Collect W-9s from contractors before 1099 season

Most 1099 headaches start months earlier, when a contractor was paid without a W-9 on file. Chasing forms in January, when everyone is busy, is slow. The fix is to make the W-9 part of onboarding a vendor, so no payment goes out without it. This guide covers when to ask, what to send, how to follow up, and how to keep the form safe.

What a W-9 is for

IRS Form W-9 (Request for Taxpayer Identification Number and Certification) is how a contractor gives you their legal name, business type, address and taxpayer ID. You use it to prepare information returns such as the 1099-NEC. You keep it on file; you do not send it to the IRS.

Ask before the first payment

Add the W-9 to your vendor or contractor onboarding checklist
Make it a condition of the first payment, in the engagement letter or purchase terms
For existing contractors, run a one-time sweep now: list everyone paid this year and mark who has no W-9 on file
Ask again if a contractor changes name, entity type or address

Stop chasing clients for documents by hand.

DocNag sends the secure upload link and the reminders for you. Free plan: 3 active requests, no card, no client accounts.

Try it free or see the 1-minute demo

What to send them

Send the current blank form from irs.gov, or a link to it, plus a one-line explanation of why you need it and by when. Say who the form is for (your business name) and how to return it. Contractors who do not know why they are being asked tend to delay.

Copy-paste request email

Subject: W-9 needed before we can pay your invoice
Hi [name], before we can process payment we need a completed IRS Form W-9 for your records. The blank form is at irs.gov (search 'Form W-9'). Please fill it in, sign it and send it back using this private link: [upload link] by [date]. If you have already sent one this year, tell us and we will check our files. Thank you, [your name]

Follow up without nagging yourself

Set a reminder for 3 days after the request and again at 7 days
Make the second message firmer: payment is on hold until the form arrives
Keep a simple tracker: contractor, date asked, date received, status (free download with ready-made emails: docnag.com/w9-request-email-template)
Review the tracker in November and again in early January

Storing it safely

A W-9 holds a taxpayer ID, so avoid collecting it by plain email attachment or text message where you can. Use a private upload link, keep the file in a restricted folder, and delete forms you no longer need to keep under your own retention policy. This is general information, not legal or tax advice; check your own obligations with a tax professional.

Let a tool do the chasing

DocNag gives each contractor a private upload link and sends reminders every 3 days until the form is in. Create one request with a W-9 line item, send it to each contractor, and see at a glance who is still missing. It is free for up to 3 active requests.

Frequently asked questions

When should I ask a contractor for a W-9?

Before the first payment. Add the W-9 to your vendor onboarding checklist and make it a condition of the first payment, then ask again if the contractor changes name, entity type or address.

Do I send the W-9 to the IRS?

No. You keep it on file and use it to prepare information returns such as the 1099-NEC.

How do I follow up on a missing W-9?

Send a reminder 3 days after the request and again at 7 days, with the second message firmer: payment is on hold until the form arrives. Keep a simple tracker of who was asked, when, and whether it is in.

How should I store a W-9 safely?

A W-9 holds a taxpayer ID, so avoid collecting it by plain email attachment or text message where you can. Use a private upload link and keep the file in a restricted folder. This is general information, not legal or tax advice.

Skip the copy-paste

Turn this into a request in two minutes. DocNag sends your client one private upload link, tracks what's missing and sends the reminders for you.

Use the "Vendor and contractor W-9 collection" checklist in DocNag

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