Fill Out W-9 Form Online: Free and Fast

Fill Out a W-9 Form Online in Minutes

Someone requested your W-9. You need to fill it out and return it. Here's how to complete the IRS Form W-9 online without printing, including what information you'll need and common mistakes to avoid.

What Is a W-9 Form?

Form W-9 (Request for Taxpayer Identification Number and Certification) is used by businesses to collect tax information from people they pay. If you're a freelancer, contractor, or vendor, clients need your W-9 to report payments to the IRS.

Key point: You don't file a W-9 with the IRS. You give it to the business paying you. They use it to prepare 1099 forms reporting what they paid you.

Where to Get the Official W-9 Form

Always use the official IRS form. Outdated versions or third-party forms may be rejected.

Official source: IRS.gov Form W-9

The IRS provides a fillable PDF that you can complete directly in your browser or PDF viewer. Download it, fill it out, and return it electronically—no printing required.

Current version: The form is updated periodically. As of 2026, make sure you're using the most recent revision date shown at the bottom of the form.

Information You'll Need

Before starting, gather this information:

For individuals:

Legal name (as shown on your tax return)
Business name (if different)
Address
Social Security Number (SSN) OR
Individual Taxpayer Identification Number (ITIN)

For businesses:

Legal business name
Business address
Employer Identification Number (EIN)
Federal tax classification (LLC, Corporation, Partnership, etc.)

How to Fill Out the W-9 Online

Step 1: Download the Official Form

Get the form from IRS.gov. The PDF is fillable—you can type directly into it using any PDF viewer (Adobe Reader, Preview, browser).

Step 2: Complete Each Section

Line 1 — Name Enter your name exactly as it appears on your tax return. For individuals, this is your legal name. For businesses, this is the legal business name.

Line 2 — Business Name (Optional) If you operate under a different business name (DBA), enter it here. Leave blank if your legal name and business name are the same.

Line 3 — Federal Tax Classification Check the box that matches your tax status:

Individual/Sole proprietor
C Corporation
S Corporation
Partnership
Trust/estate
LLC (specify tax treatment: C, S, or P)
Other

Line 4 — Exemptions (Usually Blank) Most people leave this blank. Exemption codes apply only to certain organizations exempt from backup withholding or FATCA reporting.

Lines 5-6 — Address Enter your address, city, state, and ZIP code. This should match the address on your tax return.

Line 7 — Account Numbers (Optional) The requester may ask you to enter account numbers. Only fill this in if instructed.

Part I — Taxpayer Identification Number (TIN) Enter either your:

SSN (for individuals) — Format: XXX-XX-XXXX
EIN (for businesses) — Format: XX-XXXXXXX

Part II — Certification Sign and date the form. Your signature certifies that:

The TIN you provided is correct
You're not subject to backup withholding (or you are and have noted it)
You're a U.S. person
FATCA codes are correct (if applicable)

Step 3: Save and Return

Save the completed PDF. Return it to the requester via:

Email (check if they accept electronic submission)
Upload to their portal
Fax (if they require it)
Mail (last resort—slower and less secure)

Fill the W-9 Without Installing Software

You can complete the W-9 entirely in your web browser:

Adobe Acrobat Online:

Go to Adobe's free PDF tools
Upload the W-9 PDF
Use Fill & Sign to complete each field
Download the signed form

Smallpdf / iLovePDF: Upload the W-9, fill in the fields, add your signature, and download. Both offer free tiers.

Browser PDF Viewer: Most browsers (Chrome, Edge, Firefox) can open and fill the IRS's fillable W-9 directly. Click fields to type, then print to PDF or save.

Common W-9 Mistakes to Avoid

Using an outdated form The IRS updates the W-9 periodically. Using an old version may cause rejection. Always download from IRS.gov.

Wrong TIN type Individuals use SSN. Businesses use EIN. Using the wrong one creates IRS matching errors.

Name doesn't match TIN The name on Line 1 must match the name associated with your TIN at the IRS. Mismatches trigger backup withholding.

Missing signature An unsigned W-9 is invalid. The requester can't use it without your signature and date.

Wrong tax classification If you're an LLC, you must specify how it's taxed (C corp, S corp, or partnership). Checking only "LLC" is incomplete.

W-9 Security Considerations

The W-9 contains sensitive information (SSN or EIN). Protect it:

Before sending:

Verify the request is legitimate
Confirm you're sending to the right person/company
Use encrypted email if possible

After sending:

Don't send the same W-9 to multiple requesters (create a fresh one each time)
Keep copies for your records
Monitor for identity theft if you suspect the form was compromised

Never post your W-9 publicly or send it via unsecured channels.

When You Need to Update Your W-9

Submit a new W-9 when:

Your name changes (marriage, legal name change)
Your address changes
Your tax classification changes (sole proprietor becomes LLC)
Your TIN changes
You're no longer exempt from backup withholding

The requester should ask for an updated W-9 when changes occur, but you can proactively provide one.

Fill W-9 and Other Tax Forms with AutoFillPDF

Need to fill multiple W-9s or other tax forms? AutoFillPDF streamlines the process:

Upload the blank W-9
Enter your information once
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Download ready-to-send PDFs

The AI handles field detection and accurate placement, so your information lands in the right spots every time. Works with any IRS form—W-9, W-4, 1099s, and more.

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FAQs

Can I fill out a W-9 online for free? Yes. The IRS provides a fillable PDF version at IRS.gov. You can complete it using any PDF viewer, browser, or free online tool like Adobe's online editor or Smallpdf.

Do I need Adobe Acrobat to fill out a W-9? No. The IRS W-9 is a fillable PDF that works in most PDF viewers, including free ones like Adobe Reader, Preview (Mac), and web browsers.

Is it safe to email a completed W-9? Email is not inherently secure. If possible, use encrypted email, upload to a secure portal, or use a service designed for secure document transmission. Only send to verified, legitimate requesters.

How long is a W-9 valid? There's no expiration date on a W-9. However, you should provide an updated form if your information changes. Some companies request new W-9s annually as a best practice.

What happens if I don't provide a W-9? The business paying you may withhold 24% of your payments as backup withholding and send it to the IRS. You'd claim this withholding on your tax return, but it ties up your money in the meantime.

Fill Out W-9 Form Online: Free and Fast

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