W-9

The W-9 (Request for Taxpayer Identification Number and Certification) is one of the first forms you'll fill out as a contractor. When a client hires you, they'll typically ask for a completed W-9 before they cut you a check. It provides them with your legal name, business name (if different), business entity type, address, and most importantly, your taxpayer identification number — either your Social Security Number (SSN) or your Employer Identification Number (EIN).

The W-9 itself doesn't go to the IRS. It stays with your client and gives them the information they need to prepare your 1099-NEC at year-end. Think of it as giving your client your tax ID so they can properly tell the IRS how much they paid you.

A common question: should you use your SSN or EIN? If you're a sole proprietor without employees, either works, but many contractors get an EIN specifically to avoid handing out their Social Security number to every client. Getting an EIN from the IRS is free and takes about five minutes online.

No W-9, no payment — that's how many general contractors and companies operate. If you can't produce a completed W-9, you'll delay your own invoices getting paid. Clients who pay contractors $600+ without a W-9 on file are required to withhold 24% of your payment as backup withholding and send it to the IRS. That's money you won't see until you file your taxes.

Keep a current W-9 on hand (PDF on your phone or in your email) so you can provide it immediately when onboarding with a new client. Update it whenever your business name, entity type, or address changes.