W-9 Request Email Templates for Vendors

Personalize

Fill these in and every template below updates. Nothing you type leaves your browser.

Vendor's name

Your business name

Your name

Please send by

How they should send itUse a secure upload or portal link rather than plain email, since the form contains a tax ID.

Tips

Ask for the W-9 before the first payment; it's much harder in January.
Check that the name and tax ID match, and note the tax classification (box 3).
Store W-9s securely, outside your inbox, and re-request when a vendor's name, address or entity type changes.
Not sure who needs a 1099? Use the 1099 checker.

Have MFA handle your 1099s

Educational information, not tax or legal advice.

From the MFA shop

Products that go with this tool

Spreadsheets and checklists built by accountants, for when you want to keep your own records. Instant download.

PDF + Excel

The 1099 Kit (2026 payments, filed in 2027)

Decide who needs a 1099, collect W-9s and file on time. Updated for the new $2,000 threshold, with a contractor tracker.

$10.49Buy on Etsy View in shop

Excel / Google Sheets

1099 Contractor Payment Tracker

Log every contractor and vendor payment in 2026, see who needs a Form 1099-NEC or 1099-MISC at the $2,000 threshold, and work a year-end filing checklist with the 2027 deadlines.

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The templates

1. New vendor: before the first payment

2. Year-end: missing W-9 before 1099s

3. Friendly reminder

Sources

IRS: About Form W-9 (Rev. March 2024)

Facts checked against the sources above as of October 20, 2026. Educational information, not tax or legal advice. Results are estimates based on the information you enter; your situation may differ. Using this tool doesn't create a client relationship.

W-9 request email templates