W-9 Basics: How to Complete a W-9 Form for an LLC

While completing the W-9 Form for most businesses is very straightforward, that's not the case for LLCs. There are very specific rules that the LLC needs to follow to fill out the W-9 correctly.

[@JF32304]

Love it when a video is right to the point and no fluff. Well done Andrew! Thank you!!

[@adamn1915]

Thank you, helped out a lot. First year as a LLC single owner, and since handling big projects for other business, their owners been asking for a W-9

[@stahaz1]

Thank you so much! 🏆🏆

[@samrubinoff]

thank you

[@jerodvinnett5250]

Simple and straight to it. Thanks

[@karens2767]

Stright to the point. Thank you! This helped so much!

[@mkbnett]

What a world, what a world, what a world

[@FindAGoodCPA]

Haha. You said it. Seems like completing a W9 should be more straightforward than this.

[@LosAngeles333]

Thank you!!! Everything I needed at the perfect time.

[@marcal5158]

EXACTLY what I needed! Thank you!

[@abundanceofcalm]

Thank you!

[@huggythebear123]

lOVE THE ENDING...thanks for the help

[@notaryfriend]

Thank you!!! Everything I needed to know. Short and sweet and ttp.

[@larenzstudavent4210]

Thank you! Super Simple!

[@CindiBisson]

Thank you - this was very useful and answered several questions.

[@plaidponi]

This video answered my question, much appreciated Andrew.

[@jbright348]

AWESOME! Thank you so much Mr. Schwartz

[@FredDeckerNC]

What if you have a "disregarded entity" LLC (ABC LLC), but you are doing business as XYZ Technology? The IRS sends the form back to you with ABC LLC, under that XYZ Technology and c/o John Smith. I understand you put John Smith on line 1. But what goes on line 2? I've been putting XYZ Technology because that is how I do business. But am I supposed to put ABC LLC instead? Or ABC LLC / XYZ Technology or dba XYZ Technology? The reason I ask is that someone said my name doesn't match my number "on the IRS site". As far as I knew, there is no such lookup on the IRS site.

[@michaelharris5128]

Thank you so much for this. This helped me a lot. One question: If I'm corret, an LLC Partnership in not seen as a disregarded entity? The name on line 1 should be the name shown on the income tax return. If I have a newly formed LLC with a new EIN, will the name of the income tax return be that of my LLC partnerships?

[@lizzieschwartz8017]

That is correct. For an LLC treated as a Partnership, it's my understanding that you should put the name of the LLC on line 1.

[@thaddeuslindsay5872]

Glad I could use the schwartz

[@lisannedecker7038]

Hello, I hope you can assist me. I have an LLC Partnership and this LLC has two subsidiary companies. "Our Company Name, LLC DBA Subsidiary #1" and "Our Company Name, LLC Company DBA Subsidiary #2". My question is , do I put both subsidiary company names on Line 2? Or make a W-9 for each subsidiary? I hope this makes sense. Thanks for your video, yours is the only one that really explains how to properly fill out this form.

[@FindAGoodCPA]

Hi. If each subsidiary has a separate EIN, I think you would want to complete separate W9s for each subsidiary and put the LLC Name on Line one, the Subsidiary name on line 2, and the EIN where requested.

[@lisannedecker7038]

Thank You for your reply. =) Both subsidiary companies use the EIN of the Parent LLC. Since they both use the EIN of the Parent LLC, I think I will leave line two blank.

[@FindAGoodCPA]

Now that I think of it, if your customers will be making payments using the DBA names, you probably want to complete 2 W9s which will both have the name of the LLC on line 1 and the EIN where requested. The only difference is that you will have each DBA name on line 2.

[@lisannedecker7038]

Hello Andrew, Thank you again for your reply. This is so helpful, it clarifies how I am to fill out the form and by completing a W-9 specific to each DBA, I think I won't confuse those that request this form. Thanks again. =)

[@OrcineDread]

This was very helpful. Thanks.

[@satinaconfortilpc7180]

Thank you for sharing the Schwartz! :)

[@themartingcastaneda]

Thanks! Very helpful.

[@jyvess82]

Very helpful. Thank you

[@juneburchfield9758]

Thank you! So helpful.

[@TS_Esquire]

Very Helpful! Thank you so much.

[@aprilgarcia4862]

thank you, this was so helpful.

[@smalone3d]

very useful thank you

[@chronicjohn1978]

Thank you.

[@mac19724]

Thank You!

[@guss0770]

Thanks !!

[@ijustfollowthesun]

Thank you!!

[@LA-dv3wp]

Hi. What if your LLC is owned by another LLC Holding Company that you then own. How would you approach the W9 then?

[@FindAGoodCPA]

Good question. According to the W-9 instructions available at: www.irs.gov/pub/irs-pdf/fw9.pdf. "The name of the entity entered on line 1 should never be a disregarded entity. The name on line 1 should be the name shown on the income tax return on which the income should be reported." So it sounds like you should put the name of the holding company on line 1 and the name of the LLC on line 2, and use the EIN of the LLC.

[@Colebreon]

This was very simple and helpful. Thank you!

[@danbaker8490]

Hi Andrew! Thanks for making this fantastic video :) quick question: Should I give my US clients a W-9 or W-8BEN? I'm a Non-resident alien (UK citizen & resident) and 100% owner of a Wyoming single-member LLC (disregarded entity). Thanks!

[@FindAGoodCPA]

Hi. I think you would give your contractors a W9 if they are US citizens or are considered US residents for tax purposes. I'm not sure your status with the US would change that.

[@foneistexasregional4954]

Mr. Schwartz, could you, please, clarify whether or not, as a Single Member LLC, I should use my personal name in Line 1, my LLC's name in Line 2 and provide my company's EIN or my own personal SSN as the TIN. I am really unwilling to provide my SSN as a vendor to all my customers; however, as Mr. David North stated, it seems clear that IRS guidance is that I must use my SSN since my company is a Single Member LLC treated as a "Disregarded Entity." Please help!

[@FindAGoodCPA]

Hi. It's my understanding that you put your name on Liine 1, the LLC name on line 2, and then give the EIN where requested and do not give your SS#.

[@merikishtar]

I have a rental property My tenant is getting assistance to pay the rent What would I be considered in section three

[@FindAGoodCPA]

HI. I''m not sure that your tenant receiving government assistance is relevant to how your business is classified on the W9. What you put in Section 3 is whether you set up an LLC or other entity for your rental business, and then what elections you might have made once the entity was established.

[@mickeyle1386]

Hi, I am a single Member LLC with employees and NOT elected to be taxed as S or C Corps yet , when filling out W9 form,, should I fill out with my social security number or LLC's EIN ?

[@FindAGoodCPA]

Hi, It's my understanding that you put your name on line 1 of the W9, the LLC name on line 2, and put the EIN where requested. Doing so helps you protect your Social Security Number.

[@ryanmorgan5662]

what's the difference between checking partnership or clicking llc and typing P?

[@FindAGoodCPA]

If the business is set up as an LLC and there is more than one owner, you should check off that it was set up as an LLC and then type in P on that line. If the business was not set up as a Corporation or an LLC, but there are multiple owners, then you would check the Partnership Box.

[@DrStevePerry]

Who would need to sign a partnership LLC?

[@FindAGoodCPA]

Hi. Not sure I'm answering your question, but an LLC with more than one owner would file a partnership tax return unless the LLC elects to be treated as a Corporation or S-Corporation. The partner who signs the paperwork would be any partner given that authority to do so in the documents prepared for the LLC and filed with your state in connection with establishing up the LLC. Hope this helps.

[@wartahiburanrohani]

after we fill out the form then we will use the form

[@FindAGoodCPA]

You want to send a copy of the completed W9 Form to your vendors who pay you. They will use this information to prepare a 1099 for you next January to report the money paid to you during the current year.

[@claudialapena9533]

Hi there! Thank you so much for this video. Do we need to sign under Part II where it says "signature of US Person). We are an LLC Partnership

[@FindAGoodCPA]

Yes, one of the Member Managers should sign there on the W9

[@claudialapena9533]

@@FindAGoodCPA Thank you!

[@chadbaney9369]

I have an LLC that when I started I was the only person for the company (Sole Proprietor?). Fast Forward 6 months and I have 4 employees and am now filling out a W9 for my first large contract. Now do I need to File the 2553 to be recognized as an S-corp since I now have employees or can I still use the first box since I am still the Sole Owner of the business?

[@FindAGoodCPA]

Hi. You would file a Form 2553 to elect to have your LLC treated as an S-Corp instead of as a sole proprietorship. Your LLC can have employees and remain taxed as a Sole Proprietorship. You should discuss with your tax advisor whether making the S-Election makes the most sense for you.

[@FindAGoodCPA]

If you don’t file the Form 2553, you would continue to use the first box on the W9, even if you have employees.

[@andrewpolitano]

If you don't yet have your LLC actually setup and you're a sole proprieter (single operator, individual still), do you fill out the name as your eventual LLC or simply your given legal name? thanks!

[@FindAGoodCPA]

Great question. Whether you are a Sole Proprietor or a Single-Member LLC that has not elected to be treated as a Corporation or S-Corporation, you will put your name on line 1. You would put the name of the LLC on line 2 as long as its been set up with your state. Once the LLC is set up, you'll go to www.irs.gov and apply for an Employer ID # (EIN), and use that ID # on the W-9. Before the LLC is set up, you'll need to report your Social Security Number instead. Hope this answers your question.

[@RealDavidNorth]

Andrew, regarding single-member LLCs that are treated as disregarded entities, at 2:16 you say ..."and then put either your Social Security Number or EIN obtained for the LLC in the middle of the form..." This actually is not correct. If the single member OWNER of the LLC has an EIN, such as if the single member OWNER is another business entitity, only then should the OWNER's EIN be entered as the TIN, otherwise the OWNER's SSN is required to be entered as the TIN. This is clearly stated in the W-9 Instructions, as well as in IRS Publication 3402. The exact quote from Publication 3402 is "For example, if a disregarded entity LLC that is owned by an individual is required to provide a Form W-9, Request for Taxpayer Identification Number and Certification, the LLC must provide the owner's SSN or EIN, not the LLC's EIN."

[@FindAGoodCPA]

Hi David. Thanks for that feedback. So while maybe not 100% technically correct, here is what I've seen about EINs for LLCs treated as disregarded entities: 1. The IRS online EIN application allows individuals to obtain an EIN for an LLC being treated as a disregarded entity. 2. The instructions of the Form SS-4 list a variety of instances when an LLC treated as a disregarded entity should get an EIN, including if they will hire employees, be filing the Entity Classification Form to be treated as a Corp or S-Corp, or will be bringing on other owners and will be treated as a Partnership. 3. In all my years practicing, I have never seen the IRS question the EIN of an LLC being treated as a disregarded entity. 4. For people in healthcare, they need to credential with all the insurance companies when they get set up initially to practice. If they change their EIN down the road, they need to re-credential with all the insurance companies that pay them, Huge pain in the butt that is easy to avoid. 5. Lastly, using an EIN allows people to protect their SSNs, which is so important these days. So while maybe not 100% technically correct, based on my experience as a practicing CPA with a busy tax practice serving healthcare professionals, this recommendation seems to make practical sense to individuals maintaining LLCs that are being treated as disregarded entities. This also highlights how complicated the current tax rules are. We are disagreeing on whether it's proper for a self-employed individual to get an EIN under the name of the LLC. Yikes!

[@RealDavidNorth]

Andrew, thanks for your reply. We're not disagreeing on whether it's proper for a self-employed individual to _GET_ an EIN under the name of the LLC. Lots of single-member LLCs, including mine, need and have EIN's for reasons such as having employees, etc. However, the IRS is clear (well, clear by IRS standards at least) in its instructions that regardless whether the single-member LLC has an EIN for such purposes, it is directed to use its single member's SSN or EIN, not its own EIN, as it's TIN. I'm not a CPA, and I respect that you are. I can't speak to the actual practices of the IRS regarding enforcement, only what their instructions are, and their instructions are clear and consistent throughout multiple sets of instructions and other publications on this matter.

[@edgie7]

Hi David and Andrew. I read the instructions on the W9 form. It does say not to use the Single Member LLC's EIN (which I obtained for employment and bank purposes). Got a question, though.. I came from a Sole Proprietorship DBA, which I also obtained an EIN for. Would this EIN (the one from my previous Sole Prop DBA business) be used as my personal EIN that can be put on the W9, now that I'm a Single Member LLC? I'm trying to avoid giving putting my own ss number on the W9. During my Sole Proprietorship DBA days, I never put my SS number (even though the instructions did say that the IRS prefers the SS number). I've always just provided my EIN and never had issues with the IRS. I've recently formed a Single Member LLC, so now I'm trying to learn as much as I can on this. Thank you, both.

[@Scott-yn3qq]

@@edgie7 Exact same question and situation here. Which EIN did you end up using?

[@edgie7]

@@Scott-yn3qq Hi Scott. I've ended up just using my Single Member LLC's EIN. It's been 2 years and I have not had any issues with the IRS. It seems the IRS prefers that we use our SS number if we only own a Single Member LLC, but that's just their preference and not a requirement. That's my take on it. Both my SS number and my Single Member LLC EIN are tied up together in my tax returns anyway, so the IRS knows they're both mine. I hope this helps.

[@vikrambawa4298]

Hello... I can't find anything on how to file out a W9 with a Partnership (50/50) sans LLC. My business is Sole-Proprietor (DBA) with my SS#. I got an EIN. My question is for Line 1 and Line 2. Do I put my name or both our names on line 1 or just company name? Does my partner need to fill one out too? Thanks in whatever way you can help!

[@FindAGoodCPA]

Hi. If your business has more than one owner, then it is a partnership and not a sole proprietorship. And if it's a partnership, you probably want to consult with an attorney to have an entity such as an LLC or Corporation set up. Otherwise, you are running the business as a general partnership, and that means you both might be putting yourselves at risk for unlimited liability for the debts of your business. Once you determine the best entity to set up to operate your business, I can let you know how to complete the W9 form. Please let us know what the lawyer recommends.

[@vikrambawa4298]

My apologies... I meant to say I currently a sole proprietor wanting to become a "general" partnership. I will have no employees. My work/trade has no real debts (besides work vehicle) , it is pure income based. I hope that clarifies.

[@FindAGoodCPA]

I still think you want to meet with an attorney to help draft an operating agreement for the partnership that addresses buy-ins, compensation formulas, and most importantly, buy-outs if someone wants to stop working, becomes disabled, dies, or if it turns out the two of you don't want to be in business together anymore. It's easier to figure all this out when you are starting the business on good terms. And while you are meeting with the lawyer, let him or her explain the benefits and costs of operating the business as an LLC. If the business will be extremely profitable, an S-Corp might be the way to go. You might want to run this all by a local CPA as well. Spending some time (and a little money) up front for attorney and CPA fees might pay big dividends down the road.

[@nxtgenpaintingllc-utah2781]

Do I write my name on line 1 if im a LLC PARTNERSHIP how does my partner report his taxes?

[@FindAGoodCPA]

For partnerships you would write the name of the LLC on line 1. You would need to file a Form 1065, Partnership Income Tax Return each year. As part of that tax return, you would prepare Schedule K-1s that reflect the income that each partner needs to report on their tax returns. You probably want to find a tax professional to help you out since the partnership tax rules are somewhat complicated. Good luck!!

[@nikkiwilliams4450]

Hi Sir , my 16yr old son just got a job and they are requesting he fill out a W9 Form ..Why is this ?

[@FindAGoodCPA]

Hi. If they are requesting a W9, it could mean two things. Maybe they gave him the wrong form and should have given him a W4 form. Remember, the tax rules are complicated and small businesses generally do the best they can to respond but don’t always get it right. The other option is that they will be paying him as a 1099 contractor. In that case your son won’t owe any federal income taxes on the first $12.2k earned. But he will owe 15.3% “self-employment” taxes on the money earned if he earns more than $430 in any year. That tax represents the 7.65% employee portion and the employer match of Social Security and Medicare taxes.

[@nikkiwilliams4450]

Andrew Schwartz Thank You for the quick reply. I did find out he will be hired as a contractor as u stated. I personally never knew about a W9 so it confused me. Thanks again for ur help ☺️

[@wartahiburanrohani]

I filled it out but can't send it to jvzoo

[@FindAGoodCPA]

Huh? I don't understand your question. Sorry. What is jvzoo?

[@kudesiechunielal8471]

lol may the Schwartz be with you lmao funny 🤣🤣🤣

[@karenronaldo8284]

I just got a college job as a peer mentor I’m I considered independent contractor?

[@FindAGoodCPA]

Hi. If taxes are withheld from your pay, you are considered a W2 employee. If no taxes are withheld, you are generally considered a 1099 Contractor.

[@FindAGoodCPA]

Plus, if they give you a W4 form to fill out, you are considered a W2 Employee. If they give you a W9 to fill out, you are generally considered a 1099 Contractor.

[@karenronaldo8284]

Andrew Schwartz thanks they gave me a w-9 form

[@FindAGoodCPA]

Make sure to set aside a portion of what you are paid for taxes next year.

[@mrgetittherehaulingllc]

Im a single member llc i have a ein for my llc do i use that on w9 or ssn ?

[@FindAGoodCPA]

Hi, Put your name on line 1, the LLCs name on Line 2, and use your EIN. Doing so helps to protect your SSN.

[@mrgetittherehaulingllc]

@@FindAGoodCPA yea that what I would like to do just don’t want issues with irs cause they say use ssn which is weird because i will be giving out w9 to lots of people/company’s

[@FindAGoodCPA]

The IRS should be able to match your EIN with your last name if the EIN application was filed reflecting that your business is set up as an LLC with just one member.

[@mrgetittherehaulingllc]

@@FindAGoodCPA this below is what the irs says on there page federal income tax purposes, a single-member LLC classified as a disregarded entity generally must use the owner's social security number (SSN) or employer identification number (EIN) for all information returns and reporting related to income tax. For example, if a disregarded entity LLC that is owned by an individual is required to provide a Form W-9, Request for Taxpayer Identification Number (TIN) and Certification, the W-9 should provide the owner’s SSN or EIN, not the LLC’s EIN.

[@FindAGoodCPA]

I have a lot of clients over the years who provided the Single Member LLC's EIN in this situation and haven't had a problem with the IRS matching that EIN with their Schedule C's. I think it's important to protect your SSN whenever possible. It's up to you if you want to provide your SSN or the LLC's EIN on the W9 form.

[@pete275]

what do you put in the signature line if the LLC itself is the "US Person"?

[@FindAGoodCPA]

Hi. You would sign your name, and put the title as "managing member".

[@pete275]

even if the person signing is not themselves a US Person?

[@FindAGoodCPA]

According to the instructions of the W-9: Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien; • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States; • An estate (other than a foreign estate); or • A domestic trust (as defined in Regulations section 301.7701-7). So I think the US Person is the LLC, and you will sign as the responsible party. That's my understanding of this situation, however.

[@patrickwheatley6156]

Thanks!