Step 1: Identify Who Needs to Submit
Request W-9s from any vendor, contractor, or service provider you expect to pay $600 or more during the tax year. This includes:
- Independent contractors and consultants
- Freelancers and gig workers
- Law firms and attorneys
- Unincorporated vendors
- LLCs taxed as partnerships or sole proprietors
Step 2: Send a Clear Request
Your W-9 request should include:
- Why you need the W-9 (tax reporting requirement)
- Deadline for submission
- How to submit (secure link, upload portal, etc.)
- Contact information for questions
Step 3: Make It Easy to Complete
The easier you make the process, the faster you'll get responses:
- Use digital forms instead of PDFs when possible
- Pre-fill known information (name, email)
- Provide clear instructions for each field
- Offer secure submission methods
Step 4: Follow Up on Pending Requests
Track who has submitted and send reminders to those who haven't. Consider holding payments until W-9s are received to ensure compliance.
Sample W-9 Request Email
Subject: W-9 Required for Payment Processing
Hi [Name],
To process payments and comply with IRS requirements, we need a completed W-9 form from you.
Please complete your W-9 using this secure link: [Link]
This takes about 2 minutes. If you have questions, reply to this email.
Thank you,
[Your Name]
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