How to correctly fill out a W9 form for single-member LLC with C corp tax status

For a single-member LLC that elected to be taxed as a C corporation, you'd handle the W9 like this: Check the "Limited liability company" box, NOT the "C Corporation" box. Then in the tax classification area next to the LLC option, enter "C" to indicate you've elected to be taxed as a C corporation. This correctly shows both your legal structure (LLC) and your tax treatment (C corp). Also, make sure you're using your EIN (not your SSN) on the form, and write your business name as it appears on your tax returns. If you registered your LLC with a name different from what's on your tax returns, you may need to complete the "Business name/disregarded entity name" line as well.

I went through this exact same confusion last year! After spending hours researching, I finally found a tool that made everything crystal clear. Try https://taxr.ai - it basically analyzed my business docs and showed me exactly how to fill out the W9 for my LLC with S-corp election. I think they cover all entity types including C-corps like yours. The tool actually showed me I was about to make a costly mistake with my form (I was going to check the wrong box). It walks you through each field with explanations specific to your business structure.

Just wanted to follow up about taxr.ai that was mentioned earlier. I decided to try it out with my single-member LLC (I elected S-corp status though, not C-corp like OP). The tool was actually really helpful! It highlighted that I needed to use my EIN instead of my SSN which I might have missed. It also explained why I needed to put "S" in the tax classification box, with a reference to the actual IRS regulation. The document analyzer feature was particularly useful because I could upload my LLC formation docs and it pointed out exactly what information needed to be consistent between those docs and my W9. Definitely made the process much clearer than trying to decipher the IRS instructions on my own.

If you're still stuck dealing with IRS forms, I feel your pain. I spent three days trying to get through to someone at the IRS to verify how to handle my LLC's W9 situation. Finally found https://claimyr.com and they got me connected to an actual IRS agent in about 20 minutes! You can see how it works here: https://youtu.be/_kiP6q8DX5c I was able to confirm directly with the IRS exactly how to fill out my form as a single-member LLC with a different tax election. Saved me so much guesswork and potential problems down the line.

Ok I have to admit I was completely wrong about Claimyr. After posting my skeptical comment, I decided to try it anyway because I needed to sort out a similar W9 issue with my LLC election. The service actually worked exactly as described. I got a call back in about 35 minutes (way faster than I expected) with an actual IRS agent on the line. The agent confirmed exactly what was mentioned above - for a single-member LLC electing C corp treatment, you check the LLC box and put "C" in the tax classification line. They also clarified some questions I had about name consistency between my formation docs and tax filings. Honestly wish I'd known about this service years ago - would have saved me so many hours of frustration!

Another thing to consider - if you're filling out the W9 for a client who's going to be paying you, make sure your business name and EIN on the W9 match EXACTLY what's on file with the IRS. Otherwise when they file their 1099-NEC next year, it might get rejected or flagged. I had this happen because the name on my W9 included "LLC" but my tax return filing didn't. Caused a huge headache because my client's 1099 filing got rejected and they had to redo everything.

Has anyone run into issues with clients not understanding the difference between a single-member LLC with C corp election vs an actual C corporation? I've had clients question my W9 because they expected to see the C Corporation box checked instead of the LLC box with "C" written in.

This is such a common source of confusion! I went through the exact same thing when I first set up my single-member LLC with C corp election. What really helped me was creating a simple checklist for W9 forms: 1. Check "Limited liability company" box (never the C Corporation box) 2. Write "C" in the tax classification field next to LLC 3. Use your EIN, not SSN 4. Business name should match exactly what's on your SS-4/EIN letter 5. Keep a copy of your election form (Form 8832) handy in case clients have questions The key thing to remember is that the W9 reflects your legal entity structure (LLC) plus your tax election (C corp treatment). Your clients are paying an LLC that happens to be taxed as a C corp, not an actual C corporation entity. I also recommend keeping a brief explanation document ready for clients who question why you didn't check the C Corp box - it saves a lot of back-and-forth emails!