, fees, commissions, or nonemployee compensation. You may also need to provide a W 9 form to anyone who reports certain transactions to the IRS that involve you, such as real estate sales, mortgage interest payments, debt cancellations, IRA contributions, or health savings account distributions. The person or entity that requests your W 9 form is called the requester. They use your information to file information returns with the IRS, such as Form 1099-INT, Form 1099-DIV, Form 1099-MISC, Form 1098, Form 1099-C, Form 5498, or Form 1099-SA. These forms show how much income or transactions they paid or reported for you during the year. You need this information to report your income and pay your taxes on your tax return.
How to download a W 9 form from the IRS website
Go to the IRS website and search for Form W-9
The easiest way to download a W 9 form is to go to the IRS website at it on the next line. If you are a sole proprietor, you can enter either your individual name or your business name. Enter your address, including the street, city, state, and ZIP code. Do not use a P.O. box or foreign address.
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Choose your tax classification and exemption codes
The second part of the form asks you to choose your tax classification and exemption codes. Your tax classification determines how you are taxed and what forms you need to file. Your exemption codes indicate if you are exempt from backup withholding or FATCA reporting. Check the appropriate box for your tax classification. If you are not sure, consult a tax professional or the IRS instructions for Form W-9. If you are exempt from backup withholding or FATCA reporting, enter the corresponding codes in the boxes. If you are not exempt, leave them blank.
Provide your TIN, which can be your social security number (SSN), employer identification number (EIN), or individual taxpayer identification number (ITIN)
The third part of the form asks you to provide your TIN, which can be your social security number (SSN), employer identification number (EIN), or individual taxpayer identification number (ITIN). Your TIN is a unique number that identifies you to the IRS and helps them track your income and taxes. Enter your TIN in the appropriate format. If you do not have a TIN, apply for one as soon as possible and write "Applied For" in the space.
Sign and date the form and give it to the requester
The fourth part of the form asks you to sign and date the form and give it to the requester. By signing the form, you certify that the information you provided is true and correct, and that you are not subject to backup withholding or FATCA reporting unless you specified otherwise. You also agree to update the form if your information changes. Sign your name and write the date in the spaces provided. Do not use a stamp or electronic signature. Give the completed form to the requester and keep a copy for your records.
How to avoid common mistakes and problems with W 9 forms
Do not send your W 9 form to the IRS, only to the requester
One of the most common mistakes people make with W 9 forms is sending them to the IRS instead of the requester. The IRS does not need your W 9 form, only the requester does. The requester uses your W 9 form to file information returns with the IRS, such as Form 1099-INT, Form 1099-DIV, Form 1099-MISC, Form 1098, Form 1099-C, Form 5498, or Form 1099-SA. These forms show how much income or transactions they paid or reported for you during the year. You need this information to report your income and pay your taxes on your tax return.
Do not leave any fields blank or use incorrect information
Another common mistake people make with W 9 forms is leaving any fields blank or using incorrect information. This can cause delays, errors, or penalties for both you and the requester. For example, if you do not provide your TIN or provide an invalid TIN, the requester may have to withhold 24% of your payments as backup withholding and send it to the IRS. If you do not provide your correct name or address, you may not receive your information returns or other important notices from the IRS. If you do not provide your correct tax classification or exemption codes, you may be taxed incorrectly or miss out on certain benefits or deductions.
Do not ignore requests for W 9 forms or fail to update them when your information changes
A third common mistake people make with W 9 forms is ignoring requests for W 9 forms or failing to update them when their information changes. This can also cause delays, errors, or penalties for both you and the requester. For example, if you ignore a request for a W 9 form, the requester may have to withhold 24% of your payments as backup withholding and send it to the IRS until they receive your W 9 form. If you fail to update your W 9 form when your information changes, such as your name, address, TIN, tax classification, or exemption codes, you may receive incorrect information returns or other important notices from the IRS.
Do not forget to report your income and pay your taxes on time
A fourth common mistake people make with W 9 forms is forgetting to report their income and pay their taxes on time. This can result in interest, penalties, or audits from the IRS. For example, if you do not report all of your income from various sources on your tax return, such as interest , dividends, rents, royalties, fees, commissions, or nonemployee compensation, the IRS may notice a discrepancy between your tax return and the information returns they received from the requesters. If you do not pay your taxes on time, the IRS may charge you interest and penalties on the unpaid amount. If you are subject to backup withholding or FATCA reporting, you may also have to file additional forms with the IRS, such as Form 945, Form 1042, or Form 8966.
Conclusion and FAQs
In conclusion, a W 9 form is a request for your taxpayer identification number (TIN) and certification that you are not subject to backup withholding or FATCA reporting. You need to provide a W 9 form to the person or entity that pays you income or reports certain transactions to the IRS. You can download a W 9 form from the IRS website, fill it out correctly, and give it to the requester. You should also avoid common mistakes and problems with W 9 forms, such as sending them to the IRS, leaving any fields blank or using incorrect information, ignoring requests for W 9 forms or failing to update them when your information changes, and forgetting to report your income and pay your taxes on time.
Here are some frequently asked questions (FAQs) about W 9 forms:
Q: How often do I need to provide a W 9 form?A: You only need to provide a W 9 form once to each requester, unless your information changes or they ask you for an updated one.
Q: What if I do not have a TIN?A: You should apply for a TIN as soon as possible and write "Applied For" in the space for the TIN on the W 9 form. You can apply for an SSN at the Social Security Administration website or office, an EIN at the IRS website or phone number, or an ITIN at the IRS website or Form W-7.
Q: What if I am a foreign person?A: If you are a foreign person, you should not use Form W-9. Instead, you should use Form W-8BEN or Form W-8BEN-E to certify your foreign status and claim any tax treaty benefits. You should also consult a tax professional or the IRS instructions for Form W-8BEN or Form W-8BEN-E for more information.
Q: What if I receive a notice from the IRS about backup withholding or FATCA reporting?A: If you receive a notice from the IRS about backup withholding or FATCA reporting, you should respond to it as soon as possible and follow the instructions. You may need to provide a new or updated W 9 form to the requester or the IRS. You may also need to file additional forms with the IRS, such as Form 945, Form 1042, or Form 8966.
Q: Where can I find more information about W 9 forms?A: You can find more information about W 9 forms on the IRS website at , where you can download the form, view the instructions, and access other related resources.
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