Document template
W-9 Request for Taxpayer Identification Number
Every general contractor, property manager and insurance carrier that pays you needs a W-9 on file before they cut the first check. Keeping a current one ready removes the most common reason a first payment sits in accounts payable.
Who uses it
Subcontractors and trade contractors invoicing GCs, builders, property managers and restoration carriers.
What the generated document includes
- Legal business name and any DBA line
- Federal tax classification and exempt payee code where applicable
- EIN or SSN and business mailing address
- Signature and date certification block
Mistakes that get it kicked back
- Using the DBA on the legal-name line, which triggers a TIN mismatch notice
- Checking sole proprietor when the entity is actually an LLC taxed as an S-corp
- Sending an unsigned copy, which payers will reject
W-9 Request for Taxpayer Identification Number by state
Requirements around this document change at the state line. Pick your state for the rules that apply to your license.
AlabamaAlaskaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaOhioOklahomaOregonPennsylvaniaRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahVermontVirginiaWashingtonWest VirginiaWisconsinWyoming
Other documents
Requirements vary by jurisdiction. Always confirm final submittal requirements with the authority having jurisdiction before filing.