Avoid These Common W-9 Form Mistakes

Filling out a W-9 form correctly is crucial for freelancers to ensure accurate tax reporting. In this guide, we will explore common mistakes made on W-9 forms and provide practical corrections to help you avoid issues with the IRS.
By Jamie

Common Mistakes on a W-9 Form

Filling out a W-9 form may seem straightforward, but there are several common pitfalls that freelancers often encounter. Below are examples of these mistakes, along with their corrections:

1. Incorrect Name

Mistake: Entering a business name instead of your legal name.

  • Example: A freelancer named “Jane Doe Photography” puts “Jane Doe Photography” in the name field.
  • Correction: Jane should write her legal name as it appears on her Social Security card. If she operates under a business name, she can include it in the “Business name/disregarded entity name” field.

2. Missing Tax Identification Number (TIN)

Mistake: Failing to provide a TIN.

  • Example: A freelancer leaves the TIN section blank.
  • Correction: Jane must provide her Social Security Number (SSN) or Employer Identification Number (EIN) in the TIN field. If she doesn’t have either, she should apply for an EIN through the IRS website.

3. Incorrect TIN Format

Mistake: Entering the TIN in the wrong format.

  • Example: Jane enters her SSN as “123-45-6789” instead of the required format.
  • Correction: Jane should ensure her SSN is written correctly, using the format “123-45-6789” with dashes included.

4. Not Checking the Right Box

Mistake: Failing to check the appropriate classification box.

  • Example: Jane leaves the box for individual/sole proprietor unchecked.
  • Correction: Jane should check the box that accurately reflects her status. If she is a sole proprietor, she must select that option.

5. Forgetting to Sign and Date

Mistake: Omitting the signature or date at the bottom of the form.

  • Example: Jane fills out the form completely but forgets to sign.
  • Correction: Jane must remember to sign and date the form to certify that the information provided is correct.

6. Providing Outdated Information

Mistake: Using an old address or outdated TIN.

  • Example: Jane uses an address from a previous tax year.
  • Correction: Jane should ensure that her current address and TIN are up-to-date to avoid mismatches with IRS records.

Conclusion

By being aware of these common mistakes and their corrections, freelancers can ensure their W-9 forms are filled out accurately. This not only helps in avoiding potential issues with the IRS but also streamlines the payment process from clients. Always double-check your information before submitting the W-9 form to ensure compliance and peace of mind.