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Fill out Form W-4 online, free

Answer a few questions and get the official 2026 IRS Form W-4 back as a filled PDF, with the Step 3 amounts worked out. Sign it and give it to your employer.

The 2026 form
Your SSN stays in your browser
Steps 2 to 4 only if they apply

Step 1: Your details

Every employee fills this in.

First name

Last name

Middle initial

Address

City or town

State

ZIP code

Social Security number

Your name should match your Social Security card.

1(c)Filing status

Steps 2 to 4: Only if they apply

Skip these if you have one job, no dependents and nothing else to adjust.

2(c)There are only two jobs in total (yours, or yours and your spouse’s)Check the same box on the W-4 for the other job. For more jobs, use the IRS estimator or the worksheet on page 3.

3(a)Children under 17

× $2,200 each, worked out for you.

3(b)Other dependents

× $500 each.

3Other credits (optional)

Added to the Step 3 total. Step 3 is for total income of $200,000 or less ($400,000 married filing jointly).

4(a)Other income

4(b)Deductions

4(c)Extra per paycheck

More boxes (exemption, employer section)

I claim exemption from withholding for 2026Only if you meet both conditions on page 2 of the form. It lasts for 2026 only.

Employers only

Filled in by the employer.

Employer’s name

Employer’s address

First date of employment

Employer identification number (EIN)

The PDF is filled in your browser. What you type, including your Social Security number, is not uploaded or stored.

Or download the blank 2026 W-4 (PDF)

Onboarding a whole team?

Put a W-4 in every new hire’s packet

Open the ready W-4 template and upload your list of hires. MailMergic fills in each hire’s name and address, the Employers Only section and their first date of employment, and saves one PDF per person, named after them. Each employee completes and signs their own steps.

1Open the ready W-4 template. Its boxes are already connected to columns like Last name, Address and First date of employment.
2Upload your hire list from Excel or Google Sheets. MailMergic suggests which column goes in which box, and you confirm once.
3Generate one PDF per hire, named after them. Print the packets, or email each new hire their own.

Prepare W-4s from a spreadsheet

Free to try with your own list, no credit card. Emailing from MailMergic needs a paid plan.

Employee	Position	First day	Location	Email
Lucia Garcia	Housekeeping	11/02/2026	South Lake Tahoe	lucia@example.com
Tomasz Kowalski	Lift operator	11/09/2026	Truckee	tomasz@example.com
Amara Okafor	Front desk	11/09/2026	South Lake Tahoe	amara@example.com
Diego Herrera	Line cook	11/16/2026	Kings Beach	diego@example.com
Mei Chen	Ski instructor	11/23/2026	Truckee	mei@example.com

Example hire list, 5 of 64 rows

How to fill out Form W-4, step by step

Step 1

Personal information

Name, address, Social Security number and filing status. Every employee fills in Step 1, and many need nothing else.

Step 2

Multiple jobs

Only if you hold more than one job or are married filing jointly and your spouse works. With exactly two jobs in total, check box 2(c) on both W-4s.

Step 3

Dependents

If your total income will be $200,000 or less ($400,000 married filing jointly): $2,200 for each child under 17 and $500 for each other dependent, plus other credits.

Step 4(a)

Other income

Income without withholding that you want tax withheld for, such as interest, dividends or retirement income.

Step 4(b)

Deductions

Deductions beyond the standard deduction, from the Deductions Worksheet on page 4. Leave it empty to use the standard deduction.

Step 4(c)

Extra withholding

Any additional tax you want withheld from each paycheck.

Step 5

Sign

Sign and date it. The form is not valid unless you sign it.

Employers only

Employer section

The employer adds its name and address, your first date of employment and its EIN.

The official instructions are at irs.gov/FormW4.

W-4 questions

Do I send Form W-4 to the IRS?

No. Give it to your employer, who uses it to work out how much federal income tax to withhold from your pay.

Which steps do I have to fill in?

Step 1 and Step 5 (your signature). Steps 2, 3 and 4 only if they apply to you: more than one job, dependents, other income, extra deductions, or extra withholding.

How is Step 3 worked out?

On the 2026 form, $2,200 for each qualifying child under 17 and $500 for each other dependent, plus any other credits, if your total income will be $200,000 or less ($400,000 married filing jointly). This page multiplies and adds for you.

I have two jobs. What do I do?

With exactly two jobs in total (counting your spouse’s if you file jointly), check box 2(c) on the W-4 for both jobs. Otherwise use the IRS estimator at irs.gov/W4App or the Multiple Jobs Worksheet on page 3. Fill in Steps 3 to 4(b) on only one W-4, ideally for the highest paying job.

Can I claim exemption from withholding?

Only if you meet both conditions described on page 2 of the form. The exemption on the 2026 form covers 2026 only; you would give your employer a new W-4 for 2027.

Is my data safe on this page?

The form is filled inside your browser. What you type, including your Social Security number, is not sent to MailMergic or anyone else and is not stored. Close the tab and it is gone.

When should I fill out a new W-4?

Whenever your situation changes, such as marriage, a new child or a second job. The IRS estimator at irs.gov/W4App helps you check your withholding.

Do I need a MailMergic account?

No. Filling one W-4 is free and needs no account. MailMergic is for employers that need many filled forms, such as an onboarding packet for every new hire on a list.