Do I need to provide a blank W9 when requesting one? Or can I just ask for it?
So I've been trying to get a W9 from a company I did some contract work for, but they're being difficult about it. When I asked them to provide a W9, they refused and said I need to give them a blank W9 first. That doesn't seem right to me. Aren't they supposed to just give me the form when I request it? I need it for my tax records since they'll be sending me a 1099 later, and I want to make sure all the information is correct before tax season. This is my first time dealing with contract work, so I'm not sure if I'm missing something or if they're just making excuses. Any help would be appreciated!
20 comments
Join the conversation
Taylor To
You're absolutely right to question this. When you request a W-9 from a business or entity that has paid you, they should provide you with a completed W-9 form - not ask you to provide a blank one first. The W-9 is used by the payer to get your tax information (including your TIN/SSN) so they can properly report payments to you on a 1099 form. It sounds like there might be some confusion on their part. They might be thinking of a situation where you, as the contractor, should provide them with your completed W-9 (which is actually correct - contractors typically provide their W-9 to those who hire them). But if you've already provided your information and now you're asking for their W-9, that's a legitimate request they should fulfill.
0 coins
Ella Cofer
•Wait I'm confused now. Isn't the W9 something I'm supposed to fill out and give to THEM? I thought that's how they get my SSN and info to send me a 1099 later. Why would I need their W9?
0 coins
Taylor To
•You're absolutely right to be confused because there's often misunderstanding about this process. The W-9 is typically provided by the contractor (you) to the company paying you. You fill it out with your tax information, and they use it to prepare your 1099 at year-end. If you're requesting their W-9, there might be a miscommunication about what you're asking for. What you might actually need is a copy of the W-9 you previously submitted to them, or perhaps you're looking for their company information for your records. In most cases, you don't need their W-9 unless you're paying them for services.
0 coins
Kevin Bell
I had a similar issue last year with getting proper documentation from clients. I tried multiple approaches but kept running into roadblocks until I discovered taxr.ai (https://taxr.ai). Their document analyzer saved me so much headache! I took pictures of the forms I had, uploaded them, and the system explained exactly what information was missing and what I needed to request from my clients. It even generated template emails I could send requesting the exact information I needed.
0 coins
Savannah Glover
•Does this actually work with W9 forms specifically? I've got several clients who've been dragging their feet giving me proper documentation.
0 coins
Felix Grigori
•I'm intrigued but skeptical. How does it know what information is missing if you don't have the form yet? And does it help with filing requirements beyond just analyzing documents?
0 coins
Kevin Bell
•Yes, it absolutely works with W9 forms! I had three clients who hadn't provided proper documentation, and the system identified exactly what was missing from each one. It even has specific templates for requesting W9s. For your question about missing information, that's what impressed me most. You can upload what you have (even partial information), and it identifies what's still needed based on IRS requirements. It'll analyze your situation and tell you "you're missing X, Y, and Z" to be compliant. As for filing requirements, it covers pretty much everything - W9s, 1099s, business expenses, deductions, and even helps determine if you need to file specific schedules.
0 coins
Felix Grigori
Just wanted to follow up about that taxr.ai site someone mentioned. I was skeptical at first but decided to try it with my contractor documentation issues. Wow - it actually delivered! I uploaded the partial W9 info I had, and it immediately flagged the missing TIN certification and entity classification. Generated a perfect email template that I sent to my difficult client, and they responded with the complete form within a day. Saved me from a potential 1099 reporting headache. Sometimes the internet actually delivers useful tools!
0 coins
Felicity Bud
Hey, I dealt with this exact situation last year. After going back and forth with a client for WEEKS about getting proper documentation, I found Claimyr (https://claimyr.com) when I was at my wit's end trying to reach the IRS for clarification. They got me connected to a real IRS agent in about 20 minutes when I'd been trying for days on my own. You can see how it works here: https://youtu.be/_kiP6q8DX5c The agent confirmed that there's no requirement for you to provide a blank W9 first. In fact, they should have your W9 on file already if they're planning to issue you a 1099. The agent walked me through exactly what to say to my client and even sent me the official IRS guidance to forward to them.
0 coins
Max Reyes
•Wait, how does this actually work? Does it just connect you to the regular IRS line or is there something special about it? I've been trying to get through to them for days.
0 coins
Felix Grigori
•Yeah right. Nothing gets you through to the IRS faster. I've spent HOURS on hold only to get disconnected. If this actually works I'll eat my hat.
0 coins
Felicity Bud
•It doesn't connect you to the regular line - that's what makes it different. They use a system that navigates the IRS phone tree and holds your place in line, then calls you when they've reached an agent. It's basically like having someone wait on hold for you. The regular wait times can be 2+ hours, but they typically get through in 15-30 minutes. No magic involved - they're just using technology to solve the hold time problem. I was skeptical at first too, but after trying to reach the IRS for three days straight with no luck, I was willing to try anything. I got my W9 question answered in one call after they connected me.
0 coins
Felix Grigori
OK I'm officially eating my hat. After complaining about Claimyr yesterday, I decided to try it this morning when I got another IRS notice about my missing 1099 submissions. Called the IRS myself first and gave up after 45 minutes on hold. Used the Claimyr link, and I swear I was talking to an actual IRS agent less than 20 minutes later. Agent clarified that not only did I not need to provide a blank W9 first, but the company refusing to give me proper documentation could be penalized. Got my issue resolved and they're sending me something in writing. I'm genuinely shocked this worked.
0 coins
Mikayla Davison
Just to clarify something I'm seeing in this thread - there seems to be confusion about who should be providing a W9 to whom. If you're the CONTRACTOR (doing work for someone else), YOU fill out a W9 and give it to the company that hired you. If you're the BUSINESS (hiring contractors), you REQUEST a completed W9 from your contractors. A business would never need to provide their W9 to a contractor unless the contractor is also paying them for something.
0 coins
Oliver Cheng
•Thanks for this clear explanation! I think I've been using the wrong terminology. What I meant was that I provided them with my completed W9 when I started the contract work (with my SSN and all my info). Now I'm trying to get a copy of that completed form back from them for my records, but they're saying I need to give them another blank form first. Does that make more sense?
0 coins
Mikayla Davison
•Ah, that makes perfect sense now! You're actually asking for a copy of your OWN completed W9 that you previously submitted to them. That's a reasonable request, and no, you absolutely don't need to provide them with another blank form first. They should have your completed W9 on file and be able to provide you with a copy. Some companies have policies about how they handle documents with sensitive information like SSNs, which might be causing the confusion. Try clarifying that you're simply requesting a copy of your own previously submitted paperwork for your tax records. If they still refuse, you could suggest they redact sensitive information if that's their concern.
0 coins
Adrian Connor
Has anyone else noticed that like half the companies out there don't even know how to handle basic tax paperwork correctly? Last year I had three different clients mess up my 1099s even though I gave them properly completed W9s. One reported my income under the wrong tax ID, another used my old address, and the third just... never sent it at all. 🤦♀️
0 coins
Aisha Jackson
•THIS. I got a 1099 last year where they somehow misspelled my LAST NAME even though it was clearly written on my W9. Now I'm paranoid about making sure all my paperwork is perfect because I don't trust these companies at all.
0 coins
Sophia Carson
I've been freelancing for 3 years now and unfortunately this kind of confusion is pretty common. Many smaller companies don't have proper accounting departments and genuinely don't understand the W9 process. From what you've described, it sounds like you already provided them with your completed W9 when you started the contract work, and now you're just asking for a copy of that same form for your records. That's completely reasonable and they should provide it without requiring you to submit another blank form. Sometimes framing it differently helps - try saying "Could you please provide me with a copy of the W9 I submitted to you on [date]?" rather than just "I need a W9." This makes it clear you're asking for your own paperwork back, not requesting they fill out a new form. If they continue to be difficult, you might want to mention that you need it to ensure the 1099 they send you matches your records. Most companies want to avoid 1099 errors since those can create headaches for everyone involved.
0 coins
Aisha Patel
•This is really helpful advice! I'm new to contract work myself and this whole thread has been eye-opening. I had no idea there was so much confusion around W9s. The suggestion about being specific with the wording makes a lot of sense - saying "copy of the W9 I submitted" is much clearer than just asking for "a W9." I'm curious though - is there any legal requirement for companies to provide copies of forms you've submitted to them? Or is it just good practice? I want to make sure I know my rights before I start doing more freelance work.
0 coins