W-9 checklist for small businesses

A practical checklist to make sure you collect and store W-9s correctly.

1Before you start paying contractors

Collect a W-9 from every contractor you expect to pay $600 or more during the year. Do this before the first payment, not at year end. Create a system to track which contractors have submitted and which haven’t.

2What to verify on a received W-9

Check that the form is complete: name (or business name), federal tax classification, address, and taxpayer identification number (SSN or EIN). Make sure the form is signed and dated. If anything is missing, ask the contractor to resubmit.

3How to store W-9s

W-9s contain sensitive personal information. Store them in a secure, access-controlled location—not in a shared Google Drive or email folder. Use encryption at rest and limit access to only the people who need it (typically your bookkeeper or accountant).

4Retention

The IRS recommends keeping W-9s for at least four years after the last tax return they were used for. Some accountants recommend longer retention. Check with your tax professional for guidance specific to your situation.

5Year-end reminder

In Q4, review your contractor list and make sure every vendor who will need a 1099 has a W-9 on file. Send reminders early—don’t wait until January when everyone is busy with filings.

Frequently asked questions

Do I need a W-9 from every vendor?

Generally, you need a W-9 from any individual or unincorporated business you pay $600 or more for services. Payments to corporations are usually exempt, but there are exceptions. Consult a tax professional for your specific situation.

What if a contractor refuses to provide a W-9?

You may be required to withhold taxes (backup withholding) on payments to contractors who refuse to provide a W-9. Consult your accountant for guidance.

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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.