What is the W-9 form?
- Alejandro
- Apr 11
- 3 min read
The W-9 is an IRS form that taxpayers (individuals or businesses) fill out to provide their tax identification number (such as SSN or ITIN) to whoever pays them. It is common among self-employed individuals, contractors and freelancers. However, the W-9 form does not automatically request withholding, and that's what many people don't know.
Steps To Fill Out Form W-9 Correctly And Avoid Owing Taxes
1. Make sure you really need to fill out a W-9.
You will be asked for it by a company that will pay you as an independent contractor, not as an employee.
It is not to receive a W-2, but a Form 1099-NEC at the end of the year if you earn $600 or more.
2. Fill in your personal information correctly.
Full legal name (as it appears on your Social Security number or ITIN).
If you have a business with a different name (DBA), include it on the second line.
Check the type of entity: individual, LLC, corporation, etc.
3. Provide your address and tax identification number.
Use your current address.
Enter your SSN or ITIN number if you are an individual.
If you have an EIN (employer number), use it only if you are working under a legal entity.
4. Check the Backup Withholding section.
If the IRS has notified you that you are subject to backup withholding, check the box.
If you have not been notified, leave it blank.
IMPORTANT: The W-9 does not automatically generate any tax withholding, so the payer will not withhold any federal, state, or social security taxes. You are responsible for that!
How do you avoid owing a lot of money when you file your taxes?
As a self-employed worker or contractor, no one deducts taxes in advance, but you must pay them directly to the IRS. Here's what to do:
1. Calculate your income and expenses on a quarterly basis.
Keep an organized record of your income and deductions (work-related expenses).
Use tools like Excel spreadsheets or a reliable accounting app.
2. Make estimated tax payments each quarter.
The IRS expects self-employed individuals to pay taxes four times a year (April, June, September and January).
This includes:
Federal Income Tax
Self-Employment Tax (15.3%), which covers Medicare and Social Security.
You can use Form 1040-ES to calculate and send these payments.
3. Consult with a tax professional.
Our tax professionals can help you estimate how much you should pay each quarter, based on your projected income.
They can also help you plan and prevent you from ending up negative when you file your taxes.
In summary:
Action | Why it’s important |
Fill out the W-9 correctly | To avoid errors and IRS issues |
Understand there’s no automatic withholding | You must make estimated payments yourself |
Make quarterly tax payments | To avoid penalties and big bills in April |
Keep receipts and expense records | To deduct and lower your tax bill |
Get professional help | For peace of mind and tax compliance |
Ready to take control of your taxes? We're here to help!
At Professional Taxes, we understand how stressful it can be to manage taxes as a freelancer or contractor — especially if you haven’t filed in years. But don’t worry, we’ve got your back. Whether it’s your first time filing or you need help catching up on overdue returns, our team is ready to guide you with zero judgment and full confidentiality.
Contact us today and let us help you file your taxes the right way — with clarity, confidence, and care.
PROFESSIONAL TAXES LLC.
480-3430299
3162 E Roeser Rd. Phoenix, AZ. 85040
Comments