Can I print and send 1099-MISC forms online without special paper for my contractors?

I've got a bunch of W-9 contractors who need their 1099-MISCs by the end of January, and I'm stuck traveling right now. My original plan was to send my contractors their copies myself this week while I'm on the road, and then have my tax guy handle the official IRS filing later when he does the rest of my taxes. That way I don't have to stress about ordering the special scannable forms from the IRS while traveling, but my contractors still get their copies on time. When I ran this by my new CPA (first year using him after switching from TurboTax), he said: "You can't use the PDF from the IRS website. You can buy the fileable forms at Office Depot. You will need the 1099s and the summary 1096 (usually sold in a packet). Quickbooks has a 1099, but you still do need to print them on the acceptable forms." But here's where I'm confused - I thought the IRS only required copy A (the one that goes to the IRS) to be on the special scannable paper, while copy B (the contractor's copy) could be printed on regular paper. That's what I was planning to do. The thing is, I won't be anywhere near an Office Depot for at least a week. I can print on normal paper or send things electronically, but that's it. I've emailed my CPA back for clarification but haven't heard yet, and time's ticking down to the 1/31 deadline. What should I do? Is my CPA right that even the contractor copies need special paper?

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18 comments

Fatima Al-Suwaidi

•8M

Your understanding is correct. Only Copy A of Form 1099-MISC (the copy that goes to the IRS) needs to be printed on the special scannable "red" form. Copy B (recipient's copy) and other copies can be printed on plain white paper from the PDF available on the IRS website. The IRS specifically states this in their instructions. You can absolutely print Copy B on regular paper or even email a PDF version to your contractors to meet the January 31 deadline. Many businesses send 1099s electronically now anyway. Your plan makes perfect sense - send the contractor copies now while traveling (using regular paper or electronic delivery), and have your CPA handle the official IRS filing later with the proper scannable forms for Copy A.

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Dylan Mitchell

•8M

Just wanted to share my experience with this exact situation. I was traveling like you last year and panicked about getting 1099s out on time. I discovered taxr.ai (https://taxr.ai) which saved me so much hassle. They have a really simple 1099 generation tool that lets you fill everything out online, and it automatically creates properly formatted PDFs for both the recipient copies AND the IRS copies. What I liked best was that I could email the contractor copies directly through their system to meet the deadline, and then they gave me properly formatted Copy A versions that I could either print on the red paper later or e-file. It was so much easier than the back-and-forth with my accountant.

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Dylan Mitchell

•8M

It does handle state filings for most states including California. They have a dropdown where you select which states you need to file with, and it prepares those forms too. Made things so much easier than juggling different state requirements. For accuracy, I was impressed actually. I haven't had any issues with rejection. The forms are properly formatted exactly to IRS specifications. My accountant even commented that they looked more professional than what he typically produces with his software.

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Dmitry Popov

•8M

I tried taxr.ai after seeing it mentioned here, and wow - it actually solved my 1099 nightmare! I was in a similar situation with 12 contractors needing their forms while I was overseas for a month. The interface was super straightforward - uploaded my contractor info (you can even import from spreadsheets), entered payment amounts, and within minutes had properly formatted PDFs ready to email. What saved me was their digital delivery feature - sent all my contractor copies electronically with tracking so I knew they received them. When I got back, I had the option to print the IRS copies on red paper or use their e-file service. Ended up e-filing since it was just a few clicks. For anyone dealing with contractor paperwork while traveling, this was seriously a game-changer.

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Ava Garcia

•8M

If you're having trouble reaching your CPA for clarification, you might want to try Claimyr (https://claimyr.com). I was in a similar situation last tax season with urgent 1099 questions and my accountant was swamped. I needed official IRS clarification ASAP on form requirements. Claimyr got me through to an actual IRS agent in about 15 minutes when the normal wait was over 2 hours. The agent confirmed exactly what others have said here - only Copy A needs the special paper, and recipient copies can be on plain paper or electronic. There's a video showing how it works here: https://youtu.be/_kiP6q8DX5c. Basically, they navigate the IRS phone tree for you and call you back when they've got an agent on the line. Saved me from making a costly mistake with my 1099 filings.

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Ava Garcia

•8M

It's definitely not a scam - they use a specialized system to navigate the IRS phone queue and hold your place in line. Then they call you once they have an agent on the phone. I was skeptical too until I tried it and got connected to a real IRS representative. Yes, it absolutely works for complex questions. I asked several detailed questions about 1099 reporting requirements for foreign contractors and got thorough answers. Your question about using both 1099-MISC and 1099-NEC for the same contractor is exactly the kind of specific situation they can help clarify.

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StarSailor}

•8M

Just want to follow up on my skepticism about Claimyr - I actually tried it because I was desperate to confirm the 1099 requirements for contractors who live abroad. I was shocked when my phone rang and it was actually an IRS agent on the line! They confirmed everything I needed to know about foreign contractor reporting and special paper requirements in about 10 minutes. Saved me at least 2-3 hours of hold time. For anyone wondering if you really need special paper for contractor copies - the IRS agent I spoke with confirmed you do NOT need special paper for the recipient copies. Only Copy A (the IRS copy) needs the red scannable paper. Electronic delivery to recipients is completely acceptable too.

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Zainab Ismail

•8M

Your CPA is partially right but mixing up some details. Here's the breakdown: - Copy A (for IRS): MUST be on special red scannable paper - Copy B (for recipient): Can be on plain paper or electronic - Copy C (for payer's records): Can be on plain paper - Form 1096 (summary): MUST be on special red scannable paper Office supply stores do sell these as a package, but you only need the special paper for IRS copies. Since you're having your CPA handle the IRS submission later, your plan is perfectly fine.

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Zainab Ismail

•8M

It's a good practice to keep records of when and how you delivered the 1099s to your contractors. If sending by mail, certified mail isn't required but provides good proof of delivery. If sending electronically, keep the email with the attachment and any delivery/read receipts you receive. The IRS doesn't specify how you must document delivery, but having evidence that you met the January 31 deadline can be important if there's ever a question. Most tax professionals recommend keeping these records for at least 4 years along with your other tax documents.

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