How to request a W-9 from a contractor

Ask while you are setting up the relationship

Collecting tax details is easier when it is part of the same conversation as the contract, billing contact, and first invoice. Waiting until year-end turns a simple request into a search through old emails and inactive contacts. Set an internal onboarding checkpoint so one person owns the follow-up.

First confirm the type of payee you are documenting. A U.S. person generally provides W-9. A foreign individual or entity may need a form in the W-8 family instead. An overseas mailing address alone does not determine which form applies. Ask the contractor to confirm their status rather than choosing from their address.

A short W-9 request email you can adapt

Make the message recognizable: name your business, identify the working relationship, and explain the next step. A collection deadline should reflect your real process. Replace the placeholders below before sending it.

Give the contractor one clear place to respond

Avoid asking for individual tax details across several messages. A completed form provides the fields and certification together, while scattered emails make it harder to know whether your record is complete. Keep the request link in one recognizable message and explain any follow-up they should expect.

In Beside, choose “W-9 - US person,” enter the requester and contractor details, and create the request link. Share that link with the contractor. They can open it directly and complete the form or upload their existing document. The link itself is access, so send it only to the intended recipient.

Review the response before marking the task complete

Receipt is a workflow milestone; it is not proof that every tax detail is correct. Check for omissions and obvious inconsistencies, and resolve questions with the payee. Do not edit their classification or certification on their behalf just to make a form look complete.

• The taxpayer name is present and the business name is in the appropriate field.
• The federal tax classification is supplied, including LLC treatment where relevant.
• The TIN and current address are included.
• Any exemption codes make sense under the form instructions.
• Required certification and signature details are present for the situation.

Follow up on the request, then maintain the record

If the contractor has not responded, send a short reminder that refers to the original request and offers help with the collection process. Do not ask them to text a TIN as a shortcut. If payment or reporting deadlines are approaching, have the person responsible for your tax process assess the consequences of missing information.

When the form is complete, retain the document in the appropriate business records and restrict access to the people who need it. Return in the browser that created the request to check completion and download the form. No login or SMS is required. Tax-form collection is one step; any required payment reporting remains a separate task.