Email template
Missing tax ID follow-up email
A missing tax ID does not disappear because the deadline is close. The follow-up should be specific, give the vendor a secure way to send the W-9 and explain that the business needs the information to file. It should not state a legal conclusion about backup withholding; the firm can explain that separately.
When to use it
Send this before the 1099 filing, after at least one earlier W-9 request, when the vendor's tax ID is still missing.
Missing tax ID for {{vendor_name}}
Hi {{vendor_name}},
We do not have a completed W-9 or tax ID for the payments made to you in {{year}}.
We need this information to prepare the 1099 filing. Please upload the signed form here: {{upload_link}}
The form asks for your legal name, tax classification and taxpayer identification number. Do not email the form or type the number in a reply.
Please send it by {{due_date}}. If you have already sent it, reply and let us know when and to which address.
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 it before the filing deadline, not after the form is prepared.
- Give the vendor a secure upload link, not an email address for the tax ID.
- Ask the vendor to confirm if they already sent the form, and check the record.
- Keep the dates of every request and the vendor's response.
Questions about this template
Why does the business need the vendor's tax ID?
The business uses the tax ID to prepare the Form 1099. A missing or incorrect tax ID can lead to a correction and a penalty notice.
What if the vendor does not respond?
Keep the record of each request and file the 1099 with the information available. The firm should review whether backup withholding applies to future payments.
Can the vendor send the W-9 by email?
The business should offer a secure upload link. An emailed W-9 can leave a Social Security number or EIN in an inbox and a sent folder.
What is backup withholding?
Backup withholding is a tax withholding a payer may be required to apply when a payee does not provide a correct tax ID. The firm should review the specific facts before applying it.