Gather the taxpayer name and number that belong together, determine the correct federal tax classification, enter the mailing address, and review the certification. Give the completed W-9 to its requester through a secure channel.
Start with the taxpayer name
Line 1 identifies the taxpayer associated with the number in Part I. For a sole proprietor or disregarded entity, the form directs you to use the owner’s name on line 1 and the different business/entity name on line 2. Review the instructions for your situation.
| Fictional example | Line 1 | Line 2 |
|---|---|---|
| Individual without a separate business name | Taylor Example | Blank when no different business name applies |
| Sole proprietor using a trade name | Taylor Example | Example Design Studio |
An LLC does not have one universal answer
Federal tax classification can differ among LLCs. The March 2024 form distinguishes an LLC taxed as a corporation or partnership from a disregarded entity, which uses the owner’s classification. Do not select the LLC box only because the business name ends in LLC.
Confirm classification from your actual tax records and elections. Formz records the selection; it does not determine entity tax status.
Match the number and review the address
Part I asks for the TIN appropriate to the name on line 1. The correct choice can depend on the entity and owner. Formz’s format checks do not confirm ownership of a number.
Use the address where the requester should send relevant correspondence. In the preview, check spelling and every digit rather than relying on memory. Avoid using a fictitious teaching identifier in a real document.
Finish with a deliberate review
Read the certification and the signature instructions for the transaction. Do not invent an exemption code or assume every signature requirement is identical. Verify the requester and its secure delivery channel before transmitting a TIN.
- Check line 1 against the number in Part I.
- Check any different business name on line 2.
- Review classification and applicable exemption entries.
- Review the certification and required signature/date.
- Provide the final form to the requester; Formz does not send it.
Common questions
How do I fill out a W-9 if I do not have a business?
An individual can be asked for a W-9. Use the applicable individual taxpayer name, classification, address and TIN under the instructions. A separate business name is not required merely to complete the form.
What are common W-9 mistakes?
Common review issues include a name/TIN mismatch, the wrong LLC classification, an unnecessary exemption code, an outdated address and an overlooked certification requirement. Check each field against your records.
Field guidance refers to the supported March 2024 W-9 revision. Examples are fictional and do not select a tax classification for a real entity.
Official sources
Source links reviewed October 4, 2026. Use the instructions for your selected year and check current agency updates before submission.