Need to ask a new contractor for a W-9? A short email can explain what you need, why you need it, and how the contractor should return the information. Use the W-9 request email template below, then adapt the delivery instructions to your business.
W-9 request email template for a contractor
Subject: W-9 information for your contractor onboarding
Hi [Contractor name],
As we set up your contractor information, please complete and return your W-9 by [date]. We use the information to keep our payment and tax records accurate.
I’ll send you the instructions for accessing our W-9 submission page. Please use that page to enter and sign your information. If you have trouble logging in or have a question about where to submit it, reply to this email and I’ll help you with access.
Thank you,
[Your name]
[Business name]
Replace the names and date before sending. If your business uses a different method to receive W-9s, change the submission sentence to describe that method accurately. The email should direct the contractor to your actual process rather than ask them to reply with a taxpayer identification number in the email body.
What to include in your W-9 request
- A clear reason: Explain that you are collecting information for your contractor or vendor records. The IRS describes Form W-9 as a way for a requester to obtain a payee’s correct name and taxpayer identification number.
- A specific next step: Tell the recipient where to complete the form and how they will receive access.
- A reasonable date: Give the contractor a date that fits your onboarding process, without implying that every business has the same deadline.
- A contact for access problems: Make it easy to report a missing login or a form-page problem.
For general guidance about requesting a W-9 from an independent contractor, see the IRS information on forms and associated taxes for independent contractors. Ask a qualified tax professional about questions specific to your payments or reporting obligations.
If you use a WordPress W-9 submission page
W9Collector provides a W-9 form on your WordPress website. In the current plugin workflow, a contractor must log in before viewing or submitting the form. The site owner therefore needs to arrange the contractor’s account access and share the correct form-page link. W9Collector does not send the request email in the template above.
After a contractor submits the form, an administrator can find the received record in WordPress and mark it for review. That is different from tracking a request that has not received a response. If the contractor has not submitted anything, keep your own follow-up list and contact them directly.
See how W9Collector’s form and received-record dashboard work. If you are setting up collection on a WordPress site, you can also find the plugin download on the W9Collector homepage.
Follow-up email for a W-9 you have not received
Subject: Follow-up on your W-9 request
Hi [Contractor name],
I’m following up on my W-9 request from [date]. I haven’t received your submission yet. Please complete it using the access instructions I sent earlier, or reply if you need me to resend them.
Thank you,
[Your name]
Check your received records before sending the follow-up. A contractor may already have submitted the information while it is still waiting for your review.
Make the request easy to act on
A useful W-9 request tells the contractor what to do and gives them a way to resolve an access problem. Set up your submission process first, send the request with the correct instructions, and review the record when it arrives. If you expect to collect more than a few forms, compare W9Collector’s current plans and collection limits before choosing a license.
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