What to do if a vendor won’t send a W-9

Options and next steps when a contractor is unresponsive or refuses to provide a W-9.

1Why vendors delay

Most of the time, vendors don’t refuse—they just forget or procrastinate. Life gets busy, and filling out a tax form isn’t anyone’s top priority. A clear, polite reminder (or automated reminders) usually solves the problem.

2Send clear, polite reminders

Follow up with a friendly reminder that includes the deadline and a direct link to upload. Be specific about why you need it (e.g., “We need your W-9 on file before we can process your next payment”). Keep the tone professional and helpful, not threatening.

3Make it easy

The easier you make it, the more likely they’ll respond. Send a direct upload link that doesn’t require creating an account. Let them upload a photo or scan—don’t require a specific format. Remove friction wherever possible.

4If they still won’t provide one

If a contractor genuinely refuses to provide a W-9, you may be required to apply backup withholding on their payments (currently 24% of the payment amount). This is a significant deduction, and most contractors will provide the W-9 rather than accept withholding. Consult your accountant for guidance on how to handle this situation.

5Document your efforts

Keep a record of your requests and reminders. If you’re ever audited, showing that you made reasonable efforts to collect the W-9 is important. An audit trail of sent requests, opened links, and reminder history helps demonstrate due diligence.

Frequently asked questions

Can I pay a contractor without a W-9?

Yes, but you may need to apply backup withholding (currently 24%). You’ll also have difficulty filing the required 1099 at year end. Consult a tax professional for advice on your specific situation.

How many reminders should I send?

There’s no hard rule, but 3–5 reminders over 2–3 weeks is reasonable. After that, consider a phone call or discussing it during your next interaction with the vendor.

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Disclaimer: This guide is for general informational purposes only. W‑9 Nudge does not provide tax, legal, or accounting advice. Consult a qualified professional for guidance specific to your situation.