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Form W-9

Form W-9, officially titled "Request for Taxpayer Identification Number and Certification," is a one-page form issued by the (IRS) that U.S. persons use to furnish their correct (TIN)—such as a (SSN), (ITIN), or (EIN)—along with their name and to entities required to report certain payments or transactions to the IRS. The form serves as a under penalty of that the provided TIN is accurate and that the filer is not subject to withholding on , dividends, or other reportable payments, thereby facilitating accurate information reporting without the need for the payer to withhold 24% of such payments for potential IRS underreporting. Introduced as part of IRS efforts to streamline compliance, the current version of Form W-9 was revised in March 2024 to incorporate updates related to foreign account compliance (FATCA) and chapter 4 withholding rules; a draft update was released in September 2025. Primarily requested by businesses, , and other payers from contractors, freelancers, vendors, or any U.S. person (including citizens, resident aliens, partnerships, corporations, estates, and trusts) who may receive reportable , Form W-9 is essential for preparing information returns such as series (e.g., 1099-NEC for nonemployee compensation or 1099-MISC for miscellaneous ), for , or reports on transactions and cancellations. Unlike withholding forms like W-4 for employees, Form W-9 does not authorize withholding but instead confirms the payee's U.S. status to avoid unnecessary taxation under chapters 3 and 4 of the , which address withholding on payments to foreign persons. Payers must retain the completed form in their records until the expires for the corresponding information return to substantiate the TIN provided and avoid penalties for failure to file correct information returns, which can reach $330 per return for 2025 filings. The form's structure is straightforward, consisting of fields for the filer's name, business name (if applicable), address, TIN, and entity classification (e.g., , , or exempt ), followed by Line 4 for exemption codes (e.g., for specific exempt payees like corporations not subject to certain withholdings). Part II includes a certification signed under penalty of affirming the TIN's accuracy, exemption from withholding, and U.S. status, along with a for exemption from FATCA reporting. Signatures are required to validate the certifications, and the form explicitly instructs filers not to send it to the IRS but to the requester only. Substitute forms are permitted if they include all necessary elements and substantially duplicate the official layout, but electronic versions must comply with IRS safe harbor rules for reliability and signer authentication. Non-compliance, such as providing an incorrect TIN, can trigger withholding or IRS notices (e.g., CP2100 or B notices), underscoring the form's role in upholding the integrity of the U.S. reporting system.

Background

Purpose and Legal Basis

Form W-9, officially titled "Request for Taxpayer Identification Number and Certification," serves as the primary means for U.S. persons to provide their correct (TIN)—which may be a (SSN), (EIN), or (ITIN)—to payers who are obligated to report certain payments to the (IRS). This form enables payers to collect the necessary details for filing information returns, such as Forms or 1098, documenting , transactions, and other reportable events. By furnishing a certified TIN, payees ensure that reported payments can be accurately matched to their tax records, supporting IRS oversight of . The legal foundation for Form W-9 stems from Section 6109 of the (IRC), which mandates that individuals and entities supply their TIN to persons required to include it in information returns filed with the IRS. Additionally, IRC Sections 6041 through 6050 establish the requirements for payers engaged in trade or business to report payments of $600 or more (or other specified thresholds) for rent, services, interest, dividends, and similar items, necessitating the prior collection of a certified TIN to avoid penalties for incomplete reporting. These provisions facilitate the IRS's ability to payer-reported income against payee tax filings, thereby enhancing compliance and reducing discrepancies in income verification. A key function of Form W-9 is the certification of exemption from backup withholding under IRC Section 3406, where the payee attests under penalty of that the provided TIN is correct, that they are a U.S. person, and that they are not subject to backup withholding unless the IRS has notified them otherwise due to prior underreporting or failure to provide a TIN. This certification helps payers determine whether to withhold 24% of certain payments as backup withholding to cover potential liabilities. The form integrates with the IRS's (TIN) Matching Program, a free service that allows authorized payers to electronically verify the accuracy of TIN and name combinations against IRS records before submitting information returns, thereby minimizing errors and associated penalties. Overall, Form W-9 plays a critical role in preventing underreporting of income by ensuring reliable TIN data for IRS enforcement, without which payers face increased risk of non-compliance.

History and Revisions

Form W-9 was introduced by the (IRS) around 1983 as a key tool to enhance taxpayer identification and certification amid efforts to curb through strengthened information reporting requirements. This development followed the enactment of the Tax Equity and Fiscal Responsibility Act of 1982 (TEFRA), which expanded obligations for payers to report payments and implemented backup withholding mechanisms to ensure compliance with tax reporting on , dividends, and other payments. TEFRA's provisions aimed to close loopholes in tracking by mandating the collection of taxpayer identification numbers (TINs) from payees, thereby facilitating accurate information returns to the IRS. The initial version of Form W-9, revised in October 1983, served primarily to certify the correctness of a payee's TIN for accounts opened after December 31, 1983, directly supporting these anti-evasion measures. A significant revision occurred in August 2013, integrating certifications related to the (FATCA), enacted in 2010 to combat offshore by U.S. persons. This update required U.S. persons to affirm their non-foreign status on the form, enabling payers to distinguish domestic payees from those subject to FATCA reporting and withholding under sections 1471-1474 of the . The revised form included specific FATCA exemption codes and instructions for certification under penalties of perjury, ensuring alignment with international compliance standards while maintaining the core TIN certification function. This change was driven by the need to coordinate U.S. tax reporting with global financial institutions participating in FATCA agreements. In November 2017, the IRS updated Form W-9 to provide greater clarity on TIN requirements and the associated penalties, referencing penalties under U.S.C. §§ 6721-6724 for failures in filing correct information returns. The revision emphasized the language, stating that false statements could result in civil or criminal penalties, and expanded guidance on submission options while reinforcing the need for accurate TIN provision to avoid backup withholding. This update addressed ongoing compliance challenges in information reporting without altering the form's fundamental structure. The March 2024 revision introduced targeted enhancements for entity classifications, adding Line 3b to allow partnerships (including LLCs taxed as partnerships), trusts, or to indicate if they have any direct or indirect foreign partners, owners, or beneficiaries. This supports improved flow-through under FATCA and related rules, helping payers identify potential withholding obligations. Additionally, the update clarified treatment of disregarded entities, such as single-member LLCs taxed as sole proprietorships, by specifying that they should check the "/sole proprietor or single-member LLC" box and provide the owner's TIN. These changes aimed to streamline compliance for complex entities while preserving the form's simplicity for individual users. In August 2025, the IRS released a draft of Form W-9 revised for January 2026, incorporating provisions for reporting as mandated by amendments to Section 6045 under the of 2021. The draft adds a new certification in Part II for U.S. brokers to claim exemptions from information reporting on and other transactions, including sales or exchanges effected by multiple brokers. It also introduces updated exemption codes (e.g., Code 14 for payees in a transaction involving digital assets exempt from backup withholding) to facilitate coordinated reporting and TIN validation in the growing . This revision reflects the IRS's adaptation to emerging financial technologies while maintaining focus on accurate income tracking. For the 2025 tax year, no major structural changes to Form W-9 were implemented beyond the March 2024 version, with the IRS continuing to promote electronic submissions to improve efficiency and reduce errors in TIN collection and processes.

Form Components

Identifying Information

The identifying information section of Form W-9 collects essential personal and entity details to enable the (IRS) to accurately associate the form with the submitter's tax records. This includes the legal name, any applicable business or disregarded entity name, federal tax classification, mailing address, optional account number, and (TIN). Accurate completion of these fields is critical, as discrepancies can lead to IRS notices, withholding, or delays, since the IRS relies on name-TIN matching to validate submissions against its database. Line 1 requires the entry of the exactly as it appears on the submitter's . For individuals, this is the full , including first, middle initial if applicable, and last name. For entities such as corporations or partnerships, it is the registered as filed with the IRS or authorities. This field must not be left blank, and the name should match to facilitate proper identification and prevent mismatches during processing. Line 2 is used for the name, (doing as, or ), or disregarded entity name only if it differs from the entered on Line 1. For sole proprietors or single-member companies (LLCs) treated as disregarded entities for tax purposes, the owner's goes on Line 1, while the or entity name—such as " " for a or the LLC's name for a single-member LLC— is entered here. This distinction ensures the IRS can link payments to the correct taxable entity without confusion. If no separate name exists, this line may be left blank. Line 3 consists of checkboxes for selecting the federal tax classification of the person or entity named on Line 1, with only one box to be checked. Options include individual/sole proprietor or single-member LLC (treated as disregarded), , , , or trust/estate. For limited liability companies (LLCs) that are not disregarded, a specific code must be entered indicating their tax treatment: "C" for , "S" for , or "P" for . Disregarded single-member LLCs check the individual/sole proprietor box instead. This classification helps the IRS determine the appropriate tax reporting and withholding rules applicable to the submitter. Lines 5 and 6 capture the submitter's mailing for IRS correspondence and purposes, including street (with apartment or suite number if applicable) on Line 5, and city, state, and on Line 6. This should be the U.S. associated with the TIN; foreign addresses are permitted if no U.S. is available, but the format must align with IRS standards for accurate record matching. Providing an incorrect or outdated can result in delayed notices or failed during IRS reviews. Line 7 is an optional field for entering account number(s) used by the requester to identify the payee's accounts. Part I requires entry of the (TIN) in the designated box, which must precisely match the name on Line 1 to comply with IRS guidelines and avoid automated backup withholding at a 24% rate on reportable payments. Individuals typically use their (SSN), while business entities use an (EIN); those ineligible for an SSN, such as certain nonresident aliens, may use an (ITIN). If the submitter lacks a TIN, they should apply immediately—via the for an SSN, Form SS-4 for an EIN, or Form W-7 for an ITIN—and enter "Applied For" along with the application date on the form, followed by providing the actual TIN once obtained. The IRS emphasizes that the TIN-name combination is verified through its TIN Matching program, and mismatches trigger notices such as CP2100 or CP2100A to payers and payees, urging correction to prevent penalties or withholding.

Tax Classification and Certification

Line 3b, introduced in the March 2024 revision, requires partnerships, trusts/estates, or LLCs classified as partnerships (code P) to check the box if they have direct or indirect foreign partners, owners, or beneficiaries, particularly when providing the form to another flow-through entity. Checking this box signals to the payer that the entity may be subject to additional withholding under section 1446 for effectively connected taxable income allocable to foreign partners, facilitating compliance with international tax reporting. This addition enhances transparency in pass-through structures involving non-U.S. persons. Line 4 addresses exemptions from backup withholding and FATCA reporting, where applicable payees enter specific codes to claim relief from these requirements. For backup withholding exemptions, the form lists 13 codes identifying eligible payees: code 1 for an organization exempt from tax under 501(a), any , or a under 403(b)(7) if the account meets the requirements of 401(f)(2); code 2 for the or any of its agencies or instrumentalities; code 3 for a state, the District of Columbia, a U.S. or U.S. possession, a U.S. territory, a foreign , an , or any of their agencies or instrumentalities; code 4 for a foreign or any of its political subdivisions, agencies, or instrumentalities; code 5 for a (other than a or ); code 6 for a dealer in securities or commodities required to be registered by a U.S. ; code 7 for a futures commission merchant registered with the ; code 8 for a ; code 9 for an entity registered under the under the securities laws of the ; code 10 for a common fund operated by a under 584(a); code 11 for a defined under 581; code 12 for a middleman known to be either a nominee or custodian; and code 13 for a exempt from tax under 664 or described in 4947(a)(1). These codes ensure that only qualified entities avoid the 24% backup withholding rate on reportable payments. For exemptions from FATCA reporting, Line 4 includes a separate space for codes A through M: "A" for an exempt from tax under 501(a) or any individual as defined in 7701(a)(37); "B" for the or any of its agencies or instrumentalities; "C" for a state, of , a U.S. commonwealth or U.S. possession, a U.S. territory, or a political subdivision or governmental unit of any of the foregoing; "D" for a the stock of which is regularly traded on one or more established securities markets (see Regulations 1.1472-1(c)(1)(i)); "E" for a that is a member of the same expanded affiliated group as a described in D; "F" for a dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such by the appropriate U.S. ; "G" for a ; "H" for a regulated (as defined in 851) or an entity registered at all times during the tax year under the ; "I" for a common fund (as defined in 584(a)); "J" for a as defined in 581; "K" for a broker; "L" for a exempt from tax under 664 or described in 4947(a)(1); and "M" for a tax-exempt under a 403(b) plan or 457(g) plan. Payees entering these codes certify their non-reportable status under the , reducing administrative burdens for payers while upholding chapter 4 withholding obligations. Part II of Form W-9 contains the certification statements that the payee must affirm under penalties of to validate the provided information. The certification includes: (1) the (TIN) shown is correct (or the payee is awaiting issuance); (2) the payee is not subject to backup withholding because they are exempt, have not been notified by the IRS of such status due to unreported interest or dividends, or have received notice of termination of backup withholding; (3) the payee is a U.S. person, including a U.S. citizen or other as defined in Regulations 1.1441-1(c)(2); and (4) any FATCA code entered indicating exemption from reporting is correct. These statements confirm the payee's U.S. status and compliance, except in cases where the IRS has issued a CP2100 notice notifying the payee of backup withholding due to TIN mismatches or prior failures. The certification concludes with the exact declaration: "I declare under penalty of that the foregoing is true, correct, and complete." This language invokes criminal penalties under 26 U.S.C. § 7206 for willful false statements under penalty of , which prohibits subscribing to any document verified by a perjury declaration that the declarant does not believe to be true and correct in every material matter. The form requires a from the payee or an authorized representative, along with the date, to bind the certification. Electronic signatures are permitted for Form W-9, provided they are made under penalties of and include the full language from the paper form. This accommodates digital submissions while maintaining the legal validity of the , as outlined in IRS guidelines for furnishing of the form. As of September 2025, the IRS released a revision of Form W-9 (Rev. January 2026) that incorporates updates for compliance, including a new in Part II for U.S. brokers to claim exemption from information reporting on transactions under section 6045A, and clarifications for sole proprietors. This is not yet final.

Users and Requirements

Payers Requesting the Form

Payers of Form W-9 are defined as any , financial institutions, or other entities engaged in a or that make payments subject to information reporting requirements under the (IRC). These payers include those issuing reportable payments such as non-employee compensation exceeding $600 annually under IRC § 6041, which mandates filing information returns for fixed or determinable income like rents, prizes, or services. Examples encompass corporations compensating independent contractors, banks disbursing , and brokers distributing dividends. Any payer required to file specific information returns with the IRS must request Form W-9 from U.S. payees to obtain their (TIN) and certifications. This obligation applies to entities filing Forms 1099-MISC or 1099-NEC for miscellaneous or non-employee compensation, 1099-INT for interest payments, 1099-DIV for dividends, 1098 for mortgage interest, or 5498 for individual retirement arrangements. For instance, like banks routinely request the form from account holders receiving reportable interest, while employers seek it for non-wage payments such as prizes or awards. Under IRC § 3406, payers have a legal duty to obtain a completed Form W-9 prior to making reportable payments to certify the payee's TIN, name, address, and status to avoid liability for backup withholding at a rate of 24%. Failure to secure this certification triggers the payer's responsibility to withhold and remit the specified percentage on payments like , dividends, or other reportable amounts until the issue is resolved. This requirement ensures accurate reporting and compliance with IRS verification processes. Payers must retain completed Forms W-9 for 3 years from the date the account is opened or the due date of the related information return, whichever is later. These records support the payer's compliance with reporting obligations and may be requested during IRS examinations. Additionally, payers are encouraged to participate in the IRS (TIN) Matching , an electronic service that allows pre-payment validation of TIN and name combinations against to minimize errors in information returns. This voluntary program, available interactively or in bulk, helps payers confirm data from Form W-9 before filing Forms or similar documents.

Payees Submitting the Form

Form W-9 is provided by U.S. persons, defined for federal tax purposes as individuals who are U.S. citizens or U.S. resident aliens, partnerships created or organized in the United States or under its laws, corporations or associations created or organized in the United States or under its laws, estates other than foreign estates, or domestic trusts as defined in Treasury Regulations section 301.7701-7. Foreign persons are ineligible to submit Form W-9 and instead use forms in the W-8 series to certify their foreign status. Individuals and entities required to submit Form W-9 include recipients of reportable payments, such as independent contractors receiving nonemployee compensation of $600 or more in a under Internal Revenue Code (IRC) section 6041(a), vendors or service providers paid $600 or more for services under IRC section 6041(a), persons earning $10 or more in interest or dividends under IRC section 6049(a), and contributors to individual retirement accounts (IRAs). Payers request the form from these payees to obtain their (TIN) for reporting payments on information returns like Form 1099. Certain payees are exempt from backup withholding on specific payments and may enter an exempt payee code on Form W-9, though they often still provide the form for TIN verification; these include corporations exempt under IRC section 6041(b)(3) for payments like rents or services, organizations exempt from tax under IRC section 501(a) such as 501(c)(3) charities, IRAs and certain custodial accounts under IRC sections 408 or 403(b)(7), and U.S. federal, state, or local government entities including their instrumentalities. Special cases include single-member limited liability companies (LLCs) treated as disregarded entities for federal tax purposes, which must provide the owner's name, TIN, and tax classification rather than the LLC's own; similarly, estates after the decedent's death use the estate's (EIN). Payees submit Form W-9 once to establish their TIN with a specific payer, unless the TIN changes, the payee receives IRS notification of an incorrect TIN, or other circumstances require updating the certification.

Primary Applications

Independent Contractor Arrangements

Businesses commonly request Form W-9 from independent contractors, including freelancers, consultants, and vendors, prior to making payments of $600 or more in a for non-employee services. This process enables payers to obtain the necessary (TIN) for filing Form 1099-NEC, which reports non-employee compensation to the IRS by January 31 of the following year. The certification section of Form W-9 verifies the accuracy of the provided TIN, facilitating IRS matching of the information return against the payee's individual tax return to confirm reported income. This verification also aids in preventing worker misclassification as employees, a scenario that would require submission of Form W-4 for payroll withholding purposes. In contrast to Form W-4, which instructs employers on federal income tax withholding from employee wages, Form W-9 imposes no withholding obligation on the payer; independent contractors must self-report their business income on Schedule C (Form 1040) and pay estimated taxes quarterly. Common triggers for W-9 requests include service-based contracts, gig economy transactions such as payments to rideshare drivers via platforms like Uber, and professional fees for services from lawyers or accountants. As of 2025, heightened IRS scrutiny on worker classification—particularly under updated guidance for Section 530 relief, which protects payers from reclassification penalties if they consistently treat workers as contractors and file required forms—underscores the importance of securing a certified W-9 to status. If the form lacks certification, payers may need to initiate backup withholding at 24% on reportable payments.

Financial Reporting and Backup Withholding

Form W-9 plays a critical role in financial reporting for payments related to investments and , enabling payers such as banks, brokers, and lenders to collect taxpayer identification numbers (TINs) for accurate IRS information returns. For instance, banks request Form W-9 from account holders to report interest payments exceeding $10 annually on Form 1099-INT, while brokers use it to document dividends over $10 reported on Form 1099-DIV. Lenders similarly obtain the form to substantiate interest deductions of $600 or more via Form 1098, and creditors require it for cancellations of $600 or more documented on Form 1099-C. These requirements ensure that and debt-related events are properly tracked and reported to the IRS, facilitating tax compliance without direct wage withholding. Backup withholding under (IRC) § 3406 mandates a 24% rate on reportable payments when a payee fails to provide a valid Form W-9, the IRS notifies the payer of an invalid TIN, or the payee has underreported and dividend income on prior returns. This mechanism applies to various reportable payments, including , dividends, royalties of $10 or more (reported on , Box 2), and other investment subject to information reporting. Payers are required to withhold at this rate from such payments to the affected payees, ensuring the IRS collects taxes on potentially unreported . The withheld amounts must be deposited quarterly and reported annually on Form 945, the Annual Return of Withheld Federal Income Tax. To avoid backup withholding, payees certify on Form W-9 that they are not subject to the requirement, typically by affirming they have not received IRS notification of underreporting or TIN status. This is part of the form's signed statement, where payees declare under penalties of that their TIN is correct and they meet exemption criteria. If the is or absent, payers must initiate withholding on all reportable payments to that payee, regardless of claimed exemptions in other sections of the form. This process helps payers comply with IRC § 3406 while allowing compliant payees to receive full payments. For 2025, the backup withholding rate remains at 24% with no changes, continuing the rate set for years after 2017. However, the IRS has emphasized enhanced notifications through CP2100 notices, which alert payers to TIN mismatches on 50 or more information returns, and CP2100A for fewer than 50, prompting corrective action to prevent withholding obligations. These notices, issued biannually in October and April, include detailed lists of erroneous TINs to facilitate resolution via Form W-9 resubmission or IRS verification.

FATCA and International Compliance

The certification in Part II of Form W-9 establishes that the payee is a U.S. person or resident alien, thereby confirming they are not a foreign (FFI) subject to (FATCA) requirements and avoiding the 30% withholding tax on withholdable U.S.-source payments under Chapter 4 of the (IRC). This certification is crucial for withholding agents to distinguish U.S. payees from non-compliant foreign entities, such as FFIs or non-financial foreign entities (NFFEs), which face withholding if they fail to provide valid documentation. By signing Part II, the payee attests under penalty of to their U.S. status, enabling proper application of FATCA rules without triggering chapter 4 withholding. Form W-9 plays a key role in international applications for U.S. persons receiving U.S.-source payments from foreign payers or in cross-border transactions where U.S. status must be documented to prevent FATCA withholding, such as U.S. affiliates or expatriates certifying to foreign entities. Similarly, U.S. expatriates use Form W-9 to certify their (TIN) and U.S. person status to foreign banks, often during account openings or updates, ensuring compliance with FATCA's foreign account reporting mandates. This usage helps foreign financial institutions identify U.S. account holders for reporting to the IRS, aligning with FATCA's goal of transparency in offshore assets. U.S. persons submit Form W-9 instead of Form W-8BEN-E, the latter being reserved for foreign entities to claim their chapter 3 and 4 statuses, including FATCA compliance. The March 2014 revision of Form W-9 incorporated an explicit FATCA certification clause in Part , reflecting the law's implementation to certify exemption from chapter 4 reporting for U.S. payees. U.S. persons certify their exemption from FATCA reporting and chapter 4 withholding in Part of Form W-9 by attesting to their U.S. status. Foreign financial institutions and entities claim FATCA exemptions using specific codes (e.g., 02 for certified deemed-compliant FFIs, 03 for nonparticipating FFIs) on Form W-8 series, such as W-8IMY, for accounts outside the U.S. As of 2025, IRS-OECD data exchange expansions under FATCA and the (CRS) promote greater reciprocity, with Form W-9 certifications aiding foreign institutions in identifying U.S. persons for automatic information exchange to the IRS. This integration supports bilateral agreements for enhanced global tax compliance, where U.S. TIN validations via W-9 facilitate CRS reporting on U.S. account holders abroad. As of September 2025, the IRS released a draft revision of Form W-9 (effective January 2026) incorporating certifications for transactions to support reporting under new IRC requirements for brokers and payers.

Completion Process

Step-by-Step Filling Instructions

To complete Form W-9 accurately, begin with preparation by downloading the most recent version from the IRS website, which is the revision dated March 2024. Payees must gather their correct (TIN), such as a (SSN) for individuals or an (EIN) for businesses, and any relevant documentation like an EIN assignment letter issued by the IRS. If an EIN is needed but not yet obtained, apply using Form SS-4 through the IRS website or by mail. Proceed line by line as follows. On Line 1, enter the name exactly as it appears on the tax return filed with the IRS; for sole proprietors or disregarded entities, use the owner's legal name. On Line 2, provide the business name, trade name, doing business as (DBA) name, or disregarded entity name only if it differs from Line 1; otherwise, leave it blank. For Line 3, select the appropriate federal tax classification by checking the corresponding box, such as "Individual/sole proprietor or single-member LLC" or "Corporation"; if the entity is a limited liability company (LLC), check the "Limited liability company" box and insert the tax classification code (C for C corporation, S for S corporation, or P for partnership) in the provided space. If the entity is a flow-through with foreign partners, owners, or beneficiaries, check the box on Line 3b. On Line 4, enter any applicable exempt payee code (1-15) if exempt from backup withholding and/or FATCA exemption code (A-M) if exempt from FATCA reporting, per the form's instructions; for example, exempt payee code 5 for corporations or FATCA code A for §501(a) exempt organizations. On Line 5, input the U.S. address, including street number, apartment number if applicable, and P.O. Box if used for tax correspondence. On Line 6, specify the city, state abbreviation, and ZIP code or ZIP code plus 4 extension. Line 7 is optional; enter any account number(s) requested by the payer to facilitate record-keeping. In Part I, indicate the type of TIN (such as SSN for individuals or EIN for entities) and enter the full 9-digit number, ensuring it matches the name on Line 1 to align with IRS records. For Part II, the certification section, review the statements under penalties of perjury, which confirm the TIN's accuracy, U.S. person status (including resident alien), and compliance with Foreign Account Tax Compliance Act (FATCA) reporting requirements. Sign the form in the designated space and include the date; individuals sign personally, while entities require an authorized signer such as an officer, partner, or fiduciary. An unsigned or undated certification renders the form invalid for IRS purposes. Common errors that can lead to IRS notices or backup withholding include entering a name and TIN combination that does not match IRS records, often due to typographical discrepancies or using a instead of the ; neglecting to sign and date the form; and selecting an incorrect or outdated tax classification for LLCs, as LLCs must reflect their current federal election which may have changed via Form 8832 or 2553. To verify name-TIN matches, payees can use the IRS TIN Matching program after registering. Special instructions apply in certain cases. For minors who are payees, enter the minor's and SSN on Lines 1 and Part I, circling the minor's name on Line 1 if listed with others, with a parent or signing and dating Part II on the minor's behalf. Use the minor's name and SSN unless the guardian is the payee, in which case use the guardian's information. For estates or trusts, use the estate's or trust's name and its assigned EIN on Lines 1 and Part I, signed by the , , or as the authorized . The IRS also offers an electronic fillable version of Form W-9 as a PDF that can be completed, signed digitally if permitted by the requester, and saved or printed without additional software beyond Reader.

Submission Methods and Timing

Form W-9 is submitted directly to the requester, such as a payer or , and not filed with the (IRS). Payers retain the form in their records to verify taxpayer numbers (TINs) and support information reporting requirements, such as filings. Submission methods include both paper and options. For paper submissions, payees can provide the completed form via mail or to the requester. submissions are permitted through systems established by the requester, which may include secure portals, (with appropriate and measures), or IRS-approved e-file systems. These systems must capture the same information as the paper form, require an from the payee authenticating the submission, and include a perjury statement under penalties of . Substitute forms are allowed provided they are IRS-compliant, containing all required fields and certifications without altering the original format or content. There is no statutory deadline for submitting Form W-9, but it should be provided before the first reportable payment to avoid backup withholding. If the form is not submitted timely, the payer must begin backup withholding at a rate of 24% on subsequent payments, which can be stopped within 30 days of receiving a valid Form W-9. Payers may request the form at any time, particularly for new or ongoing relationships, and it is advisable to submit it promptly upon request to ensure smooth payment processing. Updates to Form W-9 are required if the payee's TIN, name, address, or tax classification changes, necessitating a new submission to the requester. Payers may request updated forms periodically or upon changes to maintain accurate records. Additionally, if the IRS issues a notice of mismatch (such as CP2100 or Notice B) indicating discrepancies in the payee's TIN and name combination on information returns, the payee must provide a corrected Form W-9 to resolve the issue. In recent years, there has been increased emphasis on submission methods to streamline , with the IRS promoting systems that meet standards for authentication and . Payers are recommended to utilize the IRS TIN Matching Program prior to finalizing submissions, allowing pre-verification of TIN and name combinations through interactive or bulk options to prevent mismatches and potential withholding. This program helps ensure accuracy without submitting the form directly to the IRS.

Non-Compliance Risks

Penalties for Incorrect Information

Providing false or incomplete information on Form W-9 exposes the payee to significant civil and criminal penalties, primarily tied to perjury declarations and failures in tax reporting compliance. For 2025, under 26 U.S.C. § 6721, payees who supply an incorrect taxpayer identification number (TIN) may trigger civil penalties assessed per incorrect TIN on associated information returns: $60 per return if up to 30 days late, $130 if 31 days late through August 1, $330 if after August 1 or not filed, and $660 if the error involves intentional disregard of the reporting requirements. Additionally, a separate civil penalty of $500 applies for any false certification on the form that results in no backup withholding being applied by the payer, if the false statement has no reasonable basis. A key consequence of submitting invalid or incorrect W-9 data is the activation of backup withholding, where the payer must withhold 24% of reportable payments to the payee. This withholding serves as a sanction to ensure tax collection and cannot be directly refunded to the payee; any overwithholding must be recovered through an amendment to the payee's federal tax return. Willful provision of false statements on Form W-9 constitutes a criminal offense under 26 U.S.C. § 7206, punishable by a fine up to $100,000 ($500,000 in the case of a ) and up to 3 years. The IRS addresses TIN mismatches through notices such as CP2100, issued to payers when discrepancies are detected on information returns; in response, payers must solicit a corrected W-9 from the payee, typically within 30 days, to prevent escalation to mandatory backup withholding. Payees facing these penalties may qualify for mitigation through reasonable cause relief, available if the error was unintentional, due to circumstances beyond their control, and corrected promptly upon discovery. This relief applies to both the per-TIN civil penalties and the $500 false certification sanction, provided the payee demonstrates efforts to comply.

Backup Withholding Obligations

Payers are required to withhold 24% of reportable payments, such as , dividends, and certain other , when a payee fails to provide a valid Form W-9, furnishes an incorrect (TIN), or receives an IRS notification indicating ineligibility for payments without withholding. This obligation stems from (IRC) Section 3406(a), ensuring the IRS collects taxes on underreported . Withheld amounts must be deposited with the IRS and reported annually on Form 945, due by of the following year, covering all backup withholding for the prior calendar year. Failure to perform backup withholding exposes payers to significant liability, including responsibility for the unwithheld tax amount plus interest under IRC 3406(g). Additionally, payers may face civil penalties for late payment under IRC 6651 (up to 25% of the unpaid tax) and for failure to deposit under IRC 6656 (up to 10% of the underpayment). If an invalid or missing W-9 results in an inaccurate filing, payers incur failure-to-file penalties of up to $330 per return for 2025 under IRC 6721, adjusted annually for inflation. In cases where a payee refuses to provide Form W-9, the payer must commence backup withholding immediately upon the first reportable payment to that payee and continue until the issue is resolved. Payers who fail to withhold in such scenarios remain liable for the tax, and under certain interpretations of , may face a $50 penalty per instance for noncompliance with information reporting requirements related to TIN collection. Payers must retain completed Forms W-9 and related for at least four years from the due date of the associated to substantiate withholding decisions. Failure to retain these may result in penalties if it leads to inability to substantiate compliance with information reporting requirements. In 2025, the IRS has ramped up audits targeting payers in the , where independent contractor arrangements often trigger backup withholding issues due to inconsistent TIN provision. However, payers demonstrating good-faith efforts, such as using the IRS TIN Matching Program to verify payee information, may qualify for penalty relief under reasonable cause provisions in Revenue Procedure 84-88 and IRC Section 3402(d).

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