Practical examples of W-9 form examples for freelancers

Real‑life examples of W-9 form examples for freelancers

Instead of starting with theory, let’s jump straight into how freelancers actually use this form in the wild. These examples of W-9 form examples for freelancers are based on common situations you’ll likely run into at some point in your career.

Imagine these scenarios:

You’re a graphic designer hired by a marketing agency. Before they pay your first invoice, they ask for a W-9. You send it, they keep it on file, and at the end of the year they send you a 1099-NEC.

Or you’re a software developer with an LLC taxed as an S corp. The client still asks for a W-9, but how you fill it out looks a little different from a solo freelancer using only a Social Security Number.

Let’s walk through several of the best examples you’re likely to see.

Example of a solo freelancer using their own name and SSN

This is one of the most common examples of W-9 form examples for freelancers: you’re a one‑person operation with no LLC, no separate business tax ID, and you get paid under your own name.

Picture Alex, a freelance writer.

Alex invoices under their personal name, gets paid via PayPal or direct deposit, and reports income on Schedule C of their personal tax return.

On the W-9, Alex would typically:

• Put their full legal name (as shown on their tax return) on Line 1.
• Leave the business name line blank, unless they’ve registered a separate DBA ("doing business as").
• Check the “Individual/sole proprietor or single-member LLC” box.
• Enter their home address (or mailing address where they want tax forms sent).
• Enter their Social Security Number in Part I.
• Sign and date in Part II.

This is the simplest example of a W-9 form for a freelancer: no EIN, no LLC, just you as an individual. The client uses this information to issue a Form 1099-NEC if they pay you $600 or more during the year.

Example of a freelancer with a business name (DBA)

Next up in our examples of W-9 form examples for freelancers is someone who still files taxes as an individual, but uses a business name for branding.

Meet Brianna, a photographer who operates as “Bright Day Studio.” Brianna hasn’t formed an LLC, but she has registered a DBA with her city.

On her W-9, Brianna would:

• Put “Brianna Lopez” on Line 1, because that’s the name on her tax return.
• Put “Bright Day Studio” on the business name/DBA line.
• Check “Individual/sole proprietor or single-member LLC.”
• Use her business mailing address if she has one (for example, a P.O. box she uses for clients).
• Decide whether to use her SSN or an EIN. Many sole proprietors still use their SSN, but some get an EIN for privacy.

Clients will often address payments or 1099 forms to “Bright Day Studio,” but the IRS still connects everything to Brianna’s personal tax return because of the name and number she used on the W-9.

Example of a single‑member LLC freelancer

Another one of the best examples of W-9 form examples for freelancers is the single‑member LLC. This is where a lot of people get confused, because the legal name and tax name don’t always feel the same.

Imagine Jordan, a web developer who formed “Jordan Code LLC” as a single‑member LLC. Jordan did not elect S corp status. For tax purposes, the IRS still treats the LLC as a “disregarded entity,” meaning income flows straight to Jordan’s personal return.

On the W-9, Jordan would usually:

• Put their personal legal name on Line 1.
• Put “Jordan Code LLC” on the business name line.
• Check “Individual/sole proprietor or single-member LLC.”
• Enter either their SSN or the LLC’s EIN in Part I (many people prefer using an EIN to avoid sharing their SSN with multiple clients).

This example of a W-9 form shows how you can have a separate business identity, but still be taxed as an individual. The key is that Line 1 matches the name on the tax return the IRS is expecting.

The IRS explains how disregarded entities work in more detail here: https://www.irs.gov/businesses/small-businesses-self-employed/single-member-limited-liability-companies

Example of an LLC taxed as an S corporation

Now let’s look at a slightly more advanced case, because this is becoming more popular among higher‑earning freelancers in 2024–2025.

Say Taylor is a UX designer who formed “Taylor Design Studio LLC,” then filed Form 2553 to be taxed as an S corporation. Taylor runs payroll, takes a salary, and also takes distributions.

On the W-9, Taylor would:

• Put “Taylor Design Studio LLC” on Line 1.
• Leave the business name line blank (or repeat the LLC name if desired).
• Check the “Limited liability company” box and write “S” on the tax classification line.
• Use the LLC’s EIN in Part I, not a personal SSN.

This is a different example of W-9 form examples for freelancers because the entity itself is now the taxpayer. Payments go to the LLC, and the 1099-NEC (if issued) will be in the LLC’s name and EIN.

If you’re considering this setup, the IRS has S corp information here: https://www.irs.gov/businesses/small-businesses-self-employed/s-corporations

Example of a non-U.S. person who should NOT complete a W-9

One of the most important examples of W-9 form examples for freelancers is actually a non‑example: when you should not be using a W-9 at all.

Take Samira, a designer who lives in Canada, works remotely, and is paid by U.S. clients. She’s not a U.S. citizen, not a U.S. resident for tax purposes, and doesn’t file a U.S. tax return.

If a U.S. client asks Samira for a W-9, she should not complete it. Instead, she would typically complete a Form W-8BEN (or W-8BEN-E for entities) to certify her foreign status.

This is a good reminder that not every freelancer fits the W-9 mold. The W-9 is for U.S. persons only. The IRS says this clearly in the instructions: https://www.irs.gov/forms-pubs/about-form-w-9

So while you might see lots of examples of W-9 form examples for freelancers online, if you’re not a U.S. person, those examples do not apply to you.

Example of a platform-based freelancer (Upwork, Fiverr, etc.)

Here’s another modern twist: you work through a freelance platform.

Let’s say Diego does copywriting on Upwork and also works directly with a few long‑term clients.

For the platform:

• Upwork may collect W-9 information once and use it to handle year‑end reporting.
• Diego might receive a 1099-K from the platform if he meets certain thresholds, or no 1099 at all if the platform is treated as the payor.

For direct clients:

• Each client who pays Diego $600 or more will usually ask for a W-9.
• Diego will fill out the W-9 as either an individual or an LLC, depending on his setup.

This is one of the more modern examples of W-9 form examples for freelancers, where you might not even see a paper form. The same rules apply whether you fill it out on a platform’s website or as a PDF.

Example of a freelancer doing a one‑time gig

You don’t need to be a full‑time freelancer to run into a W-9.

Imagine Priya, who has a full‑time job but agrees to do a one‑day workshop for a company. They’ll pay her $800 for the session.

Even though this is a one‑off gig, the company still needs a W-9 from Priya because they’re paying a U.S. person for services. She will:

• Fill out the W-9 as an individual, using her legal name and SSN.
• Receive a 1099-NEC at year‑end if the payment meets the threshold.
• Report the income on her tax return, usually on Schedule C, even though it was a single event.

This example of a W-9 form shows that the form isn’t just for “career freelancers.” It’s for anyone getting paid as an independent contractor.

Example of a freelancer who triggers backup withholding

Here’s a less fun, but very real, example of W-9 form examples for freelancers: backup withholding.

Suppose Marcus has moved several times and previously gave a client an incorrect SSN. The IRS notified the client that the number didn’t match their records. Now the client is required to withhold a percentage of Marcus’s payments and send that to the IRS.

When Marcus fills out a new W-9:

• He must provide the correct TIN (SSN or EIN).
• In Part II, he may not be able to certify that he is exempt from backup withholding.
• The client may have to withhold at the IRS‑specified backup withholding rate until the issue is resolved.

This is why accuracy on the W-9 matters. A small typo can turn into reduced cash flow and a mess to clean up later.

The IRS describes backup withholding rules here: https://www.irs.gov/businesses/small-businesses-self-employed/backup-withholding

Common patterns across the best examples of W-9 form examples for freelancers

When you look at all of these examples of W-9 form examples for freelancers, some clear patterns show up:

• Line 1 needs to match the name on the tax return the IRS expects. For an individual or single‑member LLC, that’s usually your personal legal name. For an S corp or multi‑member LLC, it’s the entity name.
• The classification box you check tells the client how you’re taxed (individual, C corp, S corp, partnership, etc.), not just what you call yourself.
• Your TIN (SSN or EIN) must match your name in IRS records, or you risk backup withholding and IRS notices.
• The address you use is where you want tax forms mailed. It doesn’t have to be your home address, but it should be reliable.

The best examples are the ones that are boringly accurate. A W-9 is not a branding document; it’s a tax information form. The goal is to give your client exactly what the IRS expects to see for you.

2024–2025 trends freelancers should know about W-9s

A few newer trends affect how these examples of W-9 form examples for freelancers show up in real life:

• More clients are using online onboarding portals instead of emailing PDFs. You’ll type your W-9 info into a secure form, but the data is the same.
• Some payment processors and platforms are tightening verification, asking for W-9‑style information earlier and more often.
• The IRS continues to adjust 1099 reporting rules, especially around electronic payment platforms. Even if you don’t receive a 1099, you’re still required to report your income.

All of this means you should keep your W-9 information handy and up to date. When your address, business structure, or tax classification changes, it’s on you to give your repeat clients a fresh W-9.

Practical tips for filling out your own W-9

After seeing these examples of W-9 form examples for freelancers, you can probably spot where your situation fits. A few practical tips to make your life easier:

• Keep a clean, signed PDF of your current W-9 saved in a secure folder so you can send it quickly.
• If you’re worried about sharing your SSN widely, talk to a tax pro about getting an EIN and whether it makes sense for your setup.
• When you change your business structure (for example, from individual to LLC taxed as S corp), update your W-9 and send the new version to any clients who pay you regularly.
• Don’t ignore requests for W-9s. If you refuse or delay, clients may withhold taxes from your payments or even hold back payment entirely.

The IRS official W-9 form and instructions are here: https://www.irs.gov/forms-pubs/about-form-w-9

FAQ: W-9 form examples for freelancers

Do I always need to fill out a W-9 as a freelancer?
Not always, but often. U.S. clients generally request a W-9 when they expect to pay you $600 or more in a year for services. Some will ask for it even for smaller amounts so they have your information on file.

Can you give a quick example of when a W-9 is required?
Yes. If a U.S. marketing agency hires you as an independent contractor for a $2,000 project, they will typically ask for a W-9 before processing payment. They’ll use it to prepare your 1099-NEC at year‑end.

Are there examples of freelancers who don’t need a W-9?
Yes. Non‑U.S. persons working from outside the U.S. usually do not complete a W-9. Instead, they use forms like W-8BEN. Also, if you’re paid as an employee on a W-2, you use a W-4, not a W-9.

Should I use my SSN or get an EIN for my W-9?
Many solo freelancers start with an SSN. Some later get an EIN to avoid sharing their SSN with multiple clients or when they form an LLC or corporation. The IRS lets individuals apply for an EIN online.

What happens if I make a mistake on my W-9?
If your name and TIN don’t match IRS records, your client may receive a notice and be required to start backup withholding. If you realize you made a mistake, send a corrected W-9 to your client as soon as possible.

Do I need a new W-9 every year?
Not if nothing changes. But if your name, business structure, address, or TIN changes, you should give your clients an updated W-9.

Where can I see official IRS examples of how the form should look?
The IRS doesn’t post filled‑in samples for every scenario, but the official instructions explain each field and who should use the form. You can find them here: https://www.irs.gov/forms-pubs/about-form-w-9

Once you recognize which of these examples of W-9 form examples for freelancers matches your situation, filling out the form becomes a quick, low‑stress task. It’s paperwork, yes—but it’s also one of the simplest parts of getting paid as a freelancer.