W-9 Request Template
Request W-9 forms from vendors for 1099 compliance.
What's Included:
- Professional request letter template with your company branding
- Clear explanation to vendors of why the W-9 is needed
- Deadline and follow-up reminder schedule built into the template
- Vendor tracking log to monitor W-9 collection status across all vendors
Available Formats:
Download Free Template
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Collecting W-9 forms from vendors is a compliance requirement that many businesses handle poorly—often scrambling in January when 1099s are due. This template helps you request W-9s proactively, ideally before making the first payment to any new vendor.
The vendor tracking log turns a scattered process into a manageable system. It lists every vendor with their W-9 status, follow-up dates, and taxpayer ID once collected. Run through the list quarterly to identify gaps and send reminders well before the year-end filing deadline.
How to Use This Template
Customize the Letter
Add your company name, contact information, and the vendor's details. The letter explains the W-9 requirement and provides a return deadline.
Send to Vendors
Email or mail the request to each vendor before making their first payment. Include a blank W-9 form for their convenience.
Track Collection Status
Use the vendor tracking log to monitor which vendors have returned their W-9 and which need follow-up before year-end 1099 filing.
Frequently Asked Questions
When should I collect a W-9 from a vendor?
Ideally before making the first payment. IRS rules require backup withholding (24%) if you pay a vendor $600+ without a valid W-9 on file. Collecting W-9s upfront avoids this complication and ensures you have the information needed for 1099 filing.
What if a vendor refuses to provide a W-9?
You are required to begin backup withholding at 24% from their payments and remit it to the IRS. Most vendors will provide the W-9 once they understand the alternative. This template includes language explaining the backup withholding requirement to encourage compliance.
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