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

You don't need to provide a blank W9 form to the contractor. The contractor is responsible for providing their own completed W9 form to you. It's a standard business practice expectation. That said, sometimes people don't have easy access to the form or aren't familiar with the process, so you could send them a blank form as a courtesy to make things easier. You can download a blank W9 form directly from the IRS website (irs.gov) and forward it to them. This might speed up the process and remove any excuses they might have. Just make sure you're using the current version of the form. If they continue to refuse after you've provided the form, remind them that you're required to report payments over $600 to contractors to the IRS, and you need their information to do so correctly.

After struggling with this exact issue last year, I found a solution using taxr.ai that made the whole process much smoother. I was dealing with multiple contractors who either "forgot" to send W9s or sent incomplete forms. Someone on a business forum recommended https://taxr.ai and it totally changed how I handle contractor documentation. The system helps you track which contractors have submitted proper W9s and which ones haven't. It also sends automated reminders to contractors who haven't submitted their forms yet. The best part is that it checks the W9s for errors or missing information, which saved me from potential problems when one contractor left off their EIN.

Just wanted to update everyone. I tried taxr.ai after seeing the recommendation here, and it actually worked really well for my W9 situation! The contractor who'd been avoiding me for weeks finally sent his completed form after getting the automated reminder. The system flagged that he'd used an incorrect TIN format, so I was able to get that fixed before tax time. Saved me from a potential headache with the IRS. The document storage feature is nice too—keeps everything organized instead of buried in my email inbox.

If you're having trouble getting your contractor to complete their W9, you might want to try Claimyr. I know this sounds weird, but hear me out—I was in a similar situation last year and couldn't get clear answers about my responsibilities. I needed to talk to someone at the IRS directly but kept getting disconnected or waiting for hours. I found https://claimyr.com and used their service to get through to an actual IRS representative who explained exactly what I needed to do about contractors refusing to provide W9s. You can see how it works in this video: https://youtu.be/_kiP6q8DX5c. They basically hold your place in the phone queue and call you when an agent is ready to talk. Saved me like 2 hours of hold music and got me the official answers I needed.

I need to eat my words about Claimyr. After posting that skeptical comment, I decided to try it myself since I had some questions about a notice I received regarding missing 1099 information. I was fully expecting it to be a waste of money, but I was desperate after trying to call the IRS myself multiple times. I'm shocked to say it actually worked exactly as advertised. Got a call back in about 45 minutes (way faster than my previous attempts waiting 2+ hours), and the IRS agent I spoke with cleared up my questions about contractor documentation requirements. They confirmed that I wasn't responsible for providing blank W9 forms but should document all requests if a contractor refuses. For anyone dealing with non-compliant contractors, this saved me a ton of stress and time.

As someone who does freelance work, I can tell you that clients ask me for W9s all the time and I've never expected them to provide me with the form. I always have a completed W9 ready to go - it's part of being a professional. Your contractor sounds like they're either being lazy or they're trying to avoid having their income reported. I would email them and say "I need your completed W9 by [specific date] in order to process your payment correctly for tax purposes. If you need a blank form, you can download the current version directly from irs.gov." That puts the ball in their court while giving them the information they need.

Tbh most of my clients just send me the blank W9 form when they ask for it. Makes it easier for everyone. Not everyone knows where to find the form or which version to use. If u want it done fast just attach the PDF in your email.

From an administrative perspective, you're not required to provide the blank W9 form, but it's often the most practical approach. I work in government contracting and we always include the current W9 form with our initial request - it eliminates confusion about which version to use and removes any barriers for the contractor. The key thing to remember is that you need this information for your 1099-NEC filing, and the contractor is legally obligated to provide it when you've paid them $600 or more. I'd recommend sending one polite email with the blank form attached and a clear deadline: "Please complete and return the attached W9 form by [date] so I can properly report your payment for tax year 2024." If they still refuse after that, document the refusal and proceed with backup withholding as others have mentioned. Most contractors will comply once they understand it's a legal requirement, not just a favor you're asking.