Fillable W9: Free Download and How To Fill It Out (2026)

If someone has asked you to complete a W-9, you're not alone. Businesses, clients, and payment platforms request this form every year. The good news is that a fillable W9 takes about five minutes to complete.

It's a free W9, and you don't file it with the Internal Revenue Service yourself. If you need other tax forms, ThePayStubs.com's paystub generator can help with W-2s, 1099s, and pay stubs, too. Millions of contractors, vendors, and gig workers deal with this document each tax season.

This guide covers every W-9 form download option available today. You'll learn how to get a free W9 form, how to fill out form W-9 line by line, and how to submit it securely.

Key Takeaways

• A fillable W9 is IRS Form W-9 used to provide your Taxpayer Identification Number to a payer or requester so they can file a 1099.

• The form applies to independent contractors, freelancers, and vendors who receive $600 or more in business payments during a tax year.

• Download a free fillable W-9 form directly from IRS.gov or use ThePayStubs.com's online W-9 tool.

• Use secure portals or encrypted file sharing to transmit your completed W-9 during vendor onboarding. Never send it through plain email.

• The IRS set a new 1099 reporting threshold of $2,000 for certain payments starting in 2026.

What Is a Fillable W9 Form?

Before you start typing, it helps to know what this document actually does.

A fillable W9 is IRS Form W-9, officially called the Request for Taxpayer Identification Number and Certification. Businesses use it to collect your Social Security Number or Employer Identification Number so they can report payments on Form 1099. You don't send it to the IRS yourself.

The form has two main parts. The first section asks for your:

• Legal name
• Business name (if applicable)
• Federal tax classification
• Taxpayer Identification Number (TIN).

The certification section of Part II requires you to confirm your information through signature verification that all details are correct.

Think of a W-9 fillable form as a handshake between you and the payer. They need your TIN so they can prepare an accurate information return. Also, you're certifying that the details you provide are true. Unlike a Form W-4 (which employees complete for payroll withholding), the W-9 is strictly for non-employee payments.

Who Needs To Fill Out a W9 Form?

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Any freelancer, independent contractor, vendor, or U.S. person who receives $600 or more in business payments during a tax year needs to fill out a W9 form. This includes gig workers, landlords receiving commercial rent, and single-member LLCs providing services to clients.

Here's a quick list of who typically needs one:

• Freelancer independent contractor roles on platforms like Upwork, Fiverr, or Etsy

• Vendors and service providers receiving business-to-business payments

• Sole proprietors operating under their own name or a DBA

• Landlords collecting commercial rent from business tenants

• Shareholders and investors earning dividends or distributions

If you're a Form W-2 employee, you don't need a W-9. Employees complete a Form W-4 instead.

A nonresident alien should use Form W-8BEN rather than a W-9. The Social Security Administration issues SSNs, while the IRS issues EINs; either can serve as your TIN on the form.

Where Can I Get a Fillable W9 Form?

You have several options, and all of them are free.

Download a free fillable W9 directly from the IRS website at IRS.gov/pub/IRS-pdf/fW9.pdf. You can also use ThePayStubs.com's online W-9 tool to complete and download the form digitally. Make sure you're using the current March 2024 revision of Form W-9.

A free W-9 form is available through three main paths.

Path 1: IRS Direct Download

Visit IRS.gov for a W9 form download straight from the source. The PDF is a free W-9 form that opens in any browser. You can type directly into the fields and save when finished.

Path 2: Online W-9 Tools

You can fill out W9 online free using ThePayStubs.com's W-9 form tool. The system leads you through each section to create a finished professional document, which you can download.

Path 3: Request From the Payer Requester

Sometimes the company paying you sends a W9 template or a pre-filled version. If a payer requester provides one, verify it's the current revision before signing.

Where do I get a W9 form if I'm not sure which version to use? Always check the top-left corner. The current version reads "Rev. March 2024." For the question, "Where can I get a W9 form in bulk?" The IRS lets you grab copies as many times as you need. The W9 form free PDF has no download limit.

How To Fill Out a Fillable W9 Form (Line-By-Line)

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Each section of the document asks for specific details. Learning how to create a W9 correctly takes just a few minutes. Use these line-by-line instructions for the W-9 fillable PDF so you don't trigger a rejection or backup withholding.

Line 1: Legal Name

Enter your full legal name exactly as it appears on your tax return. If you're a sole proprietor, this is your personal name, not your business name.

Line 2: Business Name or DBA

If you operate under a business name, trade name, or "doing business as" (DBA) name that differs from Line 1, enter it here. Otherwise, leave it blank.

Line 3: Federal Tax Classification

Check the box that matches your entity type. This is where many people get confused, especially with a limited liability company. Here's how to decide:

• Individual/Sole Proprietor: Check this if you're a freelancer or single-member LLC that hasn't elected corporate status.

• C Corporation: Check this if your LLC or company elected C corp taxation.

• S Corporation: Check this if you elected S corp status with the IRS.

• Partnership: Check this for multi-member LLCs taxed as partnerships.

• Limited Liability Company: Enter the tax classification letter (C, S, or P) on the line provided. A single-member LLC is a disregarded entity and should check "Individual/sole proprietor."

Line 3b: Foreign Ownership

This newer field asks if you have any foreign ownership. Most U.S. sole proprietors and domestic LLCs will leave this unchecked.

Line 4: Exemption Codes

Most individuals leave this blank. Exempt payee codes and FATCA exemption codes only apply to certain corporations, organizations, and financial institutions.

Lines 5 and 6: Address

Enter your current mailing address. This should match the address on file with the IRS for your TIN.

Part I: Taxpayer Identification Number

Enter your Social Security Number if you're an individual or sole proprietor. Enter your Employer Identification Number if you're filing as a business entity. For single-member LLCs treated as a disregarded entity, use the owner's SSN. The IRS uses TIN matching to compare what you enter here against its records, so double-check every digit.

Part II: Certification and Signature

Sign, date, and certify that your TIN is correct, you're not subject to backup withholding (unless notified), and you're a U.S. person. An electronic signature is acceptable for most payers.

Need professional tax documentation for your records? Our pay stub templates can help you create accurate proof of income in minutes.

W-9 Form Changes for 2026

The IRS made several updates that affect how you complete a fillable W9 this year.

The biggest change is the 1099-NEC and 1099-MISC reporting threshold. It increased from $600 to $2,000 for payments made during the 2026 calendar year. This means payers won't need to file a Form 1099-NEC unless they pay you $2,000 or more. You still need to report all income on your tax return, regardless of whether a 1099 is issued.

The draft January 2026 revision proposes that sole proprietors must enter their Social Security Number, not just an EIN. This applies even if you have an Employer Identification Number for your business. The draft also adds a new exempt payee code for digital asset brokers.

The March 2024 revision of the Form W-9 fillable PDF remains the current finalized version. Use that version until the IRS publishes the final 2026 form.

What Happens If You Do Not Submit a W-9?

Skipping or ignoring a W-9 request can cost you money. Here's what's at stake:

• Backup Withholding 24%: The payer must withhold 24% of your payments and send it to the IRS until you provide a valid TIN.

• $50 Penalty: The IRS can fine you $50 for failing to furnish a correct TIN.

• Penalties for False Information: Providing false details on a W-9 carries a $500 civil penalty.

• Payer Penalties: Businesses that don't collect W-9s face fines of $60 to $340 per incorrect or late Form 1099.

• Criminal Penalties: Willfully providing false information can result in criminal prosecution.

Ensure you fill out the editable W9 when asked. It takes five minutes, and the consequences of skipping it aren't worth it.

Common Fillable W9 Mistakes To Avoid

The five most common errors that result in rejection and delay of work include:

1. Using the Wrong TIN Type: Sole proprietors should enter their SSN, not a separate EIN. LLCs taxed as disregarded entities should use the owner's SSN.

2. Leaving the Form Unsigned: A W-9 without a signature is invalid. Many payers reject unsigned forms automatically.

3. Using an Outdated Revision: If the top of your form doesn't say "Rev. March 2024," you're using an old version. Start a fresh W9 download from IRS.gov to get the current PDF.

4. Selecting the Wrong Entity Type: Single-member LLCs are NOT "limited liability company" on Line 3. They check "Individual/sole proprietor."

5. Forgetting To Update After Changes: If you change your legal name, address, or business structure, submit a new fillable W-9 form to every payer on file.

How To Submit Your Fillable W9 Securely

Once you've signed the form, delivery matters just as much as accuracy. A completed online W9 contains your SSN or EIN, so treat it like any sensitive financial document.

1. Use secure portals. If a client offers an upload portal or encrypted file-sharing link, use it.

2. Never email unencrypted. Sending a W-9 as a plain email attachment risks exposing your SSN in a data breach.

3. Verify the requester. Before sharing your W-9, confirm the request is legitimate. Scammers send fake W-9 requests to harvest Social Security Numbers.

4. Keep a copy. Save every W-9 you submit, along with the date and recipient, in case you need to dispute a Form 1099 later.

5. Know the red flags. Unsolicited requests from unfamiliar companies, urgency language ("respond within 24 hours"), and requests from personal email addresses are all warning signs.

You Might Also Like

• How to Read a W-2 Like a Pro

• How to Fill Out a 1099-MISC Form

• How to Request a W-2 From a Previous Employer

• How to Calculate Tax on 1099-MISC Income

• Self-Employed? Here's How to Show Proof of Income

The Bottom Line

Getting a fillable W9 is simple. Download W9 form files free from the IRS, fill in your name, TIN, and federal tax classification, then sign and submit. For a quick W-9 download, you can also use ThePayStubs.com. Keep the 2026 threshold changes in mind and use encrypted methods when sharing your completed form.

Need accurate tax documentation fast? Use our paystub generator to create professional pay stubs and tax forms in minutes.