Free W-9 Template — Fill & Sign Online
Form W-9, “Request for Taxpayer Identification Number and Certification,” is the IRS form US businesses use to collect a contractor’s or vendor’s legal name, address and taxpayer ID. If your business pays a freelancer $600 or more in a year, you collect a W-9 from them so you can file Form 1099-NEC in January. The W-9 itself is not sent to the IRS — the payer simply keeps it on file.
You’ll fill one out when you start freelancing for a new client, open certain bank or brokerage accounts, or receive rent, prize or interest payments that get reported. Because a completed W-9 carries your Social Security or Employer Identification Number, treat it like a bank statement: fill it, sign it, and deliver it through a secure channel — in FairSign’s self-sign mode the form is processed locally in your browser and never uploaded to any server.
Self-signing is free, local & private — never uploaded. Sending for signature needs a free account (just your email).
How to fill it out correctly
- Line 1 — name exactly as it appears on your tax return
- Line 2 — business/DBA name, only if different from line 1
- Federal tax classification — sole proprietor, C/S corporation, partnership, or LLC with its tax treatment letter
- Exemptions — most individuals and small businesses leave these boxes blank
- TIN — your SSN (individuals/sole proprietors) or EIN (entities); it must match IRS records for the line-1 name
- Certification — sign and date; the signature certifies the TIN is correct and you’re not subject to backup withholding
- Use the current revision — March 2024 is the latest as of this writing
Common mistakes to avoid
- Single-member LLC checking the “LLC” box — a disregarded single-member LLC checks individual/sole proprietor and puts the owner’s name on line 1
- A name/TIN combination that doesn’t match IRS records — this is what triggers 24% backup withholding on your payments
- Emailing the completed form as a plain, unencrypted attachment with your SSN on it
- Sending an outdated revision of the form when a payer requires the current one
Common questions
Can I sign a W-9 electronically?
Yes. The IRS explicitly allows electronic W-9 submissions, including electronic signatures. With FairSign you open the PDF, type your details, sign, and download — all processed on your device, so your SSN never touches our servers.
What's the difference between a W-9 and a W-4?
A W-4 is for employees — it tells an employer how much tax to withhold from wages. A W-9 is for non-employees: contractors, freelancers and vendors who handle their own taxes. If a company that treats you as an independent contractor hands you a W-4, something is misclassified — worth a conversation before signing anything.
Do I need a new W-9 every year?
No. A W-9 stays valid until something on it changes — your name, business entity, address or TIN. When that happens, send an updated form to everyone who pays you. Payers often re-request one annually just for tidy records, which is fine; it takes about a minute to fill and sign a fresh one.
This page is general information for small businesses — not legal advice. For your specific situation, talk to a licensed attorney in your state.