Real-world examples of examples of how to fill out a W-9 form: a step-by-step example

Real examples of how to fill out a W-9 form for freelancers

Let’s start where most people are: freelancing under your own legal name. When people search for examples of how to fill out a W-9 form: a step-by-step example, this is usually the situation they mean.

Imagine you’re Alex Rivera, a graphic designer who does contract work for U.S.-based clients. You don’t have an LLC, you’re not incorporated, and you report everything on your personal tax return as a sole proprietor.

Here’s how Alex would handle the W-9, line by line, in plain English.

Example 1: Individual freelancer using your own name (sole proprietor)

This is the most common example of a W-9 situation.

• Line 1 – Name: Alex writes their legal name exactly as it appears on their tax return: Alex M. Rivera. No nicknames, no brand name.
• Line 2 – Business name/disregarded entity name: Alex doesn’t have a registered business name, so they leave this blank.
• Line 3 – Federal tax classification: Alex checks the box for Individual/sole proprietor or single-member LLC.
• Line 4 – Exemptions: Alex is not exempt from backup withholding and doesn’t have an exempt payee code. This line is left blank.
• Line 5 – Address: Alex enters their mailing address where they want tax forms sent.
• Line 6 – City, state, ZIP: Alex completes their full U.S. address.
• Part I – Taxpayer Identification Number (TIN): Alex has no EIN, so they enter their Social Security Number (SSN) in the SSN boxes and leave the EIN boxes blank.
• Part II – Certification: Alex signs and dates the form.

This is one of the best examples of a straightforward W-9: no business name, no EIN, just your legal name and SSN.

Examples of how to fill out a W-9 form: a step-by-step example for LLCs

Now let’s look at examples of how things change when you have an LLC. This is where people start to overthink the form, especially with the tax classification checkboxes.

Example 2: Single-member LLC using your personal name (disregarded entity)

Say Alex forms “Rivera Creative LLC” as a single-member LLC, but taxes are still reported on Alex’s personal return. For IRS purposes, that LLC is a disregarded entity.

Here’s how this example of a W-9 would look:

• Line 1 – Name: Alex still puts their personal legal name: Alex M. Rivera. The IRS wants the owner’s name here, not the LLC name, for a disregarded entity.
• Line 2 – Business name: Here Alex enters the LLC name: Rivera Creative LLC.
• Line 3 – Federal tax classification: Alex checks Individual/sole proprietor or single-member LLC. Even though they have an LLC, the IRS still treats it like a sole proprietorship for income tax.
• Lines 4–6 – Address: Alex can use either their home address or a business mailing address, as long as it’s where they want tax documents mailed.
• Part I – TIN: Alex uses their SSN, unless they’ve chosen to get an EIN and use that consistently for business. The IRS allows either for a single-member LLC, but it’s smart to stick to one.
• Part II – Certification: Sign and date.

This is one of the best examples of how a single-member LLC still looks very similar to a sole proprietor on the W-9.

Example 3: Single-member LLC using an EIN

Now imagine Alex wants to separate personal and business info a bit more and gets an Employer Identification Number (EIN) for Rivera Creative LLC.

The form is almost the same as Example 2, with one key difference:

• Line 1: Alex M. Rivera
• Line 2: Rivera Creative LLC
• Line 3: Individual/sole proprietor or single-member LLC is still checked.
• Part I – TIN: Alex now leaves the SSN boxes blank and enters the EIN in the business EIN field.

This is a clean example of how to fill out a W-9 when you’re a one-person LLC but want to use an EIN instead of an SSN.

For IRS guidance on disregarded entities and EIN use, see the IRS W-9 Instructions (Form W-9).

More examples of examples of how to fill out a W-9 form: a step-by-step example

Let’s keep going with more real examples, because this is where things really start to click. These examples include different business structures and real-world scenarios contractors run into.

Example 4: Multi-member LLC taxed as a partnership

Now imagine “Bright Path Studio LLC” is owned by two partners, Jordan and Casey. The LLC is taxed as a partnership, and the business has its own EIN.

For a W-9:

• Line 1 – Name: They enter the partnership’s legal name as shown on the tax return: Bright Path Studio LLC.
• Line 2 – Business name: If they use a DBA like Bright Path Design, that goes here.
• Line 3 – Federal tax classification: They check the box for Partnership.
• Lines 5–6: The business mailing address.
• Part I – TIN: They enter the EIN of the partnership. No SSNs here—the client is paying the entity, not the individual partners.

This is a classic example of a W-9 for a multi-owner business.

Example 5: S corporation contractor

Suppose “North Star Marketing, Inc.” is an S corporation with one owner, but it files as an S corp and has an EIN.

On the W-9:

• Line 1: North Star Marketing, Inc. (the legal corporate name)
• Line 2: Any DBA goes here, if they have one.
• Line 3 – Federal tax classification: They check S Corporation.
• Lines 5–6: Business address.
• Part I – TIN: They use the EIN of the S corp.

No SSN is needed because the client is paying the corporation. This is one of the best examples of how to fill out a W-9 when you’ve fully separated yourself from the business entity.

Example 6: C corporation providing consulting services

A similar example of a W-9 applies to a C corporation. Let’s say “Atlas Data Solutions, Inc.” is a C corp.

• Line 1: Atlas Data Solutions, Inc.
• Line 3: Check C Corporation.
• Part I – TIN: Enter the EIN.

Everything else follows the same pattern as the S corp example.

Example 7: Independent contractor using a trade name only

Here’s a scenario that trips people up. You’re a sole proprietor, and you operate under a brand like “Moonrise Photography”, but you never formed an LLC or corporation.

On the W-9:

• Line 1 – Name: Your legal name, for example: Taylor J. Brooks.
• Line 2 – Business name: Moonrise Photography.
• Line 3 – Federal tax classification: Check Individual/sole proprietor or single-member LLC.
• Part I – TIN: Use your SSN, unless you’ve obtained an EIN and always use that for business.

This is a very common example of how to fill out a W-9 when you brand yourself with a business name but don’t have a separate entity.

Example 8: Non-U.S. person (and why you usually don’t use a W-9)

If you’re not a U.S. person for tax purposes, you typically do not fill out a W-9. Instead, your client may ask for a Form W-8BEN or W-8BEN-E.

But here’s an important 2024–2025 trend: more platforms and clients are tightening compliance and asking international freelancers to confirm their status with the correct form. If you’re a nonresident alien or foreign entity, giving a W-9 when you shouldn’t can cause tax headaches.

For accurate guidance on non-U.S. status, the IRS has details at https://www.irs.gov/individuals/international-taxpayers.

This is a good reminder that not every contractor is a valid example of how to fill out a W-9 form—sometimes a different form is the right move.

Step-by-step walk-through using the best examples

To tie these real examples together, let’s walk through the W-9 from top to bottom, using the most common scenario—an individual freelancer—and then flag where the other examples of W-9 forms differ.

Name and business name (Lines 1 and 2)

Think of Line 1 as “who the IRS knows,” and Line 2 as “what your clients know you as.”

• In the individual freelancer example, Line 1 is your legal name, Line 2 is blank.
• In the single-member LLC examples, Line 1 is your personal name, Line 2 is the LLC name.
• In the partnership and corporation examples, Line 1 is the entity’s legal name, and Line 2 is any DBA.

If you’re wondering which name to use, match the pattern from the examples of how to fill out a W-9 form: a step-by-step example that fits your tax structure.

Federal tax classification (Line 3)

This line tells the IRS what kind of taxpayer you are.

• Individual/sole proprietor or single-member LLC: Use this if you file your business income on Schedule C of your personal Form 1040.
• C Corporation / S Corporation: Use these if your entity files a corporate tax return.
• Partnership: Use this if your LLC has more than one member and files Form 1065.

Each of our earlier examples include a different checkbox choice, so you can compare your situation to the best examples and pick the right one.

Exemptions (Line 4)

Most freelancers and small businesses leave this blank. You’d only enter something here if you’re an exempt payee or exempt from backup withholding.

If a client has told you that you’re subject to backup withholding, that’s a red flag: it usually means the IRS has flagged something about your TIN. The IRS explains backup withholding rules at https://www.irs.gov/businesses/small-businesses-self-employed/backup-withholding.

Address (Lines 5 and 6)

Use the address where you reliably receive mail. Many freelancers use a home address; some use a PO box or business mailbox. In every example of a W-9 above, the address is simply the best mailing address for tax forms.

TIN: SSN vs. EIN (Part I)

This is the part that makes people nervous, especially when sharing an SSN. Here’s how the examples of W-9 forms above break it down:

• Use SSN in the most basic freelancer example (sole proprietor, no EIN).
• Use SSN or EIN for a single-member LLC taxed as a disregarded entity; just be consistent.
• Use EIN only for partnerships, S corps, and C corps.

In 2024–2025, more freelancers are choosing to get an EIN (you can apply free at https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online) to avoid sharing their SSN with multiple clients. Many of the best examples of W-9 usage now use an EIN for privacy.

Certification (Part II)

The signature is you saying:

• The TIN you provided is correct.
• You’re not subject to backup withholding (unless you checked that box).
• You’re a U.S. person.

Every one of our examples of how to fill out a W-9 form: a step-by-step example ends with a real signature and date. Electronic signatures are often accepted by platforms and some clients, but follow whatever method they request.

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

A few patterns are showing up more often in how W-9s are requested and used:

• Platforms and marketplaces (think gig apps, creator platforms, and freelance marketplaces) are increasingly requesting W-9s earlier in the relationship, sometimes before your first payout.
• Digital W-9 collection is the norm now: secure portals, onboarding systems, or e-sign tools. The basic examples of W-9 forms still apply; you’re just typing instead of handwriting.
• TIN mismatch notices are more common. If the name and TIN on your W-9 don’t match IRS records, your client may get a notice and put you on backup withholding. Matching your situation to the right example of a W-9 form helps avoid this.

Staying accurate on your W-9 doesn’t just keep clients happy—it prevents delays in getting paid and problems when 1099s are issued.

FAQ: Common questions with real examples

What are some examples of when I need to give a client a W-9?

Common situations include:

• A new client hires you as an independent contractor and will pay you $600 or more in a year.
• A company adds you as a vendor to their payment system.
• A publisher, agency, or platform wants your TIN before sending payouts.

Each of the scenarios in our examples of how to fill out a W-9 form: a step-by-step example started with one of these triggers.

Can you give an example of when I should use my EIN instead of my SSN?

If you’ve formed an LLC, partnership, or corporation and obtained an EIN, and you want to keep your SSN private, you can use the EIN in Part I of the W-9. Look back at the single-member LLC with EIN and S corp examples of W-9 forms—those show exactly how the name and tax classification line up with the EIN.

What if I’m a non-U.S. freelancer working for a U.S. company?

Then you typically do not use a W-9. You’ll usually be asked for a W-8BEN (individual) or W-8BEN-E (entity). The W-9 examples in this article are for U.S. persons only.

Do I need a new W-9 every year?

Not usually. You update your W-9 when something changes—your name, business structure, TIN, or address. For instance, if you move from the sole proprietor example into the single-member LLC example, that’s a clear time to give clients a fresh W-9.

Can I email a photo or scan of my W-9 to a client?

Many clients accept a scanned or digitally filled W-9, but remember you’re sharing sensitive information. Follow their instructions, and use secure methods where possible. The content of the form should still match one of the best examples of how to fill out a W-9 form described above—only the delivery method changes.

If you match your real situation to the closest of these examples of examples of how to fill out a W-9 form: a step-by-step example, you’ll almost always land on the correct way to complete the form. When in doubt, compare your setup—individual, LLC, partnership, or corporation—to the examples included here, and check the official IRS instructions for backup.