Free W-9 request letter for subcontractors

A short, polite request that links the official IRS form and tells the sub not to type their tax ID into email.

Download (free, no signup)

How to use it

  1. Fill in the brackets and send before the first payment.
  2. Keep returned W-9s somewhere private; the IRS says to keep them four years.
  3. Follow up weekly until it's in; check the name and TIN with the free W-9 checker.

Rather not do it yourself?

The $29 W-9 + 1099 pack: send your vendor list and we draft each request, send weekly reminders until Jan 15, and give you a CPA-ready 1099-NEC worksheet (tax IDs masked).

FAQ

When do I need a W-9 from a sub?

Before you pay them; you'll need it to file a 1099-NEC if you pay them enough in the year. For payments made in 2026, the 2025 tax law raised that threshold from $600 to $2,000; confirm with your tax pro.

Is backup withholding real?

Yes. The IRS backup withholding rate is 24% when a payee doesn't provide a correct TIN.

General information, not legal, tax or insurance advice.