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W-9 request email template (free, with vendor tracker)

Three short emails to get a W-9 from a vendor or contractor: the first request, a reminder and a final notice. Copy them, fill the brackets, and log each vendor in the free tracker so nobody is missed when 1099s are due.

Download tracker (.xlsx)CSV

Timeline for 1099 season

Send the first request at onboarding. For vendors still missing a W-9 as year end approaches, start the chase in early December: first email, a reminder about a week later, then the final notice, so you have time to hold payment or file with what you have before the January 1099 deadlines. Use the 1099 deadline calculator for the exact dates.

1. First request (before the first payment)

Subject: W-9 needed before we process your payment

Hi [Name],

I am [Your name], the bookkeeper for [Company], and I handle their vendor payments. Thanks for your work with them. Before we can pay your first invoice, we need a completed Form W-9 on file. It takes about two minutes: legal name, business name if different, tax classification, address and taxpayer ID, then sign and date.

Please send it by [date]. You can use the blank form at irs.gov/forms-pubs/about-form-w-9. [Upload link, or "reply and I will send a secure link"]

Thanks,
[Your name]

Tip: vendors often ignore a W-9 request from someone they do not recognise. If you are the bookkeeper, not the client, say so in the first line, name the client company, and say it is needed to pay them and to report the payment to the IRS. That one sentence is what makes the email look legitimate.

2. Reminder (a week later)

Subject: Reminder: W-9 for [Company]

Hi [Name],

A quick reminder that we are still missing your W-9. We can release payment once it is on file. Here is the link again: [link].

If you have already sent it, tell me and I will check.

Thanks,
[Your name]

3. Final notice (before payment or year end)

Subject: Last call: W-9 needed for [year] tax reporting

Hi [Name],

We have asked twice for your W-9 and still do not have it. Without a taxpayer ID we cannot file your information return correctly, and we may have to withhold on future payments as the IRS requires. Please send it by [date].

Thanks,
[Your name]

Track every vendor

The tracker has a row per vendor with request, two reminders, received date, name/TIN match and whether a 1099 is needed. In Excel, the count of outstanding W-9s updates by itself. For the process around it, see the W-9 collection guide and the 1099 deadline calculator.

Stop sending these by hand

Send each vendor one private upload link with the W-9 checklist; DocNag reminds them automatically until it arrives.

Create a W-9 request in DocNag

Free plan, no card needed. See a demo.

Frequently asked questions

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

Before the first payment. A W-9 collected at onboarding is far easier than chasing one in January, when 1099 forms are due.

Who needs a W-9?

Generally, US vendors and independent contractors you expect to pay $600 or more in a year for services. Corporations are often exempt from 1099-NEC but not always, so collect one from everyone and decide later. Check the current IRS instructions for your case.

What if a vendor will not send one?

Document each request with dates. The IRS general rule is that you may have to withhold backup withholding on payments when no taxpayer ID is given; confirm the current rules with your tax adviser.

Is email a safe way to receive a W-9?

A W-9 holds a taxpayer ID number, so avoid plain email attachments where you can. A private upload link keeps it out of inboxes.

This is a general checklist to help you gather paperwork, not tax or legal advice. Rules and thresholds change and depend on your situation, so confirm details with a qualified preparer or the IRS.