Email template
W-9 request email
The W-9 is easiest to collect before the first payment, while the vendor is setting up and has a reason to respond. This email asks for the form, explains why it is needed and gives a secure place to upload it, without asking the vendor to email a tax ID.
When to use it
Send this during vendor setup, before the first payment, or when an existing vendor's name, address, entity type or tax ID changes.
W-9 needed before your next payment
Hi {{vendor_name}},
Before we can pay your first invoice, we need a completed Form W-9. It tells us the name and tax ID to use for the 1099 at year end.
Please upload the signed form here: {{upload_link}}
The form asks for your legal name, business name if different, tax classification and taxpayer identification number. Do not email the completed form or type the number in a reply.
If you have a question about which box to complete, reply and we will help.
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 first payment, not after the invoice is approved.
- Use a secure upload link, not an email attachment.
- Ask the vendor to use the legal name, not only the trade name.
- Keep the date of the request and the date the W-9 arrived.
Questions about this template
Why does a business need a W-9?
The W-9 gives the business the payee's legal name, tax classification and tax ID. The business uses that information to prepare a Form 1099 when the payments meet the reporting threshold.
Can the vendor email the W-9?
The firm should offer a secure upload link instead. An emailed W-9 can leave a Social Security number or EIN in an inbox and a sent folder.
When should the business ask for the W-9?
Before the first payment. The vendor is easiest to reach at setup, and the business needs the tax ID before it can prepare the 1099.
What if the vendor refuses to provide a W-9?
Record the request and tell the firm before the next payment. Without a tax ID, the business may need to withhold backup tax, and the 1099 may be filed with a missing TIN.