Do W-9s Expire and When Do You Need a New One?

Form W-9, Request for Taxpayer Identification Number and Certification, is a document businesses use to gather information from vendors, freelancers, and independent contractors they pay. This includes the payee’s legal name, address, and Taxpayer Identification Number (TIN), which could be a Social Security Number (SSN) or an Employer Identification Number (EIN). The data from a W-9 is used to populate forms like Form 1099-NEC, which reports payments of $600 or more. By signing the W-9, the payee certifies under penalties of perjury that the TIN provided is correct and that they are not subject to backup withholding.

The Validity Period of a Form W-9

A Form W-9 does not have a set expiration date. It remains valid indefinitely as long as the information provided by the payee remains accurate and unchanged. This allows a single form to be relied upon for multiple years in an ongoing business relationship.

The IRS periodically updates its forms, and the revision date is found in the top-left corner. The March 2024 revision, for example, added a new line for certain businesses. While an older version of a W-9 does not automatically become invalid, payers should use the newest version to capture any new requirements. The form’s validity hinges on the correctness of its content, not the date it was signed.

Events Requiring a New Form W-9

While a Form W-9 does not expire on a specific timeline, certain events render the information on file obsolete, necessitating a new form. A change in the payee’s legal name, for instance, whether for an individual due to marriage or a business rebranding, requires an updated W-9. This ensures that the name on the payer’s information return, such as a Form 1099, matches the name associated with the TIN in the IRS database.

A more significant trigger for a new W-9 is a change in business structure. When a sole proprietor incorporates or becomes a Limited Liability Company (LLC) taxed as a corporation, they will typically obtain a new EIN. Since the TIN is a core piece of information on the W-9, any change to it automatically invalidates the old form. The new entity structure and new EIN must be captured on a fresh Form W-9 to ensure proper tax reporting.

An address change also commonly prompts a request for a new form. While a new address does not alter the payee’s TIN or name, payers require current information to mail year-end tax documents like the Form 1099-NEC to the correct location. Furthermore, if the IRS notifies a payer that a payee’s TIN is incorrect, the payer must obtain a new, corrected W-9 from the payee. This is crucial to resolve the mismatch and avoid backup withholding, where the payer would be required to withhold income tax from future payments.

Procedures for Updating a Form W-9

When a new Form W-9 is needed, the payee is responsible for providing the new information. This involves obtaining the latest version of the form from the IRS website and completing it accurately with the updated details. The payee must then sign and date the form to certify its correctness.

From the payer’s perspective, the procedure involves requesting a new W-9 from the vendor as soon as they become aware of a change. Many businesses also incorporate a W-9 request into their regular vendor record maintenance, sometimes asking for updates on a periodic basis to ensure their files are current. This proactive approach helps prevent year-end reporting errors and potential penalties for filing incorrect information returns with the IRS.

Once completed and signed, the form must be transmitted securely from the payee to the payer. Due to the sensitive nature of the information, which includes an SSN or EIN, submission methods should protect the data. Secure options include physical mail, hand-delivery, or an encrypted electronic system designed for handling confidential documents. Emailing the form is generally discouraged unless it is sent through a secure, encrypted service.