Fax a W-9 Form Online
Client needs your W-9? Fax it securely in under 2 minutes — free, no account needed.
Last updated: May 2026
What Form W-9 Is For
Form W-9 (Request for Taxpayer Identification Number and Certification) is how U.S. payees give their taxpayer ID — typically a Social Security Number for individuals or an EIN for businesses — to anyone who will pay them $600+ in a calendar year. The payer keeps the W-9 on file and uses it to issue a Form 1099 at year-end. You do NOT send W-9s to the IRS; you send them to the requesting business or person. See the IRS W-9 instructions for the full official guide.
When You Need to Fax a W-9
Common scenarios where a client requests a faxed W-9:
- **Freelancing and 1099 contractor work** — a new client onboarding you and needs the W-9 before they can pay you (especially companies with strict accounts-payable controls)
- **Rental income** — your landlord, property manager, or anyone paying you rent on commercial property over $600/year
- **Royalties or licensing** — publishers, music licensing platforms, image stock sites
- **Sale of services to a business** — consultants, attorneys, accountants, tradespeople invoicing $600+
- **Closing or financial transactions** — title companies, brokers, banks may request a W-9 for reporting interest income or to verify backup-withholding status
Many payers still accept fax because the W-9 contains your SSN or EIN, and they want to avoid receiving it via email where it could be forwarded, archived in inboxes, or intercepted.
Backup Withholding — Why a Complete W-9 Matters
If you fail to provide a W-9 (or provide one with the wrong TIN), the payer is required to withhold 24% of your payments as backup withholding and remit it to the IRS on your behalf. You can later reconcile through your tax return, but you lose access to the money in the meantime. To avoid backup withholding: fill out every field, double-check the TIN matches IRS records, sign and date the form, and submit promptly when requested.
How to Fax a W-9 with FaxTerra
Download the current Form W-9 from irs.gov/forms-pubs/about-form-w-9 (always use the official version — third-party W-9 PDFs may be outdated). Fill it out completely, sign and date it, and save as a PDF or take a clear photo. Upload to FaxTerra, enter your client's fax number, and send. Use the "High" quality setting so the SSN/EIN digits are unambiguously legible. FaxTerra encrypts transmission with TLS and deletes the document after delivery confirmation. Include the recipient's name and your business name on the cover sheet ("W-9 for [Your Name], as requested by [Their Name]") to help their accounts-payable team match it to your file.
Frequently Asked Questions
Is faxing a W-9 more secure than email?
Yes, for most purposes. Fax is a point-to-point telephony transmission — it doesn't pass through email forwarding chains, archive servers, or recipient inboxes that may be backed up to third parties. Many businesses prefer faxed W-9s specifically because the document contains your SSN or EIN. If you must use email, encrypt the PDF with a password and share the password by a separate channel.
Who do I send a W-9 to?
You send a W-9 to the business or person who will pay you $600+ in a calendar year — not to the IRS. The payer keeps it on file and uses it to issue a Form 1099 to you (and to the IRS) at year-end. The IRS receives the 1099, not the W-9.
What happens if I don't provide a W-9?
The payer must withhold 24% of your payments as backup withholding and send it to the IRS on your behalf. You can reconcile this on your tax return, but you lose access to the money for months. Providing a complete, accurate W-9 promptly is the way to avoid this.
Can I fax a W-9 for free?
Yes. FaxTerra's free tier covers 10 pages per month. A W-9 is 1 page (4 pages including the IRS instructions, but you only need to fax the first signed page). Well within the free limit.
Do I need to include a cover page?
Recommended. Include the recipient's name and a one-line message ("W-9 for [Your Name], as requested by [Their Name] on [date]"). This helps their accounts-payable team match it to your vendor record. FaxTerra adds a clean cover page by default — no ads or third-party branding.