How to collect W-9s from vendors
Every contractor you pay $2,000 or more in 2026 will need a 1099-NEC by February 1, 2027, and you can't file one without their W-9. Here's how to get every W-9 in without spending January chasing people.
1. List who you paid
Export 2026 payments by payee from your bank, QuickBooks or card statements. Mark individuals, LLCs and partnerships. Corporations are usually exempt from the 1099-NEC, except attorneys. Anyone near the threshold should get a W-9 request too.
2. Send a short request
Use the current Form W-9 from irs.gov (Rev. March 2024). Keep the email short:
Subject: W-9 needed for our 2026 records Hi [name], we need a current W-9 on file for our year-end 1099s. Please fill out the IRS form here: https://www.irs.gov/pub/irs-pdf/fw9.pdf and send it back through [your secure upload or method]. Please don't type your SSN or EIN into the body of an email. Thanks!
3. Check each one when it arrives
- Name and business name match the payee you pay
- A tax classification box is checked
- The TIN has 9 digits in a valid SSN (XXX-XX-XXXX) or EIN (XX-XXXXXXX) format
- Signed and dated
For an extra check, the IRS TIN Matching program (through IRS e-Services) can confirm that a name and TIN go together.
4. Follow up on a schedule
Send a reminder after 7 days and again after 14. If a payee still won't give you a TIN, ask your CPA about backup withholding (24%).
5. Store them safely
W-9s hold SSNs. Keep them in one access-controlled folder, not in email threads, and keep them for at least four years.
Want the W-9s collected for you? The VendorPapers W-9 + 1099 pack emails each vendor for a W-9, follows up, flags missing or badly formatted tax IDs and gives your CPA a 1099-NEC worksheet. Up to 20 vendors, $29 one-time.
Buy the $29 W-9 pack Ask a question firstSources: IRS: About Form W-9, About Form 1099-NEC, IRS penalties. Informational only, not tax, legal or insurance advice.