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)


Is there a new W9 form for 2023? ›

For proper processing, information for disregarded entities is reported as the owner's name on line 1, and the disregarded entity's name is entered on line 2. The notable change in the October 2023 revision of Form W-9 is the addition of a new line 3b.

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.

Are irs 2023 tax forms available? ›

Need Products to Complete Your 2023 Tax Return? You can place your order here for tax forms, instructions and publications.

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 most current version of W9? ›

The IRS recently released a revised version (dated March 2024) of Form W-9, Request for Taxpayer Identification Number and Certification, and Instructions for the Requester of Form W-9.

Can Form W-9 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.

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.

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.

Is there a fillable W9 form? ›

Tips and Instructions for use

You may be sent a W-9 by your employer, otherwise, you can easily access an up to date copy via the IRS website (irs.gov). IRS form W-9 is a four-page document, but all fillable fields are on the first page.

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.

At what age is Social Security no longer taxed? ›

Social Security tax FAQs

Social Security income can be taxable no matter how old you are. It all depends on whether your total combined income exceeds a certain level set for your filing status. You may have heard that Social Security income is not taxed after age 70; this is false.

Are IRS forms available online? ›

Personal computer users may download forms and publications from the IRS Web site at www.irs.gov/forms_pubs/index.html. This site also has links to state tax forms and to forms that you can fill in online and then print.

Which IRS forms cannot be filed electronically? ›

In addition, some Forms 1040, 1040-A, 1040-EZ, and 1041 cannot be e-filed if they have attached forms, schedules, or documents that IRS does not accept electronically.

What changed on the new W9? ›

The revised Form W-9 now includes a new requirement for flow-through entities, adding a specific line (Line 3b) for these entities when they have direct or indirect foreign partners, owners, or beneficiaries.

Do you need to do a new w9 every year? ›

To comply with IRS regulations, avoid penalties, and ensure accurate tax reporting for vendors and payees, it is crucial for organizations to keep W-9 forms up to date. Updating the forms annually and whenever there is a change in the vendor's or payee's information is a recommended practice.

What is the new w9 revision? ›

The revised 2024 form breaks off a new line 3b, adding an additional checkbox for entities that indicate in line 3a (former line 3) that they are a partnership, trust/estate, or LLC classified as a partnership for U.S. federal tax purposes.

Can a w9 be outdated? ›

Does the IRS Form W-9 Expire? The short answer is no. Unlike the IRS instructions on the expiration of the IRS W-8 forms (December 31st of the 3rd year), there is no verbiage in the W-9 Instructions that indicate that the form expires.

Top Articles
Latest Posts
Article information

Author: Jonah Leffler

Last Updated:

Views: 5875

Rating: 4.4 / 5 (45 voted)

Reviews: 84% of readers found this page helpful

Author information

Name: Jonah Leffler

Birthday: 1997-10-27

Address: 8987 Kieth Ports, Luettgenland, CT 54657-9808

Phone: +2611128251586

Job: Mining Supervisor

Hobby: Worldbuilding, Electronics, Amateur radio, Skiing, Cycling, Jogging, Taxidermy

Introduction: My name is Jonah Leffler, I am a determined, faithful, outstanding, inexpensive, cheerful, determined, smiling person who loves writing and wants to share my knowledge and understanding with you.