How to Fill Out a W-9 (2026)
A payer just asked for your W-9. Here is what to put in every box.
A W-9 is the form a client or bank asks for before they pay you, so they can report the payment to the IRS on a 1099. Fill it once and reuse it whenever a new requester asks. The walkthrough below follows the official line numbers.
- Line 1 — Name: enter your legal name exactly as shown on your tax return. If you use a different name in business, that goes on Line 2.
- Line 2 — Business name: for a sole proprietor this is usually blank. For an LLC, enter the entity name as registered.
- Line 3 — Classification: pick Individual/sole proprietor, C corporation, S corporation, Partnership, Trust/estate, LLC, or Other. An LLC also writes its tax classification (such as S or C) in the space provided.
- Lines 4 through 6 — Address and TIN: use your mailing address and your SSN if you are an individual, or your EIN if the business has one.
- Part II — Signature: sign and date. By signing you certify that the TIN is correct under penalties of perjury.
W-9 for a single-member LLC
If you run a single-member LLC, the W-9 is almost the same, with three differences. First, Line 1 shows the LLC name as registered, and Line 2 shows a DBA if you use one. Second, on Line 3 you check “Limited liability company” and write “S” in the space to show the LLC is a disregarded entity for federal tax. Third, the TIN is usually the owner’s SSN, though many banks and clients prefer an EIN. Sign Part II as the member, and the same completed form can be reused for every client that requests one.
Common mistakes
The two most common W-9 mistakes are writing the business name where the legal name belongs, and entering the wrong tax classification. Both can cause mismatched TINs and backup withholding at 24%. Take an extra minute to match your name to your social security card and to the IRS letter that assigned your EIN.
Frequently Asked Questions
Should an LLC check “Individual”?
Usually not. Most LLCs check “Limited liability company” and write the tax classification, such as S or C, in the space provided, unless the LLC is disregarded.
What if I do not have an EIN?
Use your SSN. A sole proprietor without employees often uses an SSN instead of an EIN.
Can I leave a field blank?
The name, classification, address, and TIN are required. Account numbers are optional.
Do I need a new W-9 for each client?
No. You can reuse the same completed W-9 for each client that requests one, as long as the details are unchanged.
Is the W-9 the same in every state?
Yes, the W-9 is a federal form and its layout is identical in every state. State tax rules are handled separately.