Email template
1099 vendor request email
The 1099 deadline is January 31, but the vendor list and the W-9s should be collected before the year ends. This email asks the client for the vendor report, the W-9s on file and the vendors who are missing one, while there is still time to follow up.
When to use it
Send this in November or early December, before the client closes the year and before the January 1099 deadline.
1099 information for {{year}}
Hi {{client_name}},
It is time to collect the information for your {{year}} 1099s. Please send the items below by {{due_date}}.
{{checklist_link}}
We need the vendor report with the total paid to each vendor, a W-9 for each vendor paid $2,000 or more, and a note on any vendor paid by credit card or a payment app.
If you already have W-9s, upload them with the report. If a vendor is missing a W-9, list the vendor and the date you asked, and we will follow up before the filing.
Thank you, {{firm_name}}
Replace the placeholders in braces with the client's details. Keep the client's tax ID or account number out of the email.
Notes before you send
- Send this before the client closes the year, not in January.
- Ask for the vendor report as a file, not a typed list.
- Use the $2,000 threshold for payments made in 2026.
- Ask the client to note any vendor paid only by card or payment app.
Questions about this template
What should a business client send for 1099s?
The vendor report with the total paid to each vendor, a W-9 for each vendor paid $2,000 or more, a note on vendors paid by card or payment app and the date each missing W-9 was requested.
When should the client send the 1099 information?
Before the year ends, so the firm has time to collect missing W-9s and prepare the forms before the January 31 deadline.
Does every vendor need a W-9?
Ask for a W-9 from every vendor paid for services or rent, especially any vendor paid $2,000 or more. A corporation may be excluded from the 1099, but the W-9 is still the record that shows the entity type.
What if a vendor was paid by credit card?
Payments by credit card, debit card or a payment app are generally reported by the payment company on Form 1099-K. Ask the client to note those vendors so the firm does not file a duplicate 1099-NEC.