The W-9 is quite simple to complete. It consists of 7 lines and 2 parts, followed by the date and signature fields.

Here’s what you need to know before filling out a W-9 Form Online.

• Line 1- Name

  This is a mandatory field. Enter your name as shown on your income tax return.

  If this Fillable W-9 Form is for a joint account, list first, and then circle the name of the person or entity whose TIN will be entered in Part I.

  

• Line 2 - Business Name

  This is an optional field. Enter your business name if it is different from what you entered in Box 1.

  For example, if your name is John Doe, and you don't have a separate business entity, you can leave this field blank.

  

• Line 3 - Federal Tax Classification

  Check the appropriate box on line 3 to indicate your federal tax classification.

  

• Line 4 - Exemptions

  If you are exempt from backup withholding and/or FATCA reporting, enter the code(s) that may be applicable to you on line 4.

  

  Exempt payee code

  Individuals (including sole proprietors) are not exempt from backup withholding.

  Corporations are exempt from backup withholding for certain payments, including interest and dividends.

  Corporations are not exempt from backup withholding for payments made in settlement of payment card or third-party network transactions.

  Corporations are not exempt from backup withholding with respect to attorneys’ fees or gross proceeds paid to attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1099-MISC.

  Enter the appropriate code in line 4 that applies to you:

  • 1 - Exempt organizations classified under section 501(a), IRAs and custodial accounts classified under section 403(b)(7), and any accounts that classify under section 401(f)(2)
  • 2 - United States government agencies
  • 3 - Any states, districts, commonwealth, possession, or political subdivisions of the United States.
  • 4 - All agencies or political subdivisions of a foreign government.
  • 5 - Corporations
  • 6 - An entity that deals in securities and commodities that is required to register in the US and any of their territories.
  • 7 - Merchants registered with the Commodity Futures Trading Commision
  • 8 - Real estate investment trusts
  • 9 - Entities that are registered throughout the tax year in accordance with the Investment Company Act of 1940
  • 10 - Common trust funds operated by a bank under section 584(a)
  • 11 - Financial institutions
  • 12 - A middleman (nominee/custodian) in the investment community
  • 13 - Trusts that are exempt from tax under section 664 or described in
    section 4947

  Exemption from FATCA codes

  • A - All exempt organizations under section 501(a) and individual retirements plans under section 7701(a)(37)
  • B - The United States or any of its agencies or instrumentalities
  • C - Any states, districts, commonwealth, possession, or political subdivisions of the United States.
  • D - A corporation the stock of which is regularly traded on one or more established securities markets, as described in Regulations
    section 1.1472-1(c)(1)(i)
  • E - Corporations that are members of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(1)(i)
  • F - An entity that deals in securities and commodities that is required to register in the US and any of their territories.
  • G - Real estate investment trusts
  • H - Entities that are registered throughout the tax year in accordance with the Investment Company Act of 1940, or defined under section 851
  • I - Common trust funds defined in section 584(a)
  • J - A bank as defined in section 581
  • K - Brokers
  • L - Trusts exempt from tax under section 664 or described in section 4947(a)(1)
  • M - Tax-exempt trusts under a section 403(b) plan or section 457(g) plan

• Line 5 & 6 - Address

  Enter your address, including your number, street, apartment or suite number, city, state, and zip code.

  

• Line 7 - Account Numbers

  This is not a mandatory field. You can list the account numbers here if required.

  

Part I - Taxpayer Identification Number (TIN)

This part requires you to provide your TIN, which can be either Employer Identification Number (EIN) or Social Security Number (SSN). It’s important that the TIN you enter matches the IRS database.

If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN.

If the LLC is classified as a corporation or partnership, enter the entity’s EIN.

Part II - Certification

The last part of your W-9 Form is the certification which requires you to acknowledge the following things.

• 1. You are providing correct taxpayer identification number
• 2. You are not subjected to Backup withholding
• 3. You are a U.S. citizen
• 4. The FATCA code(s) entered on this form (if any) indicating that you are exempt from FATCA reporting is correct.

If the IRS has notified you that you are currently subject to backup withholding, you must cross out item 2 on the list.