How to Sign a W-9 Form
Complete guide to signing W-9 tax forms electronically. Learn the legal requirements, step-by-step process, and best e-signature tools for W-9 forms.
About W-9 Form
A W-9 form (Request for Taxpayer Identification Number and Certification) is used by businesses to request tax information from contractors and vendors. Electronic signatures on W-9 forms are legally accepted by the IRS, making the process faster and more efficient.
Key Points:
- •W-9 forms can be legally signed electronically
- •The IRS accepts e-signatures on W-9 forms
- •Required for contractors earning $600+ annually
- •Must be completed before starting work
- •Contains taxpayer ID and certification information
How to Sign W-9 Form
Receive the W-9 Form
Get the W-9 form from your client or business partner
The business will send you a W-9 form either as a PDF via email or through an e-signature platform. This typically happens before you begin work or when setting up vendor accounts.
Fill Out Personal Information
Complete your name, business name, and tax classification
Enter your legal name (or business name if applicable), check the appropriate tax classification (individual, sole proprietor, LLC, etc.), and provide any other requested business information.
Enter Taxpayer Identification Number
Provide your SSN or EIN in the appropriate field
Enter your Social Security Number (SSN) if you're an individual contractor, or your Employer Identification Number (EIN) if you're a business entity. This is crucial for tax reporting.
Complete Certification Section
Certify the accuracy of information under penalties of perjury
Review all information for accuracy. The certification section confirms you're not subject to backup withholding and that the information provided is correct under penalties of perjury.
Sign and Date the Form
Add your electronic signature and current date
Use the e-signature platform to sign the form electronically. The signature legally certifies all information provided. Ensure the date reflects when you're actually signing the form.
Recommended E-Signature Tools
SignWell
Simple, affordable e-signature solution for businesses
Adobe Sign
Enterprise-grade e-signature solution by Adobe
PandaDoc
All-in-one document workflow platform with e-signatures
Download Template
Need a blank W-9 Form template? Download our free PDF template to get started.
Download W-9 Form TemplateFrequently Asked Questions
Can W-9 forms be signed electronically?
Yes, the IRS accepts electronic signatures on W-9 forms. The signature must meet the same legal standards as a handwritten signature, certifying the accuracy of the information provided under penalties of perjury.
What information is required on a W-9 form?
A W-9 form requires your legal name, business name (if applicable), tax classification, taxpayer identification number (SSN or EIN), address, and signature with date.
Who needs to fill out a W-9 form?
Independent contractors, freelancers, vendors, and service providers who expect to receive $600 or more in payments during the tax year must complete a W-9 form for the paying business.
When should I submit my W-9 form?
Submit your W-9 form before beginning work or as soon as requested by the business. Many companies require completed W-9 forms before processing any payments to contractors.
Is my taxpayer ID information secure on a W-9 form?
Businesses are required to keep W-9 forms and taxpayer information confidential and secure. When using e-signature platforms, ensure they offer encryption and comply with data protection standards.
What happens if I don't submit a W-9 form?
If you don't provide a W-9 form, the paying business may be required to withhold 24% of your payments for backup withholding and remit it to the IRS on your behalf.
Ready to Sign Your W-9 Form?
Choose a trusted e-signature platform to sign your W-9 Form quickly and securely.