• Legal Name – Your full name as shown on your tax return (individual or business entity).

• Business Name/DBA – Only fill this out if your business operates under a different name.

• Federal Tax Classification – Choose the box that fits: Individual, LLC, S‑Corp, C‑Corp, Partnership, etc.

• Address – Where you want IRS-related mail to go (street, city, state, ZIP).

• TIN (Taxpayer Identification Number) – Use your SSN if you're a sole prop or individual, or EIN if you're a business.

• Backup Withholding Status – Most people can leave this blank unless you’ve been told you’re subject to it.

• Signature & Date – Don’t skip this part. It’s not official without it!

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Step-by-Step: Fill It Out Like a Pro

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1. Download the Form

• Click HERE to download the PDF.

• Open it in Adobe Acrobat Reader or any PDF viewer that supports form filling.

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2. Enter Your Name & Business Name

• Line 1 – Name: Your legal name (individual or business).

• Line 2 – Business Name/DBA: Only if you operate under a different trade name.

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3. Select Your Federal Tax Classification

Check one box only:

• Individual/Sole Proprietor

• C Corporation

• S Corporation

• Partnership

• Trust/Estate

• LLC (and enter the appropriate code: C, S, or P)

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4. Provide Your Address

Line 3–5:

• Street address (number, street, and apt. no.)

• City, state, and ZIP code

• Optional: requester’s name and address (only if needed by the payer)

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5. Fill in Your TIN

• Part I – Taxpayer Identification Number:

  • SSN: For individuals

  • EIN: For businesses

• Use only one number. Do not enter both.

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6. Claim Backup Withholding Exemption (If Applicable)

• Part II – Exemptions:

  • Enter your code if you’re exempt from backup withholding.

  • Most individuals leave this blank.

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7. Sign & Date

Part III – Certification:

• Read the certification language carefully.

• Sign on the signature line.

• Date the form with today’s date.

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8. Submit to the Requester

• Don’t send the W‑9 to the IRS.

• Return it to the person or company who asked for it—via secure email, portal upload, or physical mail.

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Frequently Asked Questions

 

Q: Who needs a W‑9?
Anyone who will pay you income that is reportable to the IRS: independent contractors, freelancers, landlords, etc.

Q: How often should I update my W‑9?
Provide a new W‑9 if your name, business name, address, or TIN changes, or if you become subject to backup withholding.

Q: Can I email a W‑9?
Yes, just ensure you use a secure method (encrypted email or secure portal) to protect your TIN.

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Need More Help?

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If you hit a snag, shoot us an email at info@kb2bookkeeping.com or call 512-843-2320. Whether you need a little guidance or a full-service filing, we’ve got you covered.

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KB2 Bookkeeping & Tax
“We Take the ‘Ugh’ Out of Accounting”