How to request a W-9 from a contractor (email template included)

1When do you need a W-9?

If you pay a contractor $600 or more during a tax year, the IRS generally requires you to file a 1099 form. To file a 1099, you need the contractor’s taxpayer identification information, which is provided on a W-9. The best practice is to collect the W-9 before or at the start of the working relationship—not at year end when everyone is scrambling.

2What to include in your request

Keep it simple and professional. Include: who you are (your business name), why you need it (tax reporting), what you need (a completed W-9 form), a deadline, and how to submit it (a secure upload link is best). Avoid asking vendors to email the form directly—W-9s contain SSNs and EINs and should not travel in plain email.

3Email template

Subject: W-9 request from [Your Business Name]

Hi [Vendor Name],

We’re collecting W-9 forms for tax reporting purposes. Could you please upload a completed W-9 using the secure link below?

[Upload Link]

Deadline: [Date]

The link is private and does not require you to create an account. Your document will be stored securely and only accessible by our team.

Thank you,
[Your Name]
[Your Business Name]

4Following up

If a vendor hasn’t responded, send a polite reminder after 3–5 business days. Be specific about the deadline and reiterate that the upload process is quick. If you’re using W-9 Nudge, automated reminders handle this for you on the Pro plan.