Do I need to provide a blank W9 when requesting one? Or can I just ask for it verbally?

Thanks for the clarification! I think maybe I was unclear in my original post. I'm actually the one paying them, not the other way around. They're providing services to me/my small business, and I need their W9 so I can issue them a 1099. That's why I'm confused about why they refused to give me one.

Ah, that makes more sense! In that case, you are absolutely entitled to request a W9 from them. As the paying entity, you need their W9 information to properly report payments to the IRS. You don't need to provide them with a blank form - simply requesting one is sufficient. However, to make it easier, you could download a blank W9 from irs.gov/FormW9 and send it to them. Some contractors (especially individuals not familiar with business processes) might be hesitant because they don't understand the requirement or have privacy concerns.

Does it actually check if the taxpayer ID is valid? I've had contractors give me fake SSNs before and then I get in trouble with the IRS for misreporting.

I'm a little skeptical...how does this work with privacy laws? Isn't sending tax documents electronically risky? My accountant always warns me about this stuff.

It absolutely validates the TIN (Taxpayer Identification Number) format to ensure it matches IRS requirements. This helps catch typos or obviously incorrect numbers, which has saved me from several headaches with the IRS. This doesn't confirm the actual identity match (only the IRS can do that), but it's a great first check. Regarding privacy concerns, they use bank-level encryption for all document handling. The templates don't contain sensitive info - they're just professionally worded requests explaining the legal requirements for W9 submission. My contractors actually appreciated the clarity rather than just me demanding their information without explanation.

Wait, how does this actually work? Do they just have people sitting on hold all day for others? That sounds too good to be true.

BS detector going off. There's no way to "skip" the IRS line. I've been dealing with them for years and there's never a shortcut. You just sit on hold for 3 hours like everyone else.

They use an automated system that holds your place in line. It's basically like having a dedicated person waiting on hold, but it's all done with technology. When an IRS agent finally picks up, their system transfers the call to your phone. It's completely legit - they're not "skipping" the line, just waiting in it for you. The service saved me hours of sitting on hold. For my tax issue, I needed official clarification from the IRS about W9 requirements, and the agent walked me through exactly what to do when a vendor refuses to provide one. Explained all my options including backup withholding if necessary.

That's a smart approach. Do you have a template for that letter you could share? I think being more formal about it from the beginning might help.

I don't have a shareable template handy, but it's pretty simple. My letter includes: 1) A brief explanation that tax law requires me to collect their tax information before making payments, 2) A deadline for returning the completed W9, 3) A statement that I cannot process payments without a completed W9 on file, and 4) A reminder that I'll be sending them a 1099 form by January 31st for any payments over $600. I also explain that protecting their information is important to me and describe how I store their documents securely. Most contractors appreciate the professionalism and clarity. Having this as part of your onboarding process for any new vendor relationship sets the right tone from the start.

You're absolutely right! This is a common mistake. For foreign individuals, you need Form W-8BEN. For foreign entities/businesses, you need Form W-8BEN-E. These forms certify that they're not subject to US tax withholding because they're foreign persons. The reporting requirements are also different. Instead of 1099s, you might need to file Form 1042-S for certain types of payments to foreign contractors. The rules get complicated depending on what services they're providing and where they're located.