How to Collect W-9s from Vendors (Without the Back-and-Forth)

If you've ever spent three weeks in January chasing down W-9s from vendors who don't respond to emails, you know the problem. The form itself is simple. Getting people to fill it out is not.

Here's a practical guide to doing it better.

What is a W-9 and why do you need it?

A W-9 (formally, "Request for Taxpayer Identification Number and Certification") is an IRS form that collects a vendor's legal name, business type, address, and Taxpayer Identification Number (TIN) — either a Social Security Number (SSN) or Employer Identification Number (EIN).

You need it because the IRS requires you to file a 1099-NEC for any vendor who receives $600 or more in non-card service payments in a calendar year. Without a W-9 on file, you don't have the TIN you need to file accurately — which can result in penalties of $310 per form.

When should you collect a W-9?

The short answer: at the time of onboarding, before the first payment.

Most companies make the mistake of collecting W-9s reactively — waiting until January when they realize they need to file 1099s. By then, vendors have changed addresses, emails bounce, and everyone is busy.

A better practice:

Make W-9 submission a step in your vendor onboarding checklist
Require it before issuing a first payment
Set a reminder to re-collect if a vendor's info changes or if a W-9 is more than 3 years old

How to request a W-9 by email

Keep it short and make it easy. The more friction you add, the longer it takes to get a response.

What works:

"Hi [name], we need a completed W-9 on file before we can process your payment. You can download the form from the IRS website and reply with it attached, or use the link below to fill it out digitally. It takes about 2 minutes."

What doesn't work:

Attaching a blank PDF with no instructions
Sending via a platform that requires the vendor to create an account
Waiting until December to ask

If you use W9 Tracker, vendors receive a branded email with a secure one-time link. They open it, fill out the form digitally, and it's validated automatically — no PDF, no back-and-forth, no account required.

What to do when vendors don't respond

It happens. Here's the escalation sequence:

First request — send with a clear deadline ("please complete by [date]")
Follow-up at 5 days — short reminder, same link
Follow-up at 10 days — flag that payment may be delayed until the form is received
Final notice — inform them you are required to apply 24% backup withholding to future payments without a valid W-9 on file

That last point usually gets a response. The IRS requires backup withholding when a vendor refuses to provide their TIN — and most vendors would rather fill out a form than have 24% deducted.

What to check when you receive a W-9

Don't just file it away. Before you use the information to file a 1099, verify:

Name matches the TIN — the legal name must match what the IRS has on file for that TIN. A mismatch means your 1099 will be rejected.
Signature and date are present — an unsigned W-9 is not valid
Business type is complete — LLC, corporation, sole proprietor, etc.
Address is current — the vendor's copy of the 1099 will go here

TIN matching services (including W9 Tracker's built-in TIN match) let you verify a name/TIN combination against the IRS database before filing — catching mismatches before they become penalties.

The checklist

[ ] Request W-9 at vendor onboarding, before first payment
[ ] Use a digital collection method with a clear deadline
[ ] Follow up at 5 and 10 days if no response
[ ] Invoke backup withholding notice for non-responsive vendors
[ ] Verify signature, TIN, name match, and address before filing
[ ] Re-collect if vendor information changes

The easier path

If you manage more than a handful of vendors, doing this manually doesn't scale. W9 Tracker automates the full workflow: it flags which vendors need a W-9 based on IRS thresholds, sends the request with one click, and validates the submitted form automatically.

Start collecting W-9s for free →