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Fill out the W-9 Form with Smallpdf

W-9 Form - Fill Out the IRS W-9 Form Online for 2019

by Hung Nguyen

All the information independent contractors will need regarding the W-9 form. Smallpdf also offers a free-to-use tool to fill and print out your W-9.

What is a W-9?

 

The last quarter of 2019 is closing in—and tax season is imminent. In the United States, if you are an independent contractor, a freelancer, or are self-employed—you probably are familiar with the W-9 form. When you receive compensation greater than $600 in a financial year for your work for a client, they’d need to report to the IRS what they have paid to you as part of their tax return.

To do so, they will request from you, the independent contractor, a Request for Taxpayer Identification Number and Certification, or W-9 for short. This specific form will provide them with your Taxpayer Identification Number (TIN) for income tax purposes. In return, you will also get a 1099-MISC form from them, which you can use to file your tax return. The process to fill out the W-9 is relatively simple, as it only contains five simple steps. Smallpdf has hosted the W-9 2019 form from within our PDF Editor, so you can fill this form out online, using our free service. Afterward, you may print or save the completed form to your local drive, to send to your client.

How to fill out the IRS W-9 form online :

  1. Open the W-9 template by clicking the image preview below.

  2. Enter your name, business name, and address in the corresponding boxes.

  3. Check the appropriate box for the federal tax classification (whether you’re a sole proprietor/single-member LLC, a C corporation, S Corporation, in a Partnership or a Trust/Estate).

  4. Fill out your Social Security Number or Employer Identification Number.

  5. Sign and date the form, click ‘Print’ or ‘Download’ to print or save the W-9 to your computer as a PDF.

W9 Form Placeholder

Breaking down the W-9 form

 

Unlike many other tax forms, the W-9 is relatively easy to fill out, albeit it could be a bit baffling if you are new to working as an independent contractor. We will go into each section of the IRS form in further detail below.

1: Name

In case your business is a sole proprietorship or a single-member LLC, and it is taxed as a sole proprietor or single-member LLC, your full legal name will go on this line. This name should match the one that appears on your tax return. On the other hand, if the LLC is a partnership, an S corporation, or another type of LLC, then your business’s name will go on this line.

2: Business Name/Disregarded Entity Name

As per the previous section, if you are filling out the W-9 as a single-member limited liability company or a sole proprietor and your legal name is in line 1, the name of your business will go on the second section. If there is a DBA (Doing Business As), you can also put it here. Conversely, if the first section contains your business’s name or you work under your name, then this section should be left blank.

3: Federal Tax Classification

This section of the W-9 refers to your tax status. Again, tick 'Individual/sole proprietor or single-member LLC' if your business is a sole proprietorship of your company. The same goes for if your LLC is a C Corporation or an S Corporation. On the other hand, if another LLC owns the LLC, then you will tick the 'Limited Liability Company' box, and then designate whether the parent company is a C corporation, an S corporation, or a Partnership, by putting in C, S, or P respectively.

4: Exemptions

This segment is for small businesses that have exempt from backup withholding or FATCA reporting, the exempt payee code or exemption from FATCA reporting code will go here. Most will leave this section blank. However, if you are unsure, please check with a certified public accountant (CPA) or an advisor from a financial institution if you need assistance on this topic.

5 + 6: Address, City, State, ZIP Code

These two sections simply contain your address. If your home address is different from your business address, use the address that would be in your tax return.

Part I: Taxpayer Identification Number (TIN)

Here, put your Employer Identification Number (EIN) if you have it. In case you are the sole proprietor of your business, you would put your Social Security Number instead. Remember that you only need one of the two.

Part II: Certification

In Part II, the information states that, by signing the W-9, you certify that the tax identification number provided is accurate, you are not subjected to backup withholding, you are a US citizen or other US person, and that the FATCA code, if any, is correct.

Upon completion, sign your signature and insert the date where it is needed.

Filling out the W-9 Form with Smallpdf

 

With our online PDF Editor, we have conveniently placed the latest version of the W-9 form from the IRS website (for the 2019 tax year) within the tool for you to work on. Upon entering the web tool, you may fill the blank W-9 by clicking on each box to begin entering your personal information. For the signature section, choose the 'Signature' tool (shortcut = S) to create and insert an electronic signature. Additionally, you can use the 'Free Text' tool (shortcut = T) to enter additional data onto the document.

On the other hand, if you would like to print the form out to fill in with pen and paper — click the caret located on the right-hand side of the Download button at the top left corner. There will be an option for you to print the blank and fillable W-9 form out to complete manually. You may also download the blank template, of course, so that it’s readily available on your computer.

Fill the W-9 Form with Smallpdf

How to send the W-9

 

If you are looking to send a blank W-9 to an individual contractor that you have worked with to request their tax information, you can “Print” the blank W-9 from our Editor, or email the form to them. For the latter, you can either download the blank template or email the file to another party (located next to the download button).

If you are the contract worker/freelancer — once the W-9 is filled out, you can send the form back securely via several methods. Of course, this would depend on your communication with your client and how they wish to receive the document. You either print the completed form out to return physically via post or email them to the responsible department at your client’s business. Either way, always remember to download the filled out document to store on your local drive, as we remove uploaded documents after one hour of processing.

Other things to consider

 

The W-9 form should be reviewed and amended every tax year, or whenever any of the information provided on the form changes (your name, business name, address, or EIN). Your client will use the information presented by you, the independent contractor, to provide your 1099-MISC form. As you will later need to use the information provided on the 1099 (detailing the amount paid to you) to file your tax return - it is your responsibility to keep this information up-to-date to ensure quick and efficient tax filing.

Our PDF form filler is free for limited use online, without the need to register an account. If you require further support relating to PDF documents, feel free to check out our collection of free tools via our homepage, where we offer functions to compress, convert, and even create digital sealing for your PDF. Our platform assists over 25 million users every month, many of which are small business owners, freelancers, or contract workers, and hope this guide also helps to simplify your work with digital documents.

Hung Nguyen
Hung Nguyen
Marketing Manager
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