W-9 request letter
For businesses that pay contractors and vendors and need their taxpayer identification number before year-end Form 1099 reporting. The letter explains why the W-9 is needed, sets a return deadline, says how to return it securely, and points to the official Form W-9 at irs.gov/FormW9, which the vendor completes; this letter is not a substitute for the form.
- Fields
- 15
- Pages
- 2
- Paper
- Letter
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Reviewed
Before you start
What you need to fill it in
- Your business name, address and the contact who handles vendor setup
- The vendor's name and address
- A return deadline, ideally before the first payment
- A secure way for the vendor to return the form
What's inside
15 fields, ready to fill
- 11Typed answersnames, addresses, descriptions
- 2Dateschecked as real dates
- 1Choicescheckboxes, options, dropdowns
- 1Signaturessignature and initials
6 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the W-9 request letter
- 1
Fill your details and the vendor's
Enter your business letterhead details, the date and the vendor's name and address.
- 2
Set the deadline
Choose a date before you make the first payment or, at the latest, well before January when 1099s are prepared.
- 3
Choose the return method
Select a secure upload link, encrypted email, fax or mail, and give the address or link.
- 4
Attach or link the official form
Link to irs.gov/FormW9 or open the current Form W-9 in PDFBetter's official forms section and attach it. Do not create your own version of the form.
- 5
Sign and send
Sign the letter and send it with the form. Follow up if it is not returned by the deadline.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: United States (federal)
This letter requests the official IRS Form W-9; it is not the form and is not tax advice. Download the current Form W-9 and its instructions from irs.gov/FormW9.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
W-9 request letter: questions people ask
Why do we need a W-9 from vendors?
Businesses use the payee's taxpayer ID from Form W-9 to file information returns such as Form 1099-NEC for contractors paid $600 or more in a year. Thresholds can change; check the current IRS instructions. This is not tax advice.
What happens if a vendor doesn't return it?
If a payee does not provide a correct TIN, the payer may be required to apply backup withholding, currently 24%, to reportable payments. See the IRS instructions for the requester of Form W-9.
Do corporations need to return a W-9?
Yes, ask all US vendors. Many corporations are exempt from 1099 reporting, and the W-9 is how they tell you so.
Should vendors email a completed W-9?
A completed W-9 contains a Social Security or employer ID number. Ask vendors to use a secure upload or an encrypted, password-protected PDF rather than plain email.
What about foreign vendors?
Foreign persons do not complete Form W-9. They usually provide a Form W-8, such as W-8BEN or W-8BEN-E, instead.
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