Sample Letter Requesting W9 From Vendors (2024)

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What is a Sample Letter Requesting W9 from Vendors?

A sample letter requesting W9 from vendors is a formal document sent to vendors to request their Tax Identification Number (TIN) in the form of a W-9 form. This letter is essential for accurate reporting and compliance with tax laws.

What are the types of Sample Letter Requesting W9 from Vendors?

There are two main types of sample letters requesting W9 from vendors: electronic and physical. The electronic method involves sending the letter via email or through an online platform, while the physical method entails mailing a hard copy of the letter to the vendor. Both methods serve the same purpose of obtaining the necessary tax information.

Electronic letter request

Physical letter request

How to Complete Sample Letter Requesting W9 from Vendors

To successfully complete a sample letter requesting W9 from vendors, follow these steps:

Begin by addressing the vendor politely and clearly stating the purpose of the letter.

Provide detailed instructions on how the vendor can submit their W9 form, whether electronically or by mail.

Include any relevant deadlines or specific requirements for the submission of the W9 form.

Express appreciation for the vendor's cooperation and willingness to comply with the request.

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Questions & answers

Should I request a W9 from all vendors?

A W9 from vendors is not required when payments will be less than $600 in a calendar year, but it is a good idea to request a W9 from all vendors. Also a W9 is not required when payments are not associated with conducting a trade or business.

What is the sample letter for W9 request?

Dear (name of company or individual): Enclosed please find IRS Form W-9, “Request for Taxpayer Identification Number and Certification”. We are required by the Internal Revenue Service to obtain this information from you to determine if we have to issue you a 1099 at the calendar year end.

What do I do if a vendor refuses to provide W9?

If the independent contractor doesn't provide you with Form W-9 you must withhold tax from payments to that person. This is referred to backup withholding and should be withheld at the rate of 24% and then submitted to the IRS. Form 945 will also need to be filed to report the withheld tax.

How do you politely request a W9?

Do I need to request a W9 from a customer?

The person or business paying you is responsible for requesting the W-9 Form from you. However, the requester has no obligation to file the W-9 with the IRS.

How do I ask a W9 for a vendor?

Tips for getting W-9s from vendors Send a copy of Form W-9 to the vendor. Make it easy to fill out and return the Form W-9 by sending your vendor a copy to their email or physical inbox. Explain why you're asking for a W-9. Refuse to sign contracts without a W-9.

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