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Fill out Form W-9 online, free

Type your details and get the official IRS Form W-9 back as a filled PDF, ready to sign and give to whoever asked for it.

Current revision: March 2024
Your SSN or EIN stays in your browser
Boxes stay editable

1Name of entity or individual

As shown on your income tax return. Sole proprietors enter their own name here, not the business name.

2Business name or disregarded entity name

Only if it is different from line 1.

3aFederal tax classification

A single-member LLC that is a disregarded entity picks its owner’s classification instead of LLC.

3bPartnership, trust or estate with foreign partners, owners or beneficiaries

5Address (number, street, apt. or suite)

6City

State

ZIP code

Part I · Taxpayer identification number

Individuals use their SSN, businesses their EIN. Leave it empty to write it in by hand.

More boxes (most people leave these empty)

4Exempt payee code

FATCA exemption code

Requester’s name and address

The person or company that asked you for the form.

7Account numbers

The PDF is filled in your browser. What you type, including your SSN or EIN, is not uploaded or stored.

Or download the blank W-9 (PDF)

Collecting W-9s from vendors?

Send 200 vendors their own W-9, already filled in

Upload your vendor list from Excel or Google Sheets. MailMergic fills a W-9 for every vendor with their name, business name, address and your requester details. Each vendor checks it, adds their SSN or EIN, signs and sends it back.

1Open the ready W-9 template. Its boxes are already connected to columns like Name, Address and Tax classification.
2Upload your vendor list. MailMergic suggests which column goes in which box, and you confirm once.
3Generate one PDF per vendor, named after them. Download them all as one ZIP, or email each vendor their own form.

Pre-fill W-9s from a spreadsheet

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

Name	Business name	City, state, ZIP	Email
Marisol Ortega	Ortega Catering	Austin, TX 78704	marisol@example.com
Brightline Electric LLC		Dayton, OH 45402	ap@example.com
Kenji Watanabe	KW Photography	Sacramento, CA 95811	kenji@example.com
Harbor & Finch Inc.		Boston, MA 02110	billing@example.com
Priya Raman	Raman Translations	Raleigh, NC 27601	priya@example.com

Example vendor list, 5 of 212 rows

How to fill out Form W-9, line by line

Line 1

Name

The name on your income tax return. A sole proprietor, or a single-member LLC that is a disregarded entity, enters the owner’s name here and the business name on line 2.

Line 2

Business name

Your trade name, DBA or disregarded entity name. Leave it empty if it is the same as line 1.

Line 3a

Tax classification

Check exactly one of the seven boxes. An LLC checks LLC and enters C, S or P for how it is taxed. A disregarded LLC checks its owner’s box instead.

Line 3b

Foreign partners

New in the March 2024 revision. Partnerships, trusts and estates (and LLCs taxed as partnerships) that give the form to a partnership, trust or estate they own part of check it if they have foreign partners, owners or beneficiaries.

Line 4

Exemptions

Individuals and sole proprietors leave it empty. The exempt payee and FATCA codes apply only to certain entities, such as some corporations and tax-exempt organizations.

Lines 5 and 6

Address

Where the requester should mail your information returns, such as Form 1099-NEC.

Part I

Taxpayer identification number

Individuals enter their SSN, businesses their EIN. A sole proprietor with an EIN may use either. A disregarded LLC uses its owner’s number.

Part II

Sign and date

You certify that the number is correct and whether you are subject to backup withholding. Cross out item 2 if the IRS has told you that you are.

The official instructions are at irs.gov/FormW9.

W-9 questions

Do I send Form W-9 to the IRS?

No. Give it to the person or company that asked for it. They use it to file information returns such as Form 1099-NEC, and keep it in their records.

Is this the official W-9?

Yes. The download is the IRS’s own fillable PDF, Rev. March 2024, with your answers typed into its boxes. The boxes stay editable, so you can still change anything in your PDF viewer before you sign.

Is my SSN or EIN safe on this page?

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

How do I sign the W-9?

Print it and sign by hand, or add your signature in a PDF app such as Adobe Acrobat Reader or Preview on a Mac. Then add the date. If you are unsure whether an electronic signature is fine, ask the requester.

Who needs to fill out a W-9?

U.S. persons, including resident aliens, when a business that pays them, or a bank or broker, needs their taxpayer identification number for an information return. Foreign persons use a Form W-8, such as W-8BEN, instead.

Which W-9 version is current?

The March 2024 revision, which added line 3b. This page fills that revision. The IRS lists the latest one at irs.gov/FormW9.

Is it safe to email a filled W-9?

It carries your SSN or EIN, so plain email is not ideal. Use the requester’s secure upload portal if they have one, or send it as an encrypted file.

What happens if I don’t return a W-9?

The payer may have to apply backup withholding: 24% of each payment to you, sent to the IRS.

Do I need a MailMergic account?

No. Filling one W-9 is free and needs no account. MailMergic is for businesses that need many filled forms, such as a pre-filled W-9 for every vendor on a list.