Why You Should Never Email an IRS Form W-9

Introduction

Emailing a W-9 form might feel like the easiest way to send tax information, but it’s one of the riskiest mistakes businesses make. A W-9 contains sensitive details like Social Security Numbers (SSN) or Employer Identification Numbers (EIN). Sending that data through email exposes you and your contractors to identity theft and compliance risks.

In this article, we’ll explain why you should never email a W-9 and show you safer, IRS-compliant ways to share these forms.

Why Emailing a W-9 Is Unsafe

According to cybersecurity expert Dr. Catherine J. Ullman:

“Email by default is not and was never intended to be a secure mechanism for sending sensitive data.”

Here’s why:

• Emails can be intercepted while in transit.
• Attachments are often stored on multiple servers without encryption.
• Bad actors can easily gain access to SSNs and EINs in unsecured files.

A W-9 sent by email is essentially unprotected. If intercepted, the data can be used for fraud or identity theft.

What You Should Do Instead

If you can’t email a W-9, what are the alternatives?

1. Use Encrypted File Transmission
   Secure file-sharing tools encrypt data during transfer, making it unreadable if intercepted. Examples: encrypted portals, secure cloud storage links, or enterprise file transfer systems.
2. Request Secure Collection
   Ask the requester to use a dedicated W-9 collection platform like GetW9. GetW9 allows businesses to:
   • Collect W-9s securely online.
   • Ensure only the latest IRS form is used.
   • Store completed forms in an encrypted, centralized dashboard.
3. Establish Clear Policies
   Train your staff, contractors, and vendors to never email tax forms. Set up a simple, repeatable secure workflow.

CPA Tip

Always treat W-9 forms like you would a bank statement or passport. They contain sensitive identifiers and must be handled with strict security. Never store them in email inboxes or shared drives.

Conclusion

Email is convenient but it is not secure. Never email an IRS Form W-9. Instead, use encrypted sharing tools or platforms like GetW9 that automate and secure the process. Protect your business, your contractors, and your compliance.

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