The W-9 form is essential for freelancers and independent contractors in the U.S. It provides your taxpayer information to clients who will issue you a 1099 form at the end of the year. Knowing how to fill out a W-9 correctly is crucial for ensuring you receive your payments without any hiccups. Here are three straightforward examples to guide you through the process.
In this scenario, you are a freelance graphic designer working with a small business that requires your services. They’ve requested that you fill out a W-9 form for tax purposes.
Provide Your Name: Write your full name in the first box, as it appears on your tax return. For instance, if your name is Jane Doe, write “Jane Doe”.
Business Name: If you don’t operate under a business name, you can leave this blank. If you do, write it in the second box.
Check the Correct Box: Since you’re an individual, check the box labeled “Individual/sole proprietor or single-member LLC.”
Address: Fill in your mailing address. For example, if you live at 123 Main St, Anytown, USA, write that down.
Tax Identification Number: Enter your Social Security Number (SSN) in the designated box. For security, it’s best to check that you’ve written it down correctly.
Signature and Date: Sign and date the form at the bottom to certify that the information you’ve provided is accurate.
Notes: If you ever change your name or business structure, you’ll need to submit a new W-9 to your clients.
Let’s say you’ve established an LLC for your freelance writing services, and a new client has requested a W-9 form.
Name: Write the name of your LLC in the first box. For example, if your LLC is called “Creative Words LLC,” that’s what goes here.
Business Name: Leave the business name box empty if it’s the same as your LLC name.
Check the Correct Box: This time, check the box that says “Limited liability company.”
Type of LLC: In the space that appears under the LLC box, enter “S” or “C” to indicate how your LLC is taxed, depending on your tax structure. If unsure, consult a tax advisor.
Address: Enter your business address where you receive mail. For example, if your business address is 456 Business Rd, Metropolis, USA, write that down.
Tax Identification Number: If you have an Employer Identification Number (EIN) for your LLC, enter that number instead of your SSN.
Signature and Date: Don’t forget to sign and date the form at the bottom.
Notes: Having an LLC can provide tax benefits, but it’s wise to consult with a tax professional for specific advice.
Imagine you’re a software developer working remotely for a company based in another state. They’ve asked for your W-9 to ensure they can report your payments to the IRS.
Your Name: Write your full name, just as on your tax return. For example, John Smith.
Business Name: If you don’t use a business name, leave this blank. If your business is called “Tech Solutions,” write that.
Check the Correct Box: As an independent contractor, check the “Individual/sole proprietor or single-member LLC” box.
Address: Fill out your residential address, such as 789 Developer Ln, Tech City, USA.
Tax Identification Number: If you’re using your SSN, write that down. If you have an EIN, use that instead.
Signature and Date: Sign and date to confirm that the information is accurate.
Notes: Always keep a copy of your completed W-9 for your records. It’s a good practice to review it annually to ensure your information is up to date.