Physical Address
5206 Hwy 5 N Suite 100, Bryant, AR, United States, Arkansas
Not legal advice. This guide is for general information to help businesses collect Form W-9s efficiently.
Why W-9 requests stall (and how to fix it)
Vendors usually don’t ignore you on purpose. They’re busy, unsure what to do, or uncomfortable sharing sensitive information by email. The fix:
- Make the request clear (what, why, by when).
- Use a secure form link, not email attachments.
- Set a specific deadline and provide two follow-ups.
- Keep the tone polite, professional, and brief.
The 3 emails templates that work (copy/paste)
Timing
- Email #1 (Day 0): Initial request
- Email #2 (Day 3): Friendly nudge
- Email #3 (Day 7): Final deadline notice
Replace bracketed fields (e.g.,
[Vendor Name]) and insert your secure GetW9 link where shown.
Email #1 Initial Request (clear ask + deadline)
Subject options:
- Quick W-9 request for your 1099 records
- Action needed: W-9 for [Your Company] (due [Date])
Body:
Hi [Vendor Name],
To keep our 1099 records accurate, we need your completed Form W-9.
Please use this secure link to submit it online: [Secure W-9 Form Link].
Why this matters: This helps us correctly report payments and avoids future notices.
Deadline: Please complete it by [Date]. It should take under 2 minutes.
If you have questions, just reply to this email, we’re happy to help.
Thank you,
[Your Name]
[Title], [Your Company]
Email #2 Friendly Nudge (48–72 hours later)
Subject options:
- Friendly reminder: W-9 for [Your Company]
- Quick nudge W-9 due by [Date]
Body:
Hi [Vendor Name],
Just a friendly reminder about the W-9 we requested.
Please submit it by [Date] using our secure form: [Secure W-9 Form Link].
If you’re unsure what a W-9 is, or who should complete it, reply here I’ll guide you.
Thanks for your help,
[Your Name]
Email #3 Final Deadline Notice (firm, polite)
Subject options:
- Final reminder: W-9 due [Date]
- Action required today: W-9 for [Your Company]
Body:
Hi [Vendor Name],
This is a final reminder to submit your Form W-9 by [Date] using our secure link: [Secure W-9 Form Link].
Without a current W-9, our records may be incomplete, and it can affect year-end reporting.
If you have any trouble, reply to this email and I’ll help you through it.
Thank you,
[Your Name]
W-9 collection checklist (copy/paste)
Before you start
- Choose a secure collection method (GetW9 secure link).
- Prepare your vendor list (CSV export or QuickBooks import—optional).
- Set a clear deadline and calendar the 3-email timeline (Day 0, Day 3, Day 7).
- Decide who will monitor responses and handle exceptions.
During the week
- Send Email #1 to all vendors with your secure link.
- Send Email #2 to non-responders at 48–72 hours.
- Send Email #3 to anyone still pending on Day 7.
- Avoid email attachments no SSNs/TINs via inbox.
After collection
- Save completed W-9 PDFs with a submission history in one place.
- Run name/TIN validation (where applicable) to reduce risk of IRS mismatch (CP2100 notices).
- Mark vendors “complete” and schedule a quarterly W-9 review for new payees.
Automate the busywork with GetW9
Manual follow-ups cost hours and increase risk. Here’s a simple automation play:
- Load your vendors
Import from CSV or if you use QuickBooks connect to auto-import vendors. - Send the 3-email sequence
Request → Nudge → Final notice, all from one dashboard. Track who opened, clicked, and submitted. - Collect securely
Vendors submit W-9 via a secure form (no email attachments). Sensitive data stays out of inboxes. - Save tamper-evident records
GetW9 stores completed W-9 PDFs with a submission history so you’re audit-ready later. - Validate name/TIN
Reduce the chance of IRS mismatch notices (CP2100) with checks that flag issues early. - Keep everything organized
One place to see who’s complete, who’s pending, and who needs another nudge.
Result: Less chasing, fewer errors, faster 1099 close.
Pro tips from busy finance teams
- Send early in the week, mid-morning (ET): Better open rates, fewer “I’ll do it later” delays.
- Keep the CTA above the fold: “Submit your W-9 securely”
- Never request attachments: Use a secure form link every time.
- Batch your follow-ups: Use a simple filter: Not submitted in 3 days → Nudge.
- Segment exceptions: Flag individuals who need help; send a short “reply to this email” offer.
FAQs (plain-English)
Do I need a W-9 from every vendor?
You generally need a W-9 from U.S. vendors you may report on a 1099. If unsure, collect it at onboarding—then you won’t scramble later.
When should I collect a W-9?
At vendor onboarding before first payment, or as soon as you add them to your system.
Can a vendor email me their W-9?
Avoid email. It’s not ideal for sensitive information. Use a secure form link (e.g., GetW9) and keep records centralized.
What is name/TIN validation?
A check that the vendor’s legal name and TIN appear to match, helping reduce IRS mismatch notices (CP2100) later.
What if a vendor refuses to submit a W-9?
Explain why it’s required for your records and year-end reporting. If they still decline, consult your tax advisor on next steps.
Ready to stop the chase?
Collect W-9s with a clear plan, then hand off the repetitive work to automation.
Next step: Start collecting W-9s securely and save tamper-evident PDF records with a submission history all in one place with GetW9.
