How to Request W9 Forms from Vendors: Email Template and Best Practices

Requesting W9 forms from vendors is a crucial year-end task, but it can be delicate. You need to be professional yet firm, informative without overwhelming, and timely while being respectful of your vendors' busy schedules. Here's a proven approach to requesting W9 information, including a template that gets results.

Understanding the Right Timing

Before we dive into the email template, timing is crucial. While you can request W9 forms any time, it's best to send these requests well before year-end when vendors are less busy with holiday rushes and year-end closing. At Uplinq, we recommend sending initial requests by early December, allowing time for follow-up if needed.

The Perfect W9 Request Email

Here's a template that's proven effective for our clients:

Subject: Action Required: W9 Form Needed for [Your Company Name]

Dear [Vendor Name],

I hope this email finds you well. As we prepare for the upcoming tax season, we're updating our vendor records to ensure accurate reporting. According to our records, we've processed payments to your company during 2024, and we need a current W9 form to comply with IRS requirements.

You can easily complete this requirement by completing the a W9 form. Please submit your completed W9 by December 15th.

Why this matters:

• This information ensures accurate tax reporting
• It helps avoid payment delays in the new year
• It maintains our valued business relationship

Need help? We're here to assist:

• Watch our 2-minute W9 completion guide: [Link]
• Reply to this email with questions
• Call us at [phone number]

Thank you for your prompt attention to this request. We appreciate our ongoing business relationship and look forward to receiving your W9 form.

Best regards,

[Your Name]
[Your Company]