Template

W-9 request email

Copy/paste and customize. Designed to reduce back-and-forth and set expectations before payment.

Subject: W-9 request for our records

Hi {Name},

Before we release payment, we need your completed IRS Form W-9 for our vendor records.
Please upload it securely here: {secure upload link}.

Why we need this:
• Ensures we report correctly on Form 1099-NEC (if applicable)
• Reduces IRS B-notice risk caused by name/TIN mismatches

If you have an EIN, please use it. If you’re a corporation, indicate that on the form.

Thanks so much,
{Your Name}
{Company}

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