W-9 request letter generator
Every 1099 starts with a correct Form W-9. Pick the situation, fill in the blanks, and copy a clear request your vendors can act on.
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Check the W-9 you get back
- Line 1 is the legal name. For a sole proprietor or a single-member LLC that is disregarded, it is the owner's own name, with the business name on line 2.
- The tax classification is ticked. It tells you whether a 1099 is needed. See 1099s for LLCs and corporations.
- The TIN is complete and fits the name: an SSN for an individual, an EIN for most businesses. Run it through the TIN format checker.
- Part II is signed and dated.
- Foreign contractors give you a Form W-8BEN or W-8BEN-E instead. See 1099s for foreign contractors.
When a vendor does not answer
If a payee does not give you a TIN, you must backup withhold 24% from reportable payments and still file the 1099. Keep a record of each request you sent.
Frequently asked questions
Can I send a W-9 request by email?
Yes. Avoid asking vendors to email their SSN or EIN in plain text; offer a secure portal or other protected way to send it.
When should I ask for a W-9?
Before the first payment. It is much harder to get one in January, when the 1099 is due.
What if the vendor refuses?
Backup withhold 24% from reportable payments, file the 1099 without a TIN, and keep records of your requests.
Sources
- IRS: Instructions for the Requester of Form W-9 (Rev. March 2024)
- IRS Publication 1099 (2026), General Instructions for Certain Information Returns
Last reviewed November 1, 2026.